This section discusses how to place Program Services to clients, including how to edit and/or view Program Services and apply the program services to household members.
Very similar to a General Service Transaction, these services can only be provided after a client is enrolled in a Program.
In order to provide a Program Based Service Transaction, click on the “Programs” tab from the top menu list. Access the program you wish to add services to by clicking “Edit”.
Selecting the ‘Edit’ link will take you to the History tab of that program. You will notice other tabs in this program’s navigation bar: Enrollment, History, Provide Services, Goals, Notes, Files, Chart, and End.
Select the ‘Provide Services’ tab place a program service for your client.
On the Provide Services tab you will find a complete list of services your agency or organization is setup to provide within the selected Program. The example service list below is strictly for demonstration purposes. Your service list will be completely customized to your agency’s requirements.
Select the down arrow (circled below) to provide the program service.
After selecting the down arrow, a dropdown screen will appear, providing information about the program service
Basic Program Service Transaction
The most general type of program service placement is the Basic Program Service Transaction. In this scenario, the only required fields are Start Date and End Date. By default, these services provide one day of service on the date that the transaction is documented. However, you can alter the Start Date and End Date by clicking the calendar and modifying the dates.
It is also possible to enter a service note by selecting the ‘Add Note’ button. Enter the note into the text box that appears. Notice that you can format the note using the formatting buttons at the top of the text box.
Once the correct dates are applied, and a service note is entered (if necessary) select ‘Submit’.
Basic Program Service Transaction with Family/Household Members
A service can be configured to allow other members of the client’s Family/Household to also receive the program service transaction.
If the program service is equipped with this feature, a section will appear asking “Include group members:” followed by a list of active members in your client’s Family/Household group. Check the additional members you would also like to receive this program service, and they will automatically be placed with the service transaction as well.
The Service will then be documented in the History tab of every Family/Household member who received it.
Service Transaction with Expense
Some services will be accompanied with an expense amount. In this scenario, you are requested to provide an Expense Amount, Expense Date, and Funding Source.
- Expense Amount: Depending on the setup of the service, this may be either an adjustable, or a pre-determined amount that cannot be modified.
- Expense Date: The date the expense was issued.
- Funding Source: Depending on the setup of the service, this may be adjustable, or automatically set to a pre-determined funding source.
A group placement option may be configured to either provide all checked Family/Household members with an identical expense amount, or to only apply the expense placement to the primary client. Please check with your Agency Manager to confirm how group placement is configured for your agency.
Service Transaction – Time Based and Time Tracking
Service Transactions with the potential for access more than once a day can be Time based. These types of services will ask for a Start Date, and then by clicking on the Clock icon, open a Time dialogue requesting the Hour and Minute of the service.
Some services can also be time tracked. Most often used with “Case Management” services, this function allows you to keep track of how much time has been spent performing that specific service. Simply select the amount of time that you would like to track, then click “Submit”.
No matter the type of service, clicking “Submit” will automatically provide the intended clients with the Service Transaction without reloading the page. You are then free to provide the next service, all from the single interface.
Group Enrollment & Automatic Service Placement
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.