Skip to main content

Transfer facilities or programs for a client

  1. Last updated
  2. Save as PDF
Perform a facility transfer

When a client’s facility enrollment changes, use the facility transfer functionality in myEvolv.

  1. Go to Client > Client Information > Critical Information > Enrollment Information.
  2. Use Select Client to search for and select the client to transfer.
    • The client's Enrollment Information displays.
  3. In the existing facility line, choose the ellipses in the Actions column and select Transfer to Another Facility.
    1. The Facility Transfer [ADD] form displays. 
  4. Under Transfer From, the Program Enrollment and Facility fields are pre-populated with the current Program Enrollment and Facility for this client.
  5. Under Transfer To, complete and confirm the following fields: 
    • Program - This required field is pre-populated with the current Program for this client.
    • Placement Type - This required field is pre-populated with the current Placement Type for this client.
    • Facility - Use the binoculars to search for and select the facility the client is transferring to. The options here are based on the Program the client is enrolled in.
    • Room - Use the magnifying glass to search for and select the room within the facility the client is transferring to.
    • Bed - Optionally, choose the bed within the room the client is transferring to.
    • Child of a Client in the New Facility - Optionally, select this box to indicate this client is a child of another client within the new facility.
    • Living Arrangement Type - Optionally, select the appropriate living arrangement for this client. 
    • Facility Override 837 - Optionally, use this field if a different code than the default for this facility should display on the 837.
  6. Under Transfer Primary Worker, select the new Primary Worker and Worker Role if this will also be changing due to the change in facility location.
  7. Under Transfer Information, complete and confirm the following fields:
    • Tranfer Date/Time - Enter the date and time this transfer is effective.
    • Transfer Type - Choose if this transfer resulted in a change of restriction or was a lateral move. This field uses the Enrollment Transfer Type Look-up Table.
    • Facility Transfer Reason - Optionally, use the magnifying glass to search for and select the reason this transfer is needed.
    • Closing Reason - Optionally, if this transfer is resulting in a program change, use the magnifying glass to search for and select the reason for leaving the current program.
    • Outcome - Optionally, use the magnifying glass to search for and select the results of the current program enrollment.
    • Transfer Program - Optionally, use the magnifying glass to search for and select the program that handled the transfer.
    • Transfer Staff - The user completing the transfer form is pre-populated in this field.
  8. Enter any remarks under Additional Information.
  9. Save the changes.
Perform a program transfer

When you add a client to a program, you can denote if they have transferred from another program when you select New Program Enrollment. 

  • When you select the ellipsis button on the Agency line and select Open Form, you can denote if the client is a transfer.
  • When you select the ellipsis button on the Agency line and select Discharge Agency, you can denote if the client is a transfer.

Note: Transferring a client from one program to another will also transfer all current direct worker assignments.

  1. Go to Client > Client Information > Critical Information > Enrollment Information.
  2. Use Select Client to search for and select the client to transfer.
    • The client's Enrollment Information displays.
  3. In the existing program line, choose the ellipses in the Actions column and select Transfer to Another Program.
    • The Program Transfer [ADD] form displays.
  4. Under Transfer From, the Program Enrollment field is pre-populated with the current Program Enrollment for this client.
  5. In Under Transfer To, complete and confirm the following fields:
    • Program - Use the magnifying glass to search for and select the new program for this client.
    • Placement Type - Use the magnifying glass to search for and select the new Placement Type for this client.
    • Facility - Use the binoculars to search for and select the facility the client is transferring to. The options here are based on the Program the client is enrolled in.
    • Room - Use the magnifying glass to search for and select the room within the facility the client is transferring to.
    • Bed - Optionally, choose the bed within the room the client is transferring to.
    • Child of a Client in the New Facility - Optionally, select this box to indicate this client is a child of another client within the new facility.
    • Living Arrangement Type - Optionally, select the appropriate living arrangement for this client. 
    • Referral for New Program - Optionally, use the magnifying glass to search for and select the new program referral.
  6. Under Transfer Information, complete and confirm the following fields:
    • Tranfer Date/Time - Enter the date and time this transfer is effective.
    • Transfer Type - Choose if this transfer resulted in a change of restriction or was a lateral move. This field uses the Enrollment Transfer Type Look-up Table.
    • Facility Transfer Reason - Optionally, use the magnifying glass to search for and select the reason this facility transfer is needed.
    • Closing Reason - Optionally, if this transfer is resulting in a program change, use the magnifying glass to search for and select the reason for leaving the current program.
    • Outcome - Optionally, use the magnifying glass to search for and select the results of the current program enrollment.
    • Transfer Program - Optionally, use the magnifying glass to search for and select the program that handled the transfer.
    • Transfer Staff - The user completing the transfer form is pre-populated in this field.
    • Optionally, use the magnifying glass to search for and select the client's discharge information in the remaining fields.
  7. If you enter a Program Enrollment Modifier, an Effective Date is required.
  8. Under Primary Worker, add the New Worker and the New Worker Role.
  9. Enter any remarks under Additional Information.
  10. Save the changes.
Undo a program transfer or a facility transfer

If a transfer was entered in error, you can delete the action.

  1. Go to Client > Client Information > Critical Information > Enrollment Information.
  2. Use Select Client to search for and select the client to transfer.
    • The client's Enrollment Information displays.
  3. To undo a Program Transfer, in the existing Program line, select the red X icon to Delete Program Enrollment.
  4. To undo a Facility Transfer, in the existing Facility line, select the red X icon to Delete Facility Placement.
  5. Complete the form and select Delete to save the changes.
Update an existing program transfer or facility transfer
  1. Go to Client > Client Information > Critical Information > Enrollment Information.
  2. Use Select Client to search for and select the client to transfer.
    • The client's Enrollment Information displays.
  3. To update a program transfer: In the existing Program line, under the Actions column, select the ellipses and choose Open Form.
  4. To update a facility transfer: In the existing Facility line, under the Actions column, select the ellipses and choose Open Form.
  5. Make the appropriate changes and Save the form.