CENTRAL INTAKE. AES Central Intake User Guide. AES University Manual. Adaptive Enterprise Solutions

Transcription

1 CENTRAL INTAKE AES Central Intake User Guide AES University Manual Adaptive Enterprise Solutions

2 8401 Colesville Road Suite 450 Silver Spring, MD Toll Free Voice Fax THIS USER GUIDE IS FOR INFORMATIONAL PURPOSES ONLY, AND MAY CONTAIN TYPOGRAPHICAL ERRORS AND TECHNICAL INACCURACIES. THE CONTENT IS PROVIDED AS IS, WITHOUT EXPRESS OR IMPLIED WARRANTIES OF ANY KIND. Adsystech and the Adsystech logo are trademarks of Adsystech Inc. Microsoft, Windows, Windows Server, and Active Directory are either trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries. Other trademarks and trade names may be used in this document to refer to either the entities claiming the marks and names or their products. Adsystech Inc. disclaims any proprietary interest in trademarks and trade names other than its own Adsystech Inc. All rights reserved. Reproductions of this material in any manner whatsoever without the express written permission of Adsystech Inc. is strictly forbidden, for more information, contact Adsystech.

3 TABLE OF CONTENTS Introduction... 1 Audience... 1 Overview... 1 Create New Customer... 2 Update Existing Customer... 2 Enter New Customer... 3 Client Intake Page... 3 Create or View Assessment Create or View Service Selection Create Referrals Update Existing Customer Search for Customer Update Contact Information Update Demographics, Household, and Income Information Update Eligibility Assessment Create additional Referrals Glossary Terms Resources... 27

4 INTRODUCTION Adsystech Enterprise Solutions is a centralized web enabled application that gives your organization the necessary tools to manage your Customers as well as associated services and activities. Our nextgeneration software delivers a fully integrated enterprise solution to better serve your needs. Understanding the Central Intake process is essential to fully realize the benefits of Enginuity. After reviewing this guide, you will be able to do the following tasks: Create a new Customer in the system; Record all relevant information, including contact, demographics, and income details; Record Assessment results; Upload documents and create Referrals for services; and Update information on existing Customers. Once you complete the Customer Intake process, you will be prepared to take the next steps to provide Customers with all the services and programs offered by your Organization. AUDIENCE All users may use this guide as a reference. However, the functions detailed in the Central Intake User Guide are most appropriate for the roles listed below. Please thoroughly review the Basic Navigation User Guide prior to reviewing the Central Intake User Guide. Roles Intake Worker Field Worker Case Manager Case Worker Program Manager Supervisor System Administrator Program Director IT Director Prerequisite User Guides Basic Navigation User Guide OVERVIEW Entering a New Customer and Updating an Existing Customer are critical processes to ensure your organization serves its Customers appropriately and efficiently. Customer information must be accurate and current in order to fully utilize this application. The processes detailed below allow you to do the following: Capture and maintain Customer contact details; 1 v5.0 6/14/2016

5 Manage relationships within a family and household; Record and maintain Customer income details; Upload and access Customer documents; Prevent duplicate records from being created; and Create customized assessments. Create New Customer This process allows you to accurately record your Customers data. Subsequently, depending on consent, members of your department and organization will have access to this information so that they may better serve your Customers. After completing this process, you will have created a new Customer record and captured all relevant Customer information. Enter New Customer Contact Information Enter Demographics Household & Income Create/View Assessment Select Requested Services Upload Documents Create Referrals Update Existing Customer This process allows you to maintain changes to Customers contact, income, employment, and family information. You may also update documents and create additional eligibility assessments and referrals as necessary. Current Customer data improves the efficiency and accuracy of your Organization s service delivery process. After completing this process, you will have updated your Customer records. Search for Customer Update Customer Information Update Assessment Update Services Update Documents Create Additional Referrals 2 v5.0 6/14/2016

6 ENTER NEW CUSTOMER Client Intake Page In order to provide and track services for a Customer, you must first create a record in the system specific to each Customer. The system will automatically search for matching records after First Name, Last Name and Date of Birth are entered and again after the Social Security Number is entered. All potential matches will be displayed in a popup window. Tabs are available in the middle of the page to collect additional information. If required information is missing, the Tab Title will turn red. When all required information is collected, the Ready for Entry button at the top of the page will become available. Arrows at the far left and right will allow you to scroll through additional tabs. If your Customer has already been entered into a Program, you may be prompted to append or update an existing Snapshot record when updating information. If the Customer record was added by a different Organization, it will appear Read Only (greyed out), click the ADD button to access the record. Enter New Customer Contact Information Enter Demographics Household & Income Create/View Assessment Select Services Upload Documents Create Referrals Create New Head of Household Customer # Step Notes 1 Click Client Intake Page 2 Enter Customer Information Click NEW HOUSEHOLD Validate Consent If Customer refuses consent, see Customer 3 v5.0 6/14/2016

7 Click Unmergable if needed Enter Customer Name and Name Data Quality Enter Date of Birth and Date of Birth Code Enter SSN (Social Security Number) and SSN Code after all required fields are entered Refuses Consent below. Unmergable means the record will not appear on System Data Merge page. Date must be in mm/dd/yyyy format. If prior to 1900, it will change to If there are existing Customers who match your entry, a popup window will display potential matches. Select the appropriate Customer record and click SELECT; if no match, click CANCEL. Select popup window will again display matches. Customer record will be displayed in HOUSEHOLD MEMBER GRID. Identifier is automatically filled after clicking SAVE. Customer Refuses Consent Optional If Customer refuses to consent and prefers his information remain private, the system will require only minimal information. After a customer has entered a Program, their consent may not be removed. # Step Notes 1 Check Consent Refused 2 Enter SSN (Social Security Number) You may enter an invalid SSN if Customer refuses. 3 Select Refused as SSN Code 4 Enter Date of Birth and DOB Code You may enter an invalid date if Customer refuses. 5 Enter Identifier Identifier will be used to identify Customer in searches. 6 Click SAVE at top of page after all required fields are Customer record is created. entered 7 Continue to Demographics tab below Enter New Customer Contact Information Enter Demographics Household & Income Create/View Assessment Select Services Upload Documents Create Referrals Add Contact, Demographic, Income and Household members # Step Notes 1 Make sure correct Customer is selected in HOUSEHOLD MEMBERS grid at top of page 2 Click CONTACT tab to enter contact information You may need to click the arrow to the far left or right to see all the tabs. Enter Last Known Permanent Address Street #, Street Name, Street Type are separate fields. Unit Type is entered only if address is not a single dwelling. 4 v5.0 6/14/2016

8 Enter Zip Data Quality Enter Phone, and Contact Preference after all required fields are entered Select an existing address by entering several letters or numbers of an address and click SELECT ADDRESS. This refers to data in Zip Code field. Customer record will be displayed in HOUSEHOLD MEMBER GRID. Identifier is automatically filled after clicking SAVE. 3 Click DEMOGRAPHICS tab to record demographic data Enter or select all demographic data Required fields are shaded blue. Family Type may be calculated automatically based on Family members. 4 Click INCOME tab to record income data Customer Income Source defaults to No Financial Resources. If income exists, select Income Source If Customer has no financial resources, skip to Non Cash step below. If there is only one Income Source, it should not be deleted, modify the existing Income Source instead. 5 v5.0 6/14/2016

9 Enter Stated Income Select Pay Interval Select Documentation Enter Non Cash Benefit information o If Customer receives benefit, check all types received o Enter name of other type in Other field o If Customer does not receive benefits, check NONE Enter Insurance information o If Customer receives benefit, check all types received o If Customer does not receive benefits, check NONE To add additional Income Source: o Click ADD o Select Income Source o Enter Stated Income o Select Pay Interval o Select Documentation o Click SAVE Repeat for additional Income Source records 5 Your customer may now be ready to enter into your Program; if there are other household members, continue with Add Household Members section below 6 Add new Household Members Click NEW MEMBER Enter Name/Identification information 7 Add Household Member Contact, Demographic and Income information 8 Repeat for additional Household Members 9 When data is complete: Select Customer to enter into Program in top Household Members grid Click READY FOR ENTRY or go to Create Assessment Each income source must be associated to the household member who receives that income. If Customer does not know or refuses information, check appropriate box. Tab titles will turn red if missing required information. If no Household Members, click READY FOR ENTRY or go to Create Assessment below. Address information will stay consistent for all family members. Housing Type and Family Type will stay consistent for all family members. Program Entry page will open with Customer active. Add Optional information # Step Notes 6 v5.0 6/14/2016

10 1 Make sure correct Customer is selected in Household Members grid at top of page 2 Click ALIAS NAME tab to create Alternate Name record Click NEW Enter Name information 3 Click BUDGET tab to create Budget record Enter Budget data 4 Click ASSETS tab to create Assets record Enter Asset data 7 v5.0 6/14/2016

11 5 Click LOCATION tab to create location record Use this tab to record information about where Customer is staying other than their most recent address. Click NEW Select or enter Location Type and Address Type Enter Address data Use Select Address from Existing if address already exists. Click DOCUMENTS tab to upload documents Click NEW Enter Document Name Select Consent level Select Document Type and Status Select Obtain Date and Expiration Date o Use UPDATE to replace file with new file o Use DELETE to remove unwanted record o Use DOWNLOAD to download selected file to local drive o Use OPEN to open selected file on local computer Windows dialog box will be displayed, navigate to desired file and click SAVE. If file is picture file, image will be displayed next to grid. Buttons will be displayed above image allowing editing of image. 8 v5.0 6/14/2016

12 5 Click NOTE tab to create Note Click NEW Select Consent Select Type Select Private Customer if needed Select or enter Date Select Entered by User Type text of Note o Use DELETE to remove unwanted Note o Use PRINT NOTES to print selected Notes All Notes are displayed for all household members. This determines who can view note. ALERT will cause tab label to turn red, INFORMATION to turn green. This links the Note to one Family member instead of the entire Family. This defaults to today s date. This defaults to User login. 6 Click FAMILY CONTACTS tab to enter contacts Click NEW Select Private Customer if needed Enter all contact information Click Is Mailing Address? if Customer mailing address is not the same as physical address Emergency Contacts and Mailing Addresses can be recorded here. This links the record to one Family member instead of the entire Family. Mailing Address will apply to all members of the Same Family, but not necessarily the entire Household. 9 v5.0 6/14/2016

13 after entering all information New Contact will appear in FAMILY CONTACTS grid to right. Multiple Contacts may be created for each Family. 7 Click PRIVACY REQUEST tab to create record Click NEW Enter Request data 8 Click ADDRESS HISTORY tab to view or edit address history Select Address record in Address History grid Edit dates and other information as needed o Use DELETE to remove unwanted record Current Address records may not be deleted. 10 v5.0 6/14/2016

14 9 Click HOUSEHOLD MANAGEMENT to manage household Move customer to different family within household o Select customer in Household Member grid on left o Select household member who s family you are moving customer to in Change Family dropdown o Click CHANGE FAMILY Customer s Family ID will change. Make a customer Head of Household o Select customer in HOUSEHOLD MEMBER grid on left o Click SET HEADOFHOUSEHOLD Message will appear You need to update the Relation to HOH for all household members. o Click OK, then select each household member in grid at top of page, open Demographics tab and update their Relation status Notice the Demographics tab label turns red if required information is missing. Mark Customer Deceased Make sure to exit deceased Customer from Program when needed. o Select Customer in bottom left grid o Click DECEASED Popup window will be displayed. o Select Date o Click OK Move Customer(s) to NEW household o Select Customer(s) to move in grid on left Select the member to be Head of Household first. o Click NEW HOUSEHOLD button at right o Click >> Selected household members will move to grid on right. The first person selected will be Head of Household. Move customer(s) to EXISTING household o Select Customer(s) to move in grid on left o Enter First and Last name of Head of Household of existing household on right o Click SEARCH Select popup window will display matches. o Select existing HOH in Household and click SELECT 11 v5.0 6/14/2016

15 o Click >> Customer(s) will move to grid on right. 10 Click SWIPE CARD tab to create Swipe Card photo or record fingerprints Select Picture Device Click CAMERA ON When ready, click TAKE PICTURE Select Issue Date Click PREVIEW ID Click PRINT when ready to print Click CAMERA OFF when finished See Swipe Card User Guide or Biometrics User Guide for more information. Picture will be available on Documents page with description = ID Photo. Swipe Preview popup window will be displayed. Print dialog box will be displayed. 11 Click APPLICATION tab to view all Program entry records and services for customer Top APPLICATIONS grid displays all customer Applications; bottom SERVICES grid displays all services of selected program No changes can be made here. 12 v5.0 6/14/2016

16 Click INSURANCE tab to record insurance data Click NEW Select or enter insurance data o Use DELETE to remove unwanted record 12 Click QUICK SERVICES to enter customer into program and/or record services Click NEW Select Program Select Component Select Service Select Date and Time Select Staff Select Location, Amount and End Date if needed Select Yes or No for Is Service a Referral If Referral, enter referral data To view existing program and services, select program in dropdown. All Programs that user has permission to view will be displayed. Auto Create Services will not be generated. All components of selected program will be displayed. All services of selected component will be displayed. Service will be displayed in SERVICES grid. You have created a new Customer record and entered Customer contact information. Create or View Assessment This process gives you the opportunity to gather specific Customer information related to programs and services. Detailed information needed to determine Customers eligibility is not always collected during the intake process. The Eligibility Page allows your organization to compose and ask program related questions, which create a customized Customer assessment. Questions are determined by the Question Set indicated for the Central Intake program. If multiple question sets are desired, program components may be created for the Central Intake program and 13 v5.0 6/14/2016

17 question codes set at the component level. If using components, do not set a question code for the program. If using elogic and the question code elogic_primary_assessment, the answers and scale values will be displayed on the Case Plan page. The security used on this page is set to Organization, so users will see assessments created in their own organizations, and will not be able to view assessments created in other organizations even if they have user group rights to the other organization s Central Intake program. Enter New Customer Contact Information Enter Demographics Household & Income Create/View Assessment Select Services Upload Documents Create Referrals Record Customer Profile Information # Step Notes 1 Click Eligibility Assessment Page Make certain correct Customer is selected. Active Customer is displayed in tab at top of page with Program. Date Customer was enrolled is displayed on bottom status bar. 2 Create a new Assessment Activity Open Assessment tab Click NEW Select Start Date Select Staff member Select Assessment Type only if multiple Assessments are available Assessment Type will be unavailable if using one Assessment. If using multiple Assessments, select the name of the program component here. 14 v5.0 6/14/2016

18 o Use DELETE to remove unwanted Profile Activity The new Profile will appear in SERVICES grid and the corresponding questions will appear on the questions tab. Answer Questions # Step Notes 1 Open Questions tab Make certain correct Customer is selected. Active Customer is displayed in tab at top of page with Program. Date Customer was enrolled is displayed on bottom status bar. 2 Answer Profile Questions o Enter answer in field o Select answer in dropdown o For circle checkboxes, click one answer only o For square checkboxes, click as many as needed o Enter Comments when needed 3 If multiple pages of questions, click NEXT or next page number to go to next group of questions 4 When finished, click SAVE ANSWERS 5 If questions are set up to display results, the Response Summary tab will display answers to all questions Click RETURN TO QUESTION to return to edit answer. You have created an Assessment. Create or View Service Selection Select the service categories for the Customer here. Each selection will display the required documents needed for that service delivery. Those requirements are setup initially by the administrator. Assessment must be created first in order to request services. 15 v5.0 6/14/2016

19 Enter New Customer Contact Information Enter Demographics Household & Income Create/View Assessment Select Services Upload Documents Create Referrals Select Services Staff can check one or more Services desired by active customer. # Step Notes 1 Click on Service Selection Page 2 Make sure correct Customer is selected in tab at top 3 Select Assessment Date All Assessments created in Central Intake will be displayed here. 4 Select Services Select the Category tab Check Services in top section 5 View Required Documents Select Service in Required Documents container or select ALL to see all documents 6 View or edit current Document Status Select Document in DOCUMENTS grid Click STATUS tab Click NEW Select Status Date Select Status Service Categories set up for the Service Area will be displayed here. Required Documents that are uploaded will be displayed in DOCUMENTS grid. Status will be displayed in STATUS grid. Accepted, Pending, Rejected 16 v5.0 6/14/2016

20 Select Staff Select Reason Enter Comments if needed 7 Upload additional Document Select Document in DOCUMENTS grid Click DOCUMENT tab Click UPLOAD In popup window, navigate to file to upload and click Open o o Use DELETE to remove unwanted record Use OPEN to open selected document on this computer 8 Download required Form Click FORMS tab Select form in FORMS grid Click DOWNLOAD Document record is displayed in STATUS grid. Form will open in pdf format and may be printed for customer. Create Referrals This process allows you to refer Customers to internal and external Programs. After you create an assessment for the Customer, you may create Referrals for appropriate services. Referrals will direct your Customers to applicable resources that best meet the Customers needs. However, your Customers may or may not choose to communicate their subsequent actions regarding Referrals and Referral outcomes. Enter New Customer Contact Information Enter Demographics Household & Income Create/View Assessment Select Services Upload Documents Create Referrals 17 v5.0 6/14/2016

21 Create Referrals # Step Notes 1 Click on Referral Page 2 Select Customer Make certain Customer is selected. Active Customer is displayed in tab at top of page with DOB. 3 Manually create Referral Category Select Category in Program Category container Click SEARCH Your Program Administrator will set up Program Category/STD Name combinations in advance. Standard Names matching the category will appear in the PROGRAMS CATEGORY/STANDARD NAME GRID. Select desired Referral Category in the PROGRAMS CATEGORY/STANDARD NAME GRID Click NEW in Eligibility container Select Consent This determines who will have access to the Referrals in this Category. in Eligibility container Referral will be displayed in ELIGIBLE LISTING GRID. Select Referral in Eligible Listing Grid Skip to Create Referral steps below 4 Automatically generate Referral options Automatic Referrals may be set up only if an Assessment has been completed for the Customer on the Eligibility Page. Your Program Administrator will create the 18 v5.0 6/14/2016

22 Click AUTO ELIGIBILITY Select desired Referral in the ELIGIBILITY LISTING GRID 5 Create Referral Click SERVICE LOCATION in Referral Activity container If needed, Filter list by selecting desired parameters in the top blue section, then click SEARCH Map location or route using Microsoft MapPoint or MapQuest in Internet browser: o Select the Location(s) to map o Click LOCATE ON MAP or MAPQUEST to view Map o Click MAP ROUTE or MAPQUEST ROUTE to create route o Close Map window Select desired Referral in SERVICE LOCATIONS GRID Click NEW in the Referral Activity container in popup window Select Activity in the Referral Activity container Select Date Sent Enter Description Enter Comment If needed, select another Standard Name at top of popup window to create additional referrals in that Standard Name Click CLOSE conditions in advance. All Categories and STD Name Referral combinations for which the Customer may be eligible will be displayed in the ELIGIBILITY LISTING GRID, based on demographic data and the responses in the Assessment. Go to Create Referral steps below. All available locations for this Referral will be displayed in the SERVICE LOCATIONS GRID in a popup window. Click CLEAR to clear all parameter fields and enter new parameters. Click OK in popup message. Repeat steps to create additional referral. Referral(s) will be displayed in the REFERRAL GRID on Referral Page. You have created a Referral. UPDATE EXISTING CUSTOMER Search for Customer You must first search for the Customer record before updating any Customer information. Searching and selecting the correct Customer will ensure your updates are accurate and prevent duplicate records from being created. 19 v5.0 6/14/2016

23 Search for a Customer # Step Notes 1 Search from Client Intake Page Click on Client Intake Page Enter Customer s First Name and Last Name in the Search fields at top of page Click SEARCH Select Customer and click SELECT 3 Search from Listing Page Click on Listing Page Enter Customer s First Name and Last Name in the top container of the page Click SEARCH Select Customer in grid 3 Search from Listing Page Using Phone # Click on Listing Page Enter Customer s Phone # Click PHONE SEARCH Select Customer in grid You have searched and selected an existing Customer. Update Contact Information You do not need to enter the complete name. The system will automatically check for the Customer entered. A popup window will display all the possible matches. Customer Name and DOB will appear on top tab. You may also enter Customer s Identifier, SSN last 4, or DOB. Potential Customer matches will be displayed in grid below. Potential Customer matches will be displayed in grid below. You may now navigate to another page and Customer will be selected. Customer contact information often changes and must be updated. Current contact information is necessary to ensure your organization may contact your Customers when needed. When a change is made to Central Intake data, the User is given the choice of updating the information in the last snapshot created for the customer, adding a new snapshot or ignoring the snapshots; Users will see only those Programs to which they have permission. NOTE: When updating Central intake household records the user may be given the option to synchronize their updates with the last snapshot or add an additional snapshot to any Customer applications (program entries) to which they have access. To the right is a sample of the popup users will see. Simply by selecting the Customer application(s) you wish to update and selecting UPDATE, the last snapshot will be updated with the changes when you click OK. By selecting APPEND, a new snapshot will be created for that program with today s date attached; additional snapshots contain only income information. IGNORE will make the changes in Central Intake only. 20 v5.0 6/14/2016

24 Each record displays Program name, Customer Name and Entry Date. Update Customer Contact Information # Step Notes 1 Update Customer Contact Information Click on Client Intake Page Make certain correct Customer is selected from Search. Active Customer is displayed in tab at top of page with DOB. If Customer record is grayed out, click ADD Customers created at other Organizations will be unavailable until you add permission to use the record. Update all appropriate fields Click Clear to clear Last Know Permanent Address information. Click Select Address to select an existing address. Updating Address changes the address for the entire household. If Customer is enrolled in a Program, a popup window may be displayed listing all Program records. Each record will display Program Name, Household member and Program Entry date. Check Programs and select UPDATE to have contact information updated in their Snapshot. Unchecked programs will not be updated. Select IGNORE to make change in Central Intake only and not in Snapshot(s). Check Programs to update Select UPDATE, APPEND or IGNORE Click OK 2 Update Customer SSN Click arrow to the right of SSN field A popup window will allow you to enter a new SSN and SSN Code. Customer Intake Page will display the last 4 digits of the new SSN. You have updated Customer Contact Information. Update Demographics, Household, and Income Information Maintaining Customer information is crucial to effectively and appropriately delivering services to your customers. Changes in Customers circumstances must be reflected in the system to ensure their eligibility for Programs. When a change is made to Central Intake data, the User may be given the choice of updating the information in the last snapshot created for the customer; Users will see only those Programs to which they have permission. Update Household and Demographic Information # Step Notes 1 Click on Client Intake Page Make certain correct Customer is selected 21 v5.0 6/14/2016

25 2 Edit Customer Demographics Select Customer in HOUSEHOLD MEMBERS Grid Update Customer SSN o Click arrow to the right of SSN field o Click SAVE Update all appropriate fields in Demographics Tab from Search. Active Customer is displayed in tab at top of page with DOB. Select member whose information will be updated. A popup window will allow you to enter a new SSN and SSN Code. Customer Intake Page will display the last 4 digits of the new SSN. If Customer is enrolled in a Program, a popup window may be displayed listing all Program records. Each record will display the Program Name, Household member and Program Entry date. Check Programs and select UPDATE to have their last Snapshot record updated. Unchecked programs will not be updated. Check Programs and select APPEND to create a new Snapshot with today s date. Select IGNORE to make change in Central Intake only and not in Snapshot(s). Check Programs to update Select UPDATE, APPEND or IGNORE Click OK 3 Add New Members to Household See Add Household Members above under Add Demographics, Household & Income process. Sync popup window will be displayed after saving new member. Update Income Information # Step Notes 1 Click on Client Intake Page Make certain correct Customer is selected from Search. Active Customer is displayed in tab at top of page with DOB. 2 Select Customer in HOUSEHOLD MEMBERS GRID Select member whose income will be updated. 3 Update Income Click Income Tab If more than one Income Source, select income source in INCOME GRID Update income displayed in Income container 22 v5.0 6/14/2016

26 o Use DELETE to remove an unwanted income source Check Programs to update Select UPDATE, APPEND or IGNORE Click OK 4 Update Non Cash Benefits Update non cash benefits at bottom of tab 5 Add additional Income Source Click ADD Select Income Source Enter Stated Income Select Pay Interval Select Documentation If Customer is enrolled in a Program, a popup window may be displayed listing all Program records. Each record will display the Program Name, Household member and Program Entry date. Check Programs and select UPDATE to have their last Snapshot record updated. Unchecked programs will not be updated. Check Programs and select APPEND to create a new Snapshot with today s date. Select IGNORE to make change in Central Intake only and not in Snapshot(s). Updated income will be displayed above grid. Sync popup window will be displayed. Each income source must be associated to the household who receives that income. Additional Income Sources should be displayed in INCOME GRID. Sync popup window will be displayed. Update Family and/or Household After making changes to the Household members, you must check their Relation to make sure it is still accurate. If you make change and click SAVE, the sync snapshot popup window may be displayed. # Step Notes Click Household Management Tab 1 Change Head of Household (HoH) Select Customer in HOUSEHOLD MEMBERS GRID to be new HoH Click SET HEAD OF HOUSEHOLD Select each Household Member in HOUSEHOLD MEMBERS GRID and update his/her Relation Status on the Demographics Tab Customer will now be designated HOH and former HOH will automatically be changed. A message will appear advising you to update the Relation to HOH for all household members. Notice the Demographics tab label turns red if required information is missing. 2 Move Customer(s) to NEW Household You may only move Head of Household to a new Household when there are no other members of household. 23 v5.0 6/14/2016

27 Select Customer(s) in HOUSEHOLD MEMBERS Grid on left Click NEW HOUSEHOLD at right Click >> 3 Move Customer(s) to EXISTING Household Select in Customer(s) in HOUSEHOLD MEMBERS GRID on left to be moved to other existing Household Enter First and/or Last of HH and click SEARCH Select existing HOH in Household and click SELECT Click >> 4 Move Customer(s) to NEW Family within same Household Select Customer(s) in HOUSEHOLD MEMBERS GRID to be moved to new Family Click CHANGE FAMILY 5 Move Customer(s) to an EXISTING Family within the same Household Select Customer(s) in HOUSEHOLD MEMBERS GRID to be moved to new Family Select the new Family ID in dropdown next to CHANGE FAMILY Click CHANGE FAMILY Selected Customer will be Head of Household of new Household. If moving more than one individual, all the members will be displayed and the selected Customer will become the designated HOH. New Family ID will be assigned to new Household. New address must be created for new Household (see Edit Address above). You may only move Head of Household to another existing Household when there are no other members of household. Select popup window will display matches. Customer will move to a different, existing Household. A new Family ID will be assigned. If Customer will join the Family in this Household, see Move Customer(s) to an EXISTING Family in the same Household below. A new family will be created within the same household and a new Family ID will be assigned to the Customers. Customer will be moved to the selected family and remaining household will be unchanged. 6 Update Customer Status to Deceased If Customer is Head of Household, make a different household member HOH first. Customer can be marked deceased after program exit (exit snapshot will include all members of household), or can be exited first (exit snapshot will include only the client), depending on your local reporting needs. You may want to add an additional Snapshot for remaining household 24 v5.0 6/14/2016

28 Select Customer in Household Members Grid Click DECEASED Select Deceased Date Click SET CLIENT AS DECEASED Click CLOSE members. Popup window will be displayed. Household member will no longer be displayed, but will not be removed from database. You have updated Customer Demographics, Household, & Income information. Update Eligibility Assessment Update eligibility assessments by creating new assessments. Existing eligibility assessments should not be altered as they represent the Customer s circumstances at the time the assessment was conducted. Update Customer Eligibility Assessment # Step Notes 1 Click on Eligibility Page 2 Select Customer Make certain correct Customer is selected. Active Customer is displayed in tab at top of page with DOB. 3 Create new Assessment Record Click NEW Select Assessment Date Select Staff Select Assessment Type if multiple types exist Answer question displayed on the Questions tab o If multiple pages of questions, click NEXT or next page number to go to next group of questions o When finished, click SAVE ANSWERS o If questions are set up to display results, the Response Summary tab will display answers to all questions Click RETURN TO QUESTION to return to edit answer. 4 Add a Note These are the same notes displayed on Client Intake page. Select Assessment in ASSESSMENTS GRID Click Note icon Click NEW Select Consent Select Date Required Select Entered By Enter Comments Enter Note text here., Click CLOSE All notes will be displayed when you click on Note icon. 5 View and Update Snapshot This snapshot represents the Customer s 25 v5.0 6/14/2016

29 Select Assessment in ASSESSMENTS GRID Click Income icon Update appropriate fields in Edit Snapshot container, Click CLOSE information on the date the assessment was created. Popup window will display Customer s income and other demographics. Income information may not be updated here. You have updated the Eligibility Assessment. Create additional Referrals Customers may require multiple referrals. This process allows you to view all existing Central Intake Referrals and create additional referrals. Create, Update, and Delete Referrals # Step Notes 1 Click on Referral Page Make certain Customer is selected. Active Customer is displayed in tab at top of page with DOB. 2 Manually create Referral Follow steps in Create Referrals above. 3 Automatically generate Referral options Follow steps in Create Referrals above. 4 View Referral Response If a Response has been created, a Date Confirm will be displayed. Select Referral in the REFERRALS GRID Click VIEW RESPONSE Click CLOSE when finished viewing 5 Edit or Delete Referral Select Referral in the REFERRALS GRID Make necessary updates o Use DELETE to delete Referral record You have searched for Referrals and viewed Responses. The response cannot be changed or edited, only viewed. 26 v5.0 6/14/2016

30 GLOSSARY Terms Term Activities Application Consent Level Consent Refused DOB Family Head of Household (HOH) Household Auto Enroll Program Milestones Organization Program Program Component Snapshot SSN Definition Staff performed services to assist individuals and Customer Designation given to the collection of pages in the system used for a specific type of program, i.e. HMIS, Head Start, CSBG, or Weatherization; only one Application can be used at a time Determines which members of your organization may view the information being entered, each level determined by logged in user: o System = entire database o Region = all users of the Region o Organization = all users of the Organization o Group = all users logged in as specific User Group o Private = only logged in user and members of admin group When Customer chooses not to share and personal information with your organization Date of birth and must be entered as mm/dd/yyyy format The grouping of Customers in a Household who are related by blood, marriage or adoption; there may be more than one Family in a Household There may only be one HOH per household; Household is the grouping of Customers who live at the same address All Household members are automatically enrolled in a Program when one member of Household is enrolled in the Program Interim Customer results; steps taken to achieving a target outcome An Agency set up to use the system Program within the Organization; it will include one or more Program Components, Target Goals and Activities A sub level of a Program designated to a narrowly focused process provided by agency staff members to individuals and Customers; it includes unique Activities and Milestones A recording of all demographic, income and household information at the time a customer enters and exits a Program Social Security Number RESOURCES Visit Adsystech SharePoint site at Please contact your system administrator to access Adsystech, Inc. resources such as Quick Reference Guides and Online Video Guides. 27 v5.0 6/14/2016