This section discusses how to conduct Service Transactions as well as access the Reservation Managment System while providing a service.
Service Transactions can be provided to a client in two methods:
- General Service Transaction
- Program-Based Service Transaction
1. General Service Transaction
A general Service Transaction is placed through the general “Services” tab. It records the provision of a service that is not part of a Program. In this section, we will focus on a General Service Transaction.
2. Program-Based Service Transaction
Very similar to General Service Transactions, Program-Based services can only be provided once a client is enrolled into a Program. For more information on Programs, please see the Programs section of the help portal.
In order to conduct a General Service Transaction, click on the “Services” tab from the top menu list. A complete list of services for your agency will be presented.
Service Transactions have numerous components such as family/household member placement, expenses, and funding sources. We will address how each component should be handled below.
To begin a Service Transaction, click on the service. The section will automatically expand, listing individual Service Items for that Service.
Services can have fixed or adjustable expense amounts, and can be stand-alone or time-based. Each scenario is discussed below.
Basic Service Transaction
The most general type of service placement is the Basic Service Transaction. In this scenario, the only required fields are Start Date and End Date. By default, these services provide one day of service on the date that the transaction is documented. However, you can alter the Start Date and End Date by clicking the calendar and modifying the dates.
It is also possible to enter a service note by selecting the “Add Note” button. Enter the note into the text box that appears. Notice that you can format the note using the formatting buttons at the top of the text box.
Once the correct dates are applied and a service note is entered (if necessary), select “Submit”.
Basic Service Transaction with Family/Household Members
A service can be configured to allow other members of the Client’s Family/Household to also receive the Service Transaction.
If the service is equipped with this feature, a section will appear asking “Include group members:” followed by a list of active members in your Client’s family/household group. Check the additional members you would also like to receive this service, and they will automatically receive the service transaction as well.
The Service will then be documented in the History tab of every family/household member who received it.
Service Transaction with Expense
Some services will be accompanied with an expense amount. In this scenario, you are requested to provide an Expense Amount, Expense Date, and Funding Source.
- Expense Amount: Depending on the setup of the service, this may be either an adjustable or a pre-determined amount that cannot be modified.
- Expense Date: The date the expense was issued.
- Funding Source: Depending on the setup of the service, this may be adjustable, or automatically set to a pre-determined funding source.
A group placement option may be configured to either provide all checked family/household members with an identical expense amount, or to only apply the expense placement to the primary client. Please check with your Agency Manager to confirm the operation.
Service Transaction – Time Based and Time Tracking
Service Transactions occur more than once a day can be time-based. First, select a Start Date. Next select the Clock icon.
Note: The clock icon will only appear if the service is set up as multiple attendance.
This will open a Time dialogue requesting the Hour and Minute of the service. To set the time, slide the box (red arrow below) to the appropriate time for the service.
A service can also be Time Tracked. Most commonly used for the Case Management service, this function allows you to keep track of how much time you’ve spent on a service. Simply open up the desired service, enter the amount of time spent on it, then click “Submit”.
No matter the type of service, clicking Submit will automatically provide the intended clients with the Service Transaction all without reloading the page. You are then free to provide the next service all from the same screen.
Service Transactions & Reservation Management
Some daily attendance services will have Reservation Management functionality (which services that are equipped with this functionality is determined by your System Administrator). For example, in the screenshot below, the service item “Housing” for the service titled “A Safe Haven Shelter” has Reservation Management functionality, meaning the you can make a reservation directly from the Service screen.
To begin, select the “Preview Registration” button.
The screen will expand. Review and verify that your reservation dates are correct, then select “Confirm”.
To view the reservation, click on the launcher in the top right and select the Attendance icon as shown below.
Select the “Reservation” link to the right of the service title to view the reservations for that service. Selecting the “Manage” link will allow you to manage attendance for this service.
Click here for complete details on the Reservation Management System.