Service Items can be recorded in a client record two different ways:
- Stand-alone Service Items: Service Items recorded under the Services tab and not associated with a program enrollment.
- Program-Based Service Items: Service Items recorded in association with a program enrollment.
The process of recording the Service Item is the same in both instances. The difference lies in where the Service Item is accessed.
|Note: there are additional configuration options available only when editing a service transaction. For more information on these options, see Additional Service Transaction Settings.|
Accessing Service Items from the Services tab
In the client record, navigate the Services tab. A list of Service Items will display (figure 1). The items in this list are determined by the Services and Service Items configured for the Agency in Agency Management.
Accessing Service Items from an Enrollment
To access Service Items within an enrollment, the enrollment must be active. Service Items can either be recorded during the enrollment process or after enrollment, but before exit, from the History tab.
Recording Service Items
To record a Service Item, click the arrow next to the Category of the Service Item (figure 2). Additional Service Item configuration options will display.
By default, a Service Item has a Start Date, End Date, and Service Note field.
If the Service Item is configured with Group Placement Options, the Service Item can be recorded to other household members' records (figure 3).
There are additional fields that may display with a Service Item, depending on how the Service Item is configured. These additional options include fields for:
- Time Tracking
- Reservation Management
Some Service Items will include fields for funding information, including Expense Amount, Expense Date, and Funding Source. How these display depends on the Service Item Funding configuration.
- Expense Amount: either an adjustable or a pre-determined amount that cannot be modified.
- Expense Date: the date the funds were issued.
- Funding Source: an adjustable or automatically set funding source.
A group placement option may be configured to either provide all checked household members with an identical funding amount, or to only apply the amount to the primary client.
Time Tracking Options
Service Transactions occur more than once a day can be time-based. First, select a Start Date.
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, use the Hour and Minute dropdowns to select 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. 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.
Reservation Management Options
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 has Reservation Management functionality, meaning the you can make a reservation directly from the Service screen.
To begin, select the Preview Reservation 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 edit icon will allow you to manage attendance for this service.
Click here for complete details on the Reservation Management System.