This section discusses how to enroll a client and/or household into a program.
Once you have determined the appropriate program for your client, the next step is the program enrollment process. For more information on program eligibility, please refer to the program eligibility section.
To begin the program enrollment process, click on the Programs tab in the top menu of the client record. This area contains two sections:
- Program History
- Programs: Available
This section provides a listing of programs your client is either currently enrolled in, or has been enrolled in in the past. In the example below, Bill Gates is currently enrolled in two programs: Baltimore Emergency Shelter program and the Sample Program. He is active in both programs, as indicated by the word “Active” in green font.
Below the Program History section is the Programs Available section. This section lists current programs provided by your agency that are available for client enrollment. Bill Gates has numerous programs that are available to him.
To enroll a client/household into a program, select the down arrow next to the applicable program title under “Programs: Available”.
After selecting the down arrow, the section will drop down, providing additional information and options. Each is discussed below:
a. Program Description
The program description provides a brief overview of the program, typically including the target population(s) and general service(s).
b. Program Type
This indicates the program type (e.g. Transitional Housing, Emergency Shelter, etc.).
c. Service Categories
This section indicates the categories of the different services this program provides (e.g. [APR] Transportation, [QPR] Rental Assistance).
d. Housing Availability
This section indicates the type and amount of housing available, should housing be applicable to the program. If you select the arrow, a graph will drop down, indicating how many beds and units are currently available.
For programs with family housing options available, there will be two columns: Beds and Units (see below). Beds correspond to the number of individual persons in beds. Units correspond to the number of units available. This is particularly useful when enrolling households with children.
e. Group Member Enrollment Option
If your client is part of a household/family, you will be automatically prompted to select family/household members to include in the program. It is important to note that family/household members should be previously grouped with your client. For more information on creating groups, please see the Working With Clients section of the help portal. Check the box(es) next to the family member(s) who should be enrolled in the program.
f. Referral Checkbox
If the program enrollment is conducted as a result of a referral, a checkbox will appear:
Selecting the checkbox will make the system automatically include the referral in the client’s Program History. This allows users to easily identify whether a program placement is due to a referral.
g. Print Directions
Selecting the “Print Directions” icon will allow you to print directions to the program site from your current location or an alternate location. These directions can be programmed to be by car, foot, bicycle, or bus
h. Print Checklist
Selecting the “Print Checklist” icon will allow you to print a checklist of all required documents that the client needs to enter the program.
After clicking Enroll, you will be taken to the Program Enrollment page for your original client. This page will present program specific data elements necessary to complete program enrollment.
**NOTE: If you are enrolling other household/family members, there will be a “Save and Next” button. Selecting this will enroll the current member, and automatically take you to the correct program enrollment screen for the next member.
Enrolled group members will be listed in the right side bar under “Program Group Members”.
Group Enrollment & Summary of Actions
When enrolling members of a household, a Summary of Actions popup will appear (after the last household member is enrolled) if your System Administrator has configured Automatic Program Goals or Automatic Service placement. This scrollable page lists each program member (from the household) along with a list of all actions that were conducted automatically upon enrollment.
NOTE: This feature also applies to individual enrollment.
Working With Dynamic Data Fields
The dynamic intake forms powered by Clarity provide many flexible features. Individual data elements can be Required, Soft Required or Not Required.
NOTE: As you enter client information into a program enrollment screen, some data fields may already be completed. This is because the Clarity Human Services System will automatically enter any client information that is common across programs (if the System Administrator has configured the program enrollment screen accordingly). If any autofilled information is no longer current, simply change the information. These changes will be automatically applied to other programs as well as any subsequent program enrollments.
The data element must be completed, not allowing you to save the page unless a value is set. A red banner is set across the top of the page, and the data element is outlined in red.
The data element is optional, but highly recommended. The data will save and allow you to continue, but a yellow banner will appear, and the field in question will be outlined in yellow.
The data element is requested as part of the form, but is completely optional for data entry. No notice is provided.
As you complete data intake, you may be presented with dynamic data elements. For example, clicking “Yes” to Veteran Status will automatically expand the form to display additional Veteran questions, or setting your client to Female will display an additional Pregnancy question. These types of example questions are completely custom to each implementation, but standard data entry rules as stated above will apply.
Complete all necessary fields, and click “Save & Next” at the bottom of the page to create the client enrollment. If you have selected additional family/household members to include, you will be presented with an enrollment form for each client.