This section discusses how to manage a client's Program Service History within the Programs tab, including descriptions of the following tasks:
- How to link services in the History tab to specific programs so that they can be differentiated from General Service Transactions in the main History tab of the client record.
- Quick access to client Household members
- Quick access to create new Status Assessments and view and/or edit past Status Assessments
- Determine basic program information such as Program Type and the staff member who enrolled the client into the program.
- Auto Exit functionality
There are scenarios in which a program-based service is provided outside of the program’s Provide Services tab. This service must be linked to its program.
Program Service History Tab
The Program Service History documents and stores all Program-Based Services. Very similar to a General Service Transaction, Program-Based Services can only be provided once a client is enrolled into a Program, and are associated only with that particular program.
To begin working with a client’s Program Service History, go to the Programs tab, mouseover the program you wish to manage, and select the Edit icon.
Selecting the Edit icon will take you to the History tab of the particular program.
Service Name & Start/End Dates
The Service Name will be listed to the left of the Start and End dates. The Start Date is the date the Service began, the End Date is the date the service ended.
Link From History
Selecting the Link From History button will enable you to link any services that are listed in the main History tab to the appropriate program, allowing them to appear in both the main History tab and the Program Service History tab.
Note: You will only see the Link From History option if it has been enabled in the set up of the program and the client is still active in the program.
After selecting the Link From History button, a pop-up box will appear listing the most recent Service transactions associated with the given program.
Now the service item is differentiated by the Link to Program icon in the main History tab of the client record.
Convenient Right Sidebar
Each Program will have information and quick links located in the right sidebar. The information is as follows:
- Information Box
- Program Group Members
- Status Assessments
The information box contains basic program information including the amount of days the client has been enrolled in the program, the Program Type (group vs. individual), Program Start Date, Program End Date if clients is no longer active, Assigned Staff (i.e. the staff member who enrolled the client into the program, and the client’s Head of Household if it is applicable. The left is an information box of an active client, the right shows the information box of an inactive client.
Note: If a client is no longer active in the program, the information box will have a red banner across the top that says Days Inactive Program and has the number of days the client was active in the program.
Program Group Members
This section of the right sidebar allows you to directly access any group members who are enrolled in the same program. Selecting the Edit link will take you directly to the Program Service History tab of that group member’s client record for that program.
Here you can select the Edit icon to view and/or edit a past Status Assessment (dependent upon access role). You can also select the Plus icon to start a new Status Assessment for the client or any one of their Program Group Members.
Program Auto-Exit Functionality
Depending upon the system configuration established by the System Administrator, certain programs may be equipped with Program Auto Exit functionality. This feature eliminates the possibility that a client who is no longer active in the program remains enrolled – they are automatically exited from the program if there is not activity within the specified time period (the End Date will match the end date of the last active service). This removes these clients from the staff member’s caseload and also increases data accuracy. Consult your supervisor regarding this feature.