February 2017 Client Management ADMINISTRATIVE USERS YOUTH ADVOCATE PROGRAMS, INC. 2007 N. 3rd Street, Harrisburg PA 17102
Contents myevolv... 2 Client Module... 2 Client Profiles... 2 Client Intake... 4 New Client... 4 Intake Information... 5 Personal Information... 8 Collaterals... 10 Diagnoses... 14 Re-Admit Client to Agency... 16 Enrollment Information... 16 Correcting Intake Information... 17 Records Management... 18 Agency Discharge... 18 Discharge from Agency... 18 Remove (undo) Agency Discharge... 19 Correct Agency Discharge... 20 Program Enrollments... 20 Close Program Enrollment... 20 Re-Open (undo) Closed Program Enrollment... 21 Edit Program Enrollment... 21 Add Program Enrollment... 22 Transfer Program Enrollment... 22 Program Enrollment Modifiers... 23 Add New Program Enrollment Modifier... 23 Edit Program Enrollment Modifier... 24 Woker Assignments... 25 End Worker Assignment... 25 Add Worker Assignment... 25 Transfer Worker Assignment... 26 Facility Transfer... 26 1
myevolv Client Module There are three ways to get to the Client module from myevolv: 1. Evolv Menu Button: 2. Toolbar: Click 3. My Clients Widget (clients assigned to you): Click Client Profiles 1. Navigate to the Client module. 2. Click to open the search window. Enter Last Name, First Name and/or any of the other available field options. Tip: use partial spelling in case of spelling errors/variations. 3. Click 4. Click on the client record you want to access. 5. The client s information appears in the Parent Selection Bar. To Access the Client Information Standalone Screen: 1. Click the name link in the Parent Selection Bar. 2
2. Navigate via the tabs or click on Client Information Screen to open the dropdown menu. To Access Information from the Client Module: 1. Click the appropriate Submodule, Form Set, and Form Set Member to view the same information as is displayed in both the My Client Information Screen and the Client Information Screen. Demographics: client s personal information - name, gender, date of birth, social security number, address, phone/email, and other specific personal data. Benefit Assignments: funding records, including self pay this drives billing and payroll. Enrollment Information: all enrollment information is entered and maintained here and includes: o Facility Placement o Program Enrollments and Modifiers o Worker Assignments o Workgroup Assignments o Agency Discharges and Readmissions Placement Disruptions: typically refers to a break or interruption in services can be used for billing and/or reporting. 3
Families: contains family profile record(s) in which the client is a member. A client can be a member of more than one family. (e.g., separate households and open adoptions) Collaterals: contains parent/guardian/personal contact records and their contact information. Diagnoses Information: all active and inactive diagnoses. Client Intake New Client 1. Navigate to the Client module. 2. Search for an existing client record to ensure that you do not create a duplicate client record. DO NOT SKIP THIS STEP!! Duplicate client records will create issues that cannot be fixed once services are billed and/or paid. It is of the utmost importance that all staff entering clients understands this! 3. If no matching record is found click to close the search window. 4. Click to expand the parent selection bar. 5. Click to open the Person Information window. 6. Enter Last Name, First Name, Gender, Date of Birth and *Social Security Number. *The Social Security Number field can be left empty if not required or unknown at time of intake. 7. Click. The People Search Results screen opens. (example below) 4
o o o myevolv will search for an exact match if a Social Security Number is entered. Entering new clients with Social Security Numbers is highly recommended. The system will search the database to see if any matches or similar sounding names exist. Results are color-coded based on the likelihood they are a match. o The icon indicates the person is already a client. o The icon indicates non-client records, including staff and collaterals. If the intake process is unexpectedly/accidentally interrupted, the partially completed record can be accessed again here in order to complete the intake. NEVER CHOOSE A STAFF RECORD 8. Click 9. Click. A Confirmation window opens. 10. Click. The Initial Enrollment for New Person form opens. Intake Information 1. Intake Date-Time Date: Intake, Date of first Service or Director Contact Time: use 7am if unknown 2. Managing Office Responsible Search and select the facility 5
3. Referral Source Search by specific data Or enter % in the name field to use the wild card search option 4. Primary Reason for Referral Select the appropriate reason based on the client s enrollment 6
5. Initial Program Select the program enrollment 6. Placement Type This is always Facility Placement 7. Initial Facility Search and select the facility 8. Unit This is always Room 1 7
9. Initial Program Enrollment Modifier ** If Applicable** Modifier: select the program enrollment modifier Effective Date: use the enrollment date 10. Initial Primary Worker Search and select the staff to assign as the client s primary worker Select the corresponding worker role Personal Information 8
1. Address Information: ZIP Code (zip codes auto populate city, state and county) Street Address 1 City State Address Date (effective date of address - only necessary when entering address changes) 2. Identifying Information: Social Security Number is located here 3. Contact Information: Phone numbers/email 9
4. Family Information (Optional can be entered later) Check Has Family? Family Name: name the family record Relationship in Family (Self): 999 Live with Family (Self): check this if the client lives with the family Scroll down and enter family member information as it applies 5. Click Collaterals 1. Navigate to the Collaterals form set (Navigation Bar or Client Information Screen) 1. Click New Manual Event and then Personal Collateral 10
2. Enter Last Name, First Name, Gender and Contact Information 3. Click 4. Review for possible matches A record may already exist in the system if it was created in a sibling or foster child s intake. Check if there are no matches or check the box next to the matching record. 5. Click 11
6. Click Yes to create a new record (this will not appear if an existing record was selected) 7. Relationship Information: Relationship To: select the relationship to the client Emergency Contact: this should not be checked if this person is not to be contacted by Monitoring Additional information can be entered as it applies 8. Click 9. Repeat steps to add additional parents/guardians/contacts 12
Add/Update Collateral Information 1. Click on the record to expand view 2. To access address and contact information: click on the underlined record holder s name 3. Address information: add/update address 4. Contact Information: click on the tab to add/update phone numbers and email. Click to save changes. 13
5. To access relationships, emergency contact, remarks, etc: click on the edit icon 6. Make necessary changes. 7. Click to save changes. Diagnoses 1. Navigate to the Diagnoses form set (Navigation Bar or Client Information Screen) 14
2. Click on New Manual Event and then Diagnosis General 3. Enter required information: Diagnosis, Date Diagnosed, Priority The Primary diagnosis must be set as Priority 1. Improper maintenance of this information will result in billing issues. Diagnosis: search by ICD-9 or ICD-10 4. Additional Diagnoses: follow the same steps to add additional diagnoses while making sure to assign the appropriate priorities; Secondary, Tertiary, Unknown or Other. 5. Opening/Editing record: click on the edit icon to open the form. Save any changes before closing. 15
Re-Admit Client to Agency Enrollment Information This screen contains all of the client s enrollment information entered during intake and is used to maintain all enrollment data throughout the client s enrollment(s) in the agency. 1. Navigate to the Enrollment Information form set (Navigation Bar or Client Information Screen) 2. Click the Re-Admit button You can also click on the ellipsis and select Re-Admit to Agency. 3. Re-Admission: enter Re-Admission Date/Time, Re-Admit to Program (change if needed and re-enter Facility Placement, Facility and Unit information) 4. Re-Admission Program Enrollment Modifier/Effective Date: make any necessary updates. 5. New Workers: update Initial Primary Worker/Worker Role, if needed. 6. Workers: add direct service worker assignments, if needed. 7. Click 16
8. A new program record now appears at the top. Correcting Intake Information 1. Click the ellipsis in the same line as Agency: Youth Advocate Programs and then click Open Form. 2. Make the necessary edits. 3. Click then. 17
Records Management Agency Discharge Discharge from Agency 1. Click the Discharge from Agency button Or click the ellipsis and select Discharge from Agency 2. Enter the discharge date/time in the Discharge Date-Time fields. 3. Discharge Type/Closing Reason/Outcome: select from the available options for each. 4. Additional fields can be completed if known or applies. 5. Click then. 6. Task Manager: when a client is discharged from the agency, all of his/her incomplete tasks will appear in the Task Manager screen that pops up when you click save. You can choose to Write Off or Delete the tasks to clear them from the record. If you click Cancel, the scheduled tasks will remain in the client s record as incomplete/outstanding. Check Delete? then 18
7. All programs are now closed in the client s enrollment. Remove (undo) Agency Discharge 1. Click the Modify Discharge button Or click the ellipsis and select Modify Discharge Information 2. Remove information from Closing Reason, Outcome and other fields first, and then delete the Discharge Date- Time. 3. Click then. 19
Correct Agency Discharge 1. Click the Modify Discharge button Or click the ellipsis and select Modify Discharge Information 2. Make the necessary edits. 3. Click then. Program Enrollments Close Program Enrollment Closing the Program Enrollment is not the same as Discharging from Agency. Agency Discharge must be completed to trigger the Outcomes Surveys. 1. Click the ellipsis in the same line as the Program then click Correct/Close Program Enrollment. 20
2. Closing Information: enter the closing date/time in the Actual End Date-Time fields. 3. Click then. Re-Open (undo) Closed Program Enrollment 1. Re-open the form by clicking the ellipsis in the same line as the Program then click Correct/Close Program Enrollment. 2. Closing Information: delete the closing date/time in the Actual End Date-Time fields. 3. Click then. Edit Program Enrollment 1. Navigate to 2. Click the ellipsis in the same line as the agency s name then click Open Form. 3. Make changes to the Start Date-Time, Program, or other available fields. Click on the Program button to select a different Program 4. Click then. 21
Add Program Enrollment 1. Click the ellipsis at the Program level (or Agency level) and select New Program Enrollment. 2. Complete required fields. (fields in bold are required) 3. Click then. Transfer Program Enrollment NOTE: Transfers can be difficult to edit and cannot be undone. Use extra caution when using the Transfer option in Evolv. 1. Click the Transfer button or the ellipsis in the Program line and select Transfer to Another Program. 22
2. Complete required fields. (fields in bold are required) 3. Click. The old program will be closed on the date of transfer and will move to the bottom of the screen since it is no longer active. The new program will be opened on the same day the old program is closed and will appear on the top of the screen since it has the most recent enrollment date. Program Enrollment Modifiers Add New Program Enrollment Modifier The active modifier must be ended before a new modifier can be entered. 1. Click the ellipsis in the Program Enrollment Modifiers line and select Correct Program Enrollment Modifier Info 2. Enter the Expiration Date. 3. Click then. 23
4. Click the ellipsis in the Program line and select New Program Modifier. 5. Click the Program Enrollment Modifier button and select the modifier. 6. Enter the Effective Date. 7. Click. Edit Program Enrollment Modifier 1. Click the ellipsis in the Program Enrollment Modifiers line and select Correct Program Enrollment Modifier Info 2. Make necessary edits. 3. Click then. 24
Woker Assignments End Worker Assignment 1. Click the ellipsis in the line of the worker assignment to be updated and select Correct Information. 2. Enter end date in Date-Time To/Time fields. 3. Click then. Add Worker Assignment 1. Click the ellipsis in the Program line and select New Direct Staff or Primary Worker Assignment. 25
Transfer Worker Assignment NOTE: Transfers can be difficult to edit and cannot be undone. Use extra caution when using the Transfer option in Evolv. 1. Click the ellipsis in the line of the worker assignment to be transferred and select Transfer to Another Worker. 2. Enter the new Worker/Worker Role and Transfer Date/Time. 3. Click. Facility Transfer NOTE: Transfers can be difficult to edit and cannot be undone. Use extra caution when using the Transfer option in Evolv. 1. Click the Transfer button or the ellipsis in the Facility Providers line and select Transfer to Another Facility. 26
2. Complete required fields. 3. Click 27