The client record’s Assigned Staff section displays staff members associated with a client in Clarity Human Services. Multiple staff members may show as Assigned Staff.
Clicking the icon for the assigned staff member (which displays as their initials or uploaded avatar) shows additional information about the staff member. This information includes their full name, the agency their account is assigned to, phone number, and email address.
|Note: a staff member only displays in the Assigned Staff section to staff members at another agency if the Assigned Staff member’s agency’s sharing settings are configured to share Service/Programs/Assessments Placed with the other agency.|
Staff members appear in the Assigned Staff section three different ways: through a program enrollment, being assigned as Case Manager in a referral, and being assigned as Navigator in a Community Queue referral.
Note: when adding an Assigned Staff member to an enrollment or referral, only the names of staff members with Clarity Human Services accounts set up at your agency (or the agency you’re switched into) display as options.
Assigning Staff Members to an Enrollment
When a staff member records a program enrollment in a client record, the system automatically adds the staff member to the Assigned Staff section. These staff members remain in the Assigned Staff section until the enrollment is exited. When a user is set as an Assigned Staff member for an enrollment, any clients associated with the enrollment will display in the Caseload tab's Active Caseload section. Multiple staff members can be assigned to an enrollment.
A user can assign any staff member within their agency (or the agency they’re switched into) to an enrollment. All of the conditions that apply to the initial Assigned Staff member will apply to additional staff members. These conditions include the client displaying in their Active Caseload and Status Due tab and receiving Program Auto-Exit and Assessment Due Warning notifications. There is no limit to the number of Assigned Staff members for an enrollment.
To assign a staff member to an enrollment, edit the enrollment history, either from the History tab or Programs tab of the client record. Click the edit icon next to the enrollment you would like to add additional staff members to.
The panel to the enrollment’s right displays the Assigned Staff, which you can edit by clicking the edit icon.
You can select multiple staff members by clicking the checkbox next to each name. You can also remove the staff member automatically assigned during enrollment.
Assigning a Navigator
When a staff member is selected as the Navigator in a Community Queue referral, the system automatically adds that staff member to the Assigned Staff section. These staff members remain in the Assigned Staff section until the referral is re-assigned, and the Status is changed to Denied, Expired, or Completed.
To assign a staff member as a Navigator, edit the Community Queue referral and click Assign Navigator within the referral.
Assigning a Case Manager
When a user assigns a staff member as the Case Manager in a program referral, the system adds that staff member to the Assigned Staff section. These staff members remain in the Assigned Staff section until the referral Status is changed to Denied, Expired, or Completed. These clients also display in the Case Manager section of the Caseload tab.
To assign a staff member as a Case Manager, edit the program referral, and select the appropriate staff member.