CENTRAL INTAKE AES Central Intake User Guide AES University Manual Adaptive prise Solutions
8401 Colesville Road Suite 450 Silver Spring, MD 20910 800.237.9785 Toll Free 301.589.3434 Voice 301.589.9254 Fax www.adsystech.com 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. 2012 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.
TABLE OF CONTENTS Introduction...1 Audience...1 Overview...1 New Customer... 2 Existing Customer... 2 New Customer...3 New Customer Contact Information... 3 Customer Demographic, Household, and Information... 4 Employment & Education... 8 Upload Documents... 9 Assessment... 10 Referrals... 12 Existing Customer... 15 Search for Customer... 15 Contact Information... 16 Demographics, Household, and Information... 16 Employment & Education... 20 Manage Documents... 20 Eligibility Assessment... 21 additional Referrals and Respond to existing Referrals... 23 Appendix A... 25 Sync Snapshot... 25 Glossary... 26 Terms... 26 Icons... 26 Resources... 27
INTRODUCTION Adsystech prise 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: a new Customer in the system; Record all relevant information, including contact, demographics, and income details; Upload documents and create Referrals for services; and 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 ing 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; Manage relationships within a family and household; Record and maintain Customer income details; 1 v5.0 3/29/2012
Upload and access Customer documents; Prevent duplicate records from being created; and customized assessments. 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. *Dark blue processes are strongly recommended for intake process * New Customer Contact Information * Demographics, Household & Employment & Education Upload Documents Eligibility Assessment Referrals 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. *Dark blue processes are strongly recommended for intake process *Search for Customer * Customer Contact Information * Demographics, Household & Employment & Education Documents Eligibility Assessment Additional Referrals 2 v5.0 3/29/2012
ENTER NEW CUSTOMER New Customer Contact Information 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 the Social Security Number is entered and again after First Name and Last Name are entered, and after Date of Birth is entered. All potential matches will be displayed in a popup window. New Customer Contact Information Demographics, Household & Employment & Education Upload Documents Eligibility Assessment Referrals New Customer 1 Click Central Intake Page/Customer Intake 2 Customer Contact Information Click NEW If Customer refuses to give any information, see Customer Consent Refused below Validate Consent Based on organizational rules. SSN (Social Security Number) If there is an existing Customer who may match your entry, a popup window will display potential matches. Select the Customer and click SELECT, if no match, click CANCEL. 3 v5.0 3/29/2012
SSN Code (Social Security Number Code) Customer Name Date of Birth Last Known Permanent Address Zip Data Quality Preferred First/Last Name if needed Phone and Email after all required fields are entered Refers to Social Security Number. Date must be in mm/dd/yyyy format. 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. Street #, Street Name, Street Type are separate fields. Unit Type is entered only if address is not a single dwelling. Select an existing address by entering several letters or numbers of an address and click SELECT ADDRESS. Refers to data in Zip Code field. Used for alias and not required. Customer record will be displayed in CUSTOMER LISTING 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. 1 Check Consent Refused 2 SSN (Social Security Number) You may enter an invalid SSN if Customer refuses. 3 Select Refused as SSN Code 4 Date of Birth You may enter an invalid date if Customer refuses. 5 Identifier Identifier will be used to identify Customer in searches. 6 at top of page after all required fields are entered Customer record is created. You have created a new Customer record and entered Customer contact information. Customer Demographic, Household, and Information This process gives you the opportunity to add Customer demographics such as marital status and race. You may also enter family and household information or income on this page. This information is typically important to your Organization s reporting and funding requirements. The Customer data 4 v5.0 3/29/2012
collected on this page is often used to determine eligibility for many programs and to identify household poverty levels. All household members and their demographic and income information should be added before entering a Customer into a Program to ensure the Snapshot is accurate. However, if the Customer does not have family members, he/she will have the minimum collected information to enter into a Program after this step. New Customer Contact Information Demographics, Household & Employment & Education Upload Documents Eligibility Assessment Referrals Customer Demographics, Household, and Details NOTE: When updating Central intake household records the user will be given the option to synchronize their updates with the last snapshot of any client applications (program entries) they have access to. To the right is a sample of the popup users will see, simply by selecting the client application(s) you wish to update. The last snapshot will be updated with the changes at save. Please refer to the Sync Snapshot instructions for additional information. 5 v5.0 3/29/2012
1 Click Household Page Customer name, SSN, DOB are carried over from the Customer Intake Page. Customer s age is calculated. 2 or select all relevant information in Household Members container 3 in Household Members container Customer will be displayed in HOUSEHOLD MEMBERS GRID. 4 Customer in container Customer Source defaults to No Financial Resources. Select Source If Customer has no financial resources, skip to Non-Cash step below. Stated Each income source must be associated to the household member who receives that income. Select Pay Interval Select Documentation in container Click DELETE to remove income sources. Click NEW only to add additional income records Follow steps above to create additional income records. Click NON-CASH to add non-cash benefits Popup window will list non-benefit options. Check all benefits that apply to Customer Check No, Don t Know, or Refused if appropriate. Click CLOSE 5 Add Household Members Click NEW in Household Members container SSN/Code additional member s name and DOB or Select all remaining required fields and all other relevant data you have collected Click SAME FAMILY to add the household member to the same family as Customer Click NEW FAMILY to add the household member to a new family in the household 6 new household member s in container If SSN is not known or not being collected, leave blank and select Don t Know for SSN Code. If SSN exists in system, you will receive the message Customer exists in another household and you will be asked if you want to move Customer to current Household. Date must be in mm/dd/yyyy format. When adding Household Members, you may add the member to the SAME family as the Customer or to a NEW family within the Customer s Household. If there are multiple families in the household, you will receive a notification prompting you to select a family. Customer Source defaults to No Financial Resources. 6 v5.0 3/29/2012
Follow steps above ( Customer ) to add 7 Enroll Customer in Program Click GO TO ENTRY to enroll Customer in Program Each income source must be associated to the household member who receives that income. All Customer demographic and income information should be entered before enrolling Customer into a Program. See Program Entry User Guide. Optional Customer Information 1 Add a Note Use Notes to record additional Customer information. Click NOTES Click NEW Select Consent, Date, and Staff Comments notes in Comments field., Click CLOSE Multiple Notes may be created for each Customer. NOTES button will change to green when notes exist. 2 Family Contacts Family Contacts are linked to the Family and may be emergency contacts, doctor, neighbor, etc. Family Contacts are NOT added to the database as Customers. Click CONTACTS Click NEW all contact information Click Is Mailing Address? if Customer mailing address is not the same as physical address after entering all information Click CLOSE Contact popup window will open. Mailing Address will apply to all members of the Same Family, but not necessarily the entire Household. Mailing Address will appear on Customer Intake page directly below address information. New Contact will appear on grid to right. Multiple Contacts may be created for each Family. You have recorded the Customer s Demographics, Household, and information. 7 v5.0 3/29/2012
Employment & Education This process allows you to record employment and education information that will aid your organization in determining which services your Customer needs. This data should reflect the details associated with Customers income sources recorded on the Household Page which determines the Customer s eligibility for programs and services. Employment and education history is critical in identifying and addressing the barriers a Customer may face in obtaining gainful employment. This information also serves as the basis of promoting and tracking Customers training, education, and employment placement and retention. New Customer Contact Information Demographics, Household & Employment & Education Upload Documents Eligibility Assessment Referrals Customer Employment and Education Information 1 Click on Central Intake/Employment Education Page 2 Select Customer Make certain correct Customer is selected. Active Customer is displayed in tab at top of page with DOB. 3 Add Employment record Click NEW in Employment container Select Consent Level 8 v5.0 3/29/2012
or select Employment information Repeat to add more Employment records 4 Add Education record Click NEW in Education container Select Consent Level or select Education information 5 Enroll Customer in Program Click JUMP TO PROGRAM ENTRY at top of page Use DELETE to remove records. Newly added employment record will be displayed on EMPLOYMENT GRID. Click DELETE to remove records. The newly added education record will be displayed on EDUCATION GRID. See Program Entry User Guide. You have entered Customer Employment & Education information. Upload Documents The Intake Documents Page allows you to store and view important documents associated with Customer, e.g., forms, applications, identification, and photos. If your Customers use Swipe Cards, you may store your photos used for Customer ID cards on this page. This process ensures documents are readily accessible to your organization. Uploading important documents also reduces the need to store paper copies. NOTE: JPG & GIF images which contain the description IP PHOTO will be displayed on the demographic page. New Customer Contact Information Demographics, Household & Employment & Education Upload Documents Eligibility Assessment Referrals 9 v5.0 3/29/2012
Upload Customer Documents 1 Click on Intake Documents Page Select Customer 2 Upload/add a document Click NEW In the popup window navigate to and select the document you would like to upload Click OPEN Select Consent Level or select Description Select Note ed By Note 3 Enroll Customer in Program if appropriate Click JUMP TO ENTRY at top of page Make certain correct Customer is selected. Active Customer is displayed in tab at top of page with DOB. You may also double click on document. Document name will be displayed in DOCUMENTS GRID. This should be your User ID. This is optional. See Program Entry User Guide. You have uploaded a document. 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. New Client Contact Information Demographics, Household & Employment & Education Upload Documents Eligibility Assessment Referrals 10 v5.0 3/29/2012
Customer Assessment 1 Click on Central Intake/Eligibility Page 2 Select Customer Make certain correct Customer is selected. Active Customer is displayed in tab at top of page with DOB. 3 new Intake Application using SCRIPT Click NEW in Central Intake Applications container Select Assessment Date Select Staff Click SCRIPT A popup window will display questions. a response to all questions Answer each question in the order it is asked. Click SUBMIT on Eligibility Page after you have answered all questions 4 new Intake Application without SCRIPT Click NEW Select Assessment Date Select Staff Select Group New Profile record will be displayed in ASSESSMENTS GRID and questions with your answers will be displayed in ASSESSMENT QUESTIONS GRID below. Where there are many questions, 11 v5.0 3/29/2012
Answer question displayed in the Entry Questions container comment where appropriate Press ENTER key or click NEXT to advance to next question Click PREVIOUS to return to previous question Click REFRESH to reset all answers Click REQUIRED to view and answer only required questions 5 Add a Note Select Assessment in ASSESSMENTS GRID Click Note icon Click NEW Select Consent Select Date Select ed By Comments, Click CLOSE selecting the appropriate Group will display only the questions that correspond with your Program or Activity. Group may not always be populated. Answer each question and enter comments where appropriate. Refresh will clear all your responses that have not been saved. New record will be displayed in ASSESSMENTS GRID and questions with your answers will be displayed in ASSESSMENT QUESTIONS GRID below. Required note here. All notes will be displayed when you click on Note icon. 6 View and Snapshot This snapshot represents the Customer s information on the date the assessment was created. You have created an Assessment. 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. 12 v5.0 3/29/2012
New Customer Contact Information Demographics, Household & Employment & Education Upload Documents Eligibility Assessment Referrals Referrals 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 Select desired Referral Category in the PROGRAMS CATEGORY/STANDARD NAME GRID Click NEW in Eligibility container Select Consent in Eligibility container Select Referral in Eligible Listing Grid 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. This determines who will have access to the Referrals in this Category. Referral will be displayed in ELIGIBLE LISTING GRID. 13 v5.0 3/29/2012
Skip to 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 conditions in advance. Select Consent Level in Eligibility container Click AUTO ELIGIBILITY Select desired Referral in the ELIGIBILITY LISTING GRID 5 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 Description Comment If needed, select another Standard Name at top of popup window to create additional referrals in that Standard Name Click CLOSE All Categories and STD Name Referral combinations for which the Customer may be eligible will be displayed in the ELIGIBILITY LISTING GRID, based on the responses in the Assessment. Go to 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. 14 v5.0 3/29/2012
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. Search for Customer Contact Information Demographics, Household & Employment & Education Manage Documents Eligibility Assessment Additional Referrals Search for a Customer 1 Search from Customer Intake Page Click on Customer Intake Page Click NEW Customer s First Name and Last Name in the Head of Household Check container Click or tab out of the Head of Household Check container Select Customer and click SELECT 3 Search from (Customer) Listing Page Click on Client (Customer) Listing Page Customer s First Name and Last Name in the top container of the page Click Search Select Customer 3 Search from Customer Search Page Using Phone # Click on Customer Search Page Customer s Phone # Click PHONE SEARCH Select correct Customer You have searched and selected an existing Customer. You are not creating a new record, but you cannot enter names to search without clicking NEW. You may search on only First Name or Last Name or a partial of either. 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. Make sure entire row is highlighted when selecting Customer. 15 v5.0 3/29/2012
Contact Information Customer contact information often changes and must be updated. Current contact information is necessary to ensure your organization may contact your Customers when needed. Search for Customer Contact Information Demographics, Household & Employment & Education Manage Documents Eligibility Assessment Additional Referrals Customer Contact Information 1 Customer Contact Information Click on Customer 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. all appropriate fields Click Clear to clear Last Know Permanent Address information. Click Select Address to select an existing address. Updating Address on this page changes the address for the entire household. 2 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. Demographics, Household, and Information Maintaining Customer information is crucial to effectively and appropriately deliver services to your customers. Changes in Customers circumstances must be reflected in the system to ensure their eligibility for Programs. Search for Customer Customer Contact Information Demographics, Household & Employment & Education Manage Documents Eligibility Assessment Additional Referrals Household Address Information and Add Family Contacts 1 Click on Customer Intake Page Make certain correct Customer is 16 v5.0 3/29/2012
2 Edit Customer Demographics Select Customer in Household Members Grid selected from Search. Active Customer is displayed in tab at top of page with DOB. Select member whose information will be updated. Customer SSN A popup window will allow you to enter o Click arrow to the right of SSN field a new SSN and SSN Code. o Customer Intake Page will display the last 4 digits of the new SSN. all appropriate fields in Household Members container 3 Edit Customer Address for one household member Change address for entire household on household page. Click on EDIT ADDRESS Household popup window will be displayed. new address Click Select Address to select an o If Customer is not Head of Household, click UPDATE existing address. ADDRESS TO HOH Click Clear to clear fields. 4 Add Family Contacts See Add Family Contacts under Demographics, Household, Optional Information. 5 Add New Members See Add Household Members above under Add Demographics, Household & process. Customer and Household Information 1 Click on Household 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 If more than one Source, select income source in INCOME GRID income displayed in container Delete If more than one Source, select income source in INCOME GRID Click DELETE 4 Non-Cash Benefits Click NON-CASH d income will be displayed above grid. Popup window will be displayed. 17 v5.0 3/29/2012
non-cash benefits 5 Add additional Source Click NEW Select Source Stated Select Pay Interval Select Documentation Each income source must be associated to the household who receives that income. Additional Sources should be displayed in INCOME GRID. Family and Household Members 1 Change Head of Household You may only change head of household to a new Household when there are no other members of household. Select Customer in HOUSEHOLD MEMBERS GRID to be moved to new HOH Select each Household Member and change his/her Relation Status Click HEAD OF HH 2 Move Customer(s) to NEW Household Select Customer(s) in Household Members Grid Click NEW HOUSEHOLD In Household dropdown, select Customer s own name Click MOVE 3 Move Customer(s) to EXISTING Household Customer will now be designated HOH and it will automatically be changed for former HOH. A warning will appear advising you to update the Relation to HOH for all household members. 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. Members will be moved to new Household and HOH will be designated. New Family ID will be assigned to new Household. New address must be created for new Household (see Edit Address above). 18 v5.0 3/29/2012
Select in Customer(s) in HOUSEHOLD MEMBERS GRID to be moved to other existing Household Click NEW HOUSEHOLD First and/or Last of HOH and click SEARCH Select existing HOH in Household dropdown If Customer address should change to the address of this Household, check Address to HOH Click MOVE Click OK 4 Move Customer(s) to NEW Family within same Household Select Customer(s) in HOUSEHOLD MEMBERS GRID to be moved to new Family Click NEW 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 beneath CHANGE FAMILY Click CHANGE FAMILY 6 Customer Status to Deceased Select Client in Household Members Grid Click DECEASED Select Deceased Date Click SET CLIENT AS DECEASED Click CLOSE You may only move Head of Household to another existing Household when there are no other members of household. If First or Last Name is not available, you may leave blank and click Search Matches will appear in existing HOUSEHOLDS GRID. 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. 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, & information. 19 v5.0 3/29/2012
Employment & Education Customers employment status and education change and must be reflected in the system to ensure to ensure they receive appropriate services. Search for Customer Customer Contact Information Demographics, Household & Employment & Education Manage Documents Eligibility Assessment Additional Referrals Customer Employment and Education Information Step Notes 1 Click on Employment Education Page 2 Select Customer Make certain correct Customer is selected. Active Customer is displayed in tab at top of page with DOB. 3 Repeat steps for Add Employment record in Employment & Education process 4 Repeat steps for Add Education record in Employment & Education process Manage Documents Customers documents change and must be replaced or become outdated. This process allows you to update and delete existing documents. Search for Customer Customer Contact Information Demographics, Household & Employment & Education Manage Documents Eligibility Assessment Additional Referrals, Download, and Delete Documents 1 Click on Intake Documents Page 2 Select Customer Make certain correct Customer is selected. Active Customer is displayed in tab at top of page with DOB. 3 a Document Select file to update in the DOCUMENTS GRID Click UPDATE In popup window navigate to and select the document you would like to replace the selected document Click OPEN You may also double click on the 20 v5.0 3/29/2012
4 Delete a document Select Customer in dropdown Select file to be deleted in DOCUMENTS GRID Click DELETE 5 Download a document Select Customer in drop down Select file to update in the DOCUMENTS GRID Click DOWNLOAD Select location and name for document 6 Open a document Select Customer in dropdown Select record in DOCUMENTS GRID Click OPEN 7 Enroll Customer in Program if appropriate Click JUMP TO ENTRY at top of page document in the popup window. d document will be displayed in DOCUMENTS GRID. Record will no longer be displayed in DOCUMENTS GRID. Save As popup window will open. File will open in the appropriate application. See Program Entry User Guide for more details. You have updated Documents. Eligibility Assessment 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. Search for Customer Customer Contact Information Demographics, Household & Employment & Education Manage Documents Eligibility Assessment Additional Referrals Customer Eligibility Assessment 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 new Intake Application using SCRIPT 21 v5.0 3/29/2012
Click NEW in Central Intake Applications container Select Assessment Date Select Staff Click SCRIPT a response to all questions Click SUBMIT on Eligibility Page after you have answered all questions 4 new Intake Application without SCRIPT Click NEW Select Assessment Date Select Staff Answer question displayed in the Entry Questions container comment where appropriate Click NEXT to advance to next question Click PREVIOUS to return to previous question 5 Add a Note Select Assessment in ASSESSMENTS GRID Click Note icon Click NEW Select Consent Select Date Select ed By Comments, Click CLOSE A popup window will display questions. Answer each question in the order it is asked. New record will be displayed in ASSESSMENTS GRID and questions with your answers will be displayed in ASSESSMENT QUESTIONS GRID below. Answer each question and enter comments where appropriate. New record will be displayed in ASSESSMENTS GRID and questions with your answers will be displayed in ASSESSMENT QUESTIONS GRID below. Required note here. All notes will be displayed when you click on Note icon. 6 View and Snapshot This snapshot represents the Customer s information on the date the assessment was created. Select Assessment in ASSESSMENTS GRID Click icon Popup window will display Customer s income and other demographics. appropriate fields in Edit Snapshot container information may not be updated here., Click CLOSE 22 v5.0 3/29/2012
You have updated the Eligibility Assessment. additional Referrals and Respond to existing Referrals Customers may require multiple referrals. This process allows you to view all existing Referrals and create additional referrals. You may also create and view responses to Referrals. Search for Customer Customer Contact Information Demographics, Household & Employment & Education Manage Documents Eligibility Assessment Additional Referrals,, and Delete Referrals 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 Referrals above. 3 Automatically generate Referral options Follow steps in 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 The response cannot be changed or edited, only viewed. 23 v5.0 3/29/2012
Search for Existing Referrals and Responses to Referrals 1 Click on Referral & Response Page 2 desired search criteria and then click SEARCH Customer First and/or Last Name Select ORG or Program Select Date Range Select Type of Referral Internal or External Select Responded Status Yes or No Select Staff who created Referral record Select Status of Response In Progress or Complete Referrals matching criteria will appear in REFERRALS RECEIVED GRID. 3 response to Referral You may only create a response after a Referral has been Received. Select Referral(s) in the REFERRALS GRID Select Staff in Referral Response container Select Date of response Select Status of response Response information to save to one Referral RESPONSE TO SELECTED REFERRALS to save to multiple Referrals You have searched for Referrals and created Responses. Response will be available by clicking VIEW RESPONSE on Referral page. Response will be available by clicking VIEW RESPONSE on Referral page. 24 v5.0 3/29/2012
APPENDIX A Sync Snapshot This tool provides you the opportunity to search for specific Customer information and generate the differences between central intake data and program entry data which the logged in uses has access to. The intent of this page is to allow user to manage the synchronization of central intake household data and Program entry snapshot data. 1 Select/enter appropriate parameter content Users can search on blank records to achieve a complete user related listing 2 Select the appropriate record 3 Click Show Difference button 4 View the GAP between the snapshot(s) and central intake 5 Select one of the following functions: Don t Snapshot to do nothing This effectively cancels the request Snapshot to synchronize the selected record The selected record will be synchronized 25 v5.0 3/29/2012
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 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 Client 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 ICONS Add Central Intake Notes Icon Add Family Contacts Change Client Address Swipe Card Customer Listing Snapshot 26 v5.0 3/29/2012
Jump to Program Entry Note Popup Address History Shrink List to Current Household Shrink List to Current Family This Client is owned by my Agency RESOURCES Visit Adsystech SharePoint site at http://enginuity33.esserver.com/aesadministrators. Please contact your system administrator to access Adsystech, Inc. resources such as Quick Reference Guides and Online Video Guides. 27 v5.0 3/29/2012