Utility of the Documents Requirements
A Document is broadly defined as information on paper that is collected for the purpose of qualifying for or providing a service. The Program Documentation Requirements feature can be utilized in both the Referral processes as well as the Program Enrollment to organize required documents.
NOTE: It is possible to automate the creation of Documentation Requirements for repetitious programs. Some programs require the exact same documents, and the creation of these Documentation Requirements must be replicated when creating the programs, which can make program creation tedious and time-consuming. The Automated Provisioning feature saves time by eliminating the need to manually configure Documentation Requirements (as well as Services/Service Items, Goals, and Chart Fields) when setting up such programs. Note that you must first set up the Documentation Requirements (process described below) before applying Automatic Provisioning.
In regards to Referral processes, when Program Documentation Requirements are added to a Program, the required forms will appear in a document checklist that the referring agency can give to the client.
Once the Doc Requirements button is selected, a list of documents that are required by the Baltimore Emergency Shelter appear in a printable format (e.g. PDF).
The client can then take a printed copy of this checklist to ensure that they have the required documentation for the Program.
The Program Documentation Requirements feature is also useful in regards to Program enrollment. Notice the Doc Requirements button to the left of the Enroll Button.
When the Doc Requirements button is selected, a printable Documentation Requirements Checklist will appear (same format as above), which can then be given to the client to help them gather the necessary Documentation Requirements at enrollment.
Configuring the Document Requirement Settings
To manage Program Documentation Requirements, go to Launchpad > Manage > Programs, mouseover the Program Name, and select the Edit link that appears to the left.
This will take you to the Modify Program screen.
Scroll down to the Documentation Requirements section, and select the Add Document link. A popup box will appear providing a menu of documents to choose from. Select the Required Document and select Add.
Note: If you are looking for a Document Requirement that is not listed, talk to your System Administrator about adding it using File Categories in the Setup > Settings Tab.
The new Documentation Requirement is now included in the Documentation Requirements section and it is also included in both the Enrollment and Referral Checklists.
The next step in creating a new Program is to manage Chart Fields.