This section discusses how to manage all elements of the History tab in a client record.
The History tab can be considered the Central Hub of the Client Record. Numerous things can be accomplished using this tab:
Edit and/or view details of:
- General services
- Program-Based Services
You can also manage the following:
- Program Association
- Expense Items
- Service Notes
- Group Options
Note: This section also discusses how to link or unlink Program-Based Services to the client’s history.
To begin working with a Client’s history, select the History tab in the Client record.
History Tab Overview
Advanced Search Tool
If your client has a very large history spanning multiple pages of results, the Show advanced search options feature provides an excellent interface to narrow down your results.
The advanced search options allows the following criteria:
- Name – Filter for a keyword within the service title
- Category – Filter for a specific category of service using the convenient drop-down menu
- Agency – Filter for a specific Agency that provided the service
- Date Range – Filter based on a specific date range of service provision
- Type - Filter based on record type (ex. Assessments, Programs, Referrals, Services)
Convenient Right Sidebar
The right sidebar provides information about Household Members, as well as listing Active Programs, Recent Services, and Assigned Staff. To the right of each entry is an edit icon which will take you directly to the appropriate section of the client record.
Understanding History Tab Icons
Service transactions with attached expenses are marked with a icon to the right of the listing. Hover your mouse over the icon, and additional financial details are displayed. This includes the total expense amount, and the funding source the expense was applied to if configured.
The screens icon indicates that the service is linked to a Program (i.e. Program-Based Service). If you hover over the screens icon, it will provide you with the Program name, associated agency, date of Program entry, and status (active vs. inactive).
The comment icon indicates that there is a Service Note associated with the service. Mouseover the icon for more details
The link icon indicates that there is a referral or a service associated with this entry. Mouseover the icon for more details.
Understanding History Tab Color Coding
Programs, Services, and Assessments, are color-coded to make them easy to distinguish from one another.
Programs are color-coded tan.
Services are color-coded white.
Note: The Screens icon differentiates a Program-Based Service from a General Service
Assessments are color-coded green.
Reservations are color-coded red
Referrals are color-coded blue.
Using the History Tab
How to Edit and/or View Services
To modify or view a service, mouseover the service and select the Edit or View link that appears to the left.
This will take you to the associated screen in the Services tab where you have the ability to edit the service record.
How to Edit and/or View Assessments
To modify or view an Assessment, mouseover the Assessment title and select the Edit or View link that appears to the left.
This will take you to the associated Assessment screen where you can view or modify the assessment to the degree your access role allows.
How to Edit and/or View Programs
To modify or view a Program, mouseover the Program name and select the Edit or View link that appears to the left.
This will take you to the associated Program screen where you can access related records and edit aspects of the Program Enrollment to the degree your access role and system configuration allows.
Working With History: Edit
There are several areas that provide customization and control over your client’s service transaction.
Clarity offers the ability to set an Expiry Warning. Once checked, a dialogue will open requesting the name of the person from your agency that should get notified (your name is set by default) and the time interval before the service expires that the notification should be sent (default is 5 days).
When set, an automated email will be sent to the name specified as a reminder the service will soon expire. This option will only appear for services created by your agency.
Start and End Date
The Start Date and End Date of a service are vital components that mark the provision time of the active service. Clarity offers three models of service delivery.
- Multiple Attendance – Tracks service provision multiple times per day, storing a time-stamp per access.
- Attendance – Tracks service provision on a daily basis
- Long Term – Tracks service provision based on Start and End Date
Note: Only Services utilizing the Long Term model may alter the Start and End Date. Attendance based services do not allow the modification of Start and End Date, and must use the Attendance tool to alter dates.
Enabling Authorization Lock on a service provides an added layer of confidentiality to a specific service item if your agency is openly sharing Client service history. This setting will add a lock iconto the top of the service header, allowing only your agency to view the service transaction in the client’s history. This option is only available for the agency that created the service transaction.
Working With Programs
When a Program-Based Service is selected, you will notice a Programs section located below History: Edit.
Here you can view the Program Name, Agency, Start/End dates, and the Type (individual vs. group). To unlink the service from the Program, select the trashcan icon , as shown below.
Working With Expenses
If the service has been provided any Expenses, they will be listed here.
You may Delete or Edit the expense by mousing over the expense and clicking either the trashcan or the Edit link. You may also add an additional expense by clicking the Add Expense link in the Expense section header.
The expense can be assigned to No Funding Source, or any specific funding source your agency has listed.
Working With Service Notes
Similar to Case Notes, Service Notes allow the documenting of any information relevant to the service. Formatting tools are also provided to assist in styling the text.
Working With Attendance
Services utilizing the Multiple Attendance or Attendance delivery method will be presented with the Attendance section at the bottom of the service history page. The section will list in a scrollable area of individual date entries.
You may check a batch of dates, and click the Delete selected records link, or you may click the trashcan icon on individual dates.
Selecting Also apply to the following group members (if applicable) will also delete individual entries from the group member for this service if any were in place.
Working With Group Options
When a service transaction is made including Family / Household members, the system can identify those common services. From this section, you may also update the Start and End date of the Family / Household members services in a single step.
Note: Clicking on the Link icon will take you directly to the group members service entry.