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Intake Wizard tutorial athena software.net

THIS DOCUMENT WILL SHOW: How to configure the Intake Wizard in a way that will work best for the workflow at your organization. Where information entered on the Intake Wizard is stored in a client’s file.


Intake Wizard tutorial athena software.net

* First, let’s see how the Intake Wizard looks if ALL possible options are active ... FIRST SCREEN Here, you can enter: 1. core information (name, DOB, address, etc.) 2. contact info (user-configurable) 3. demographics (fields and order user-configurable) 4. collateral contact (e.g. doctor, next of kin, etc.)

1 2 3 4 4 And ... 5. add note for collateral contact entry 6. can choose to add client to preenrollment / wait list 7. add another client to case (e.g. if entering a family)

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Intake Wizard tutorial athena software.net

* If referral step is active, you will see ... SECOND SCREEN Here, you can enter:

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click ‘next’

1. referral information -- where inbound referral is coming from w/contact, address info., note 2. option to add referral source as collateral contact on client’s individual profile


Intake Wizard tutorial athena software.net

* If you enter any referral information on previous screen, you will see ... THIRD SCREEN 1

Here, you can enter: 1. details on referral, including reason, date, client consent -- can also create a task alert 2. notes on client needs and/or instructions as indicated by referral source

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NOTE: you will not see this screen if no information was added on previous screen

click ‘next’


Intake Wizard tutorial athena software.net

* Which brings us to ... FOURTH SCREEN

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This is the ‘Case Step’ -information entered here is stored at the Case level of the client’s file 1. Intake Summary note 2. Presenting issues 3. Sliding scale info. (based on annual income and family size) 4. Other info. (fields and order user-configurable)

*Now let’s look at the setup & configuration options for YOUR Intake Wizard


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Intake Wizard tutorial athena software.net

System Admin INTAKE WIZARD setup Settings tab click ‘edit’ to begin configuration

edit


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Intake Wizard tutorial athena software.net

CASE STEP If Use Case Step is enabled, this activates the final screen on the Intake Wizard (see below). You can disable this step altogether by unchecking the Use Case Step box OR disable features within that screen by unchecking any of the other 3 options shown.

USER SIDE


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Intake Wizard tutorial athena software.net

USE REFERRAL STEPS If Use Referral Steps is enabled, you will see the second and third screens on the Intake Wizard -- this will allow you to add detailed inbound referral information at intake. NOTE: this does not mean you will be REQUIRED to enter this info., just that the option will be available. Uncheck here to disable this option. USER SIDE


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Intake Wizard tutorial athena software.net

INCLUDE ADD COLLATERAL CONTACT If this step is enabled, you will be able to add one collateral contact at intake -- you can add as many collateral contacts as you like after the fact from a client’s Individual Profile, but there is the option to add one here as part of the intake process. Collateral Contact = contact for client not participating in case, e.g. next of kin, doctor, lawyer, etc.

USER SIDE


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Intake Wizard tutorial athena software.net

PRE-ENROLLMENT 1. enable or disable the ‘Add to PreEnrollment’ option on the Intake Wizard -- if enabled, can be made user option (will show on intake wiz) or automatic (will not show on intake wizard) 2. ‘Add to Pre-Enrollment’ checkbox can be set to checked or unchecked by default (or made required) 3. Select default reason why client might be added to list 4. Can make reason unmodifiable

USER SIDE

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Intake Wizard tutorial athena software.net

System Admin INTAKE WIZARD setup Fields tab Here you can configure which fields appear on the Intake Wizard. Let’s start with the Member box on the right.


Intake Wizard tutorial athena software.net

1. Fields currently showing as ‘active’ in the Member box will appear on the first screen of the Intake Wizard. Some fields can be taken off the Intake Wizard by clicking the ‘minus’ button to the right beside each one. Those without a minus button cannot be deactivated from the wizard (first name, last name, etc.). Fields with the minus button will appear in the ‘Other Information’ section on the first screen of the Intake Wizard. 2. Similarly, on the inactive screen, fields can be added to the Intake Wizard by clicking the ‘plus’ button beside each one you wish to add. 2 QUICK NOTE: ‘Copy?’ means if adding multiple members to a case, information from that field will be copied for the next member (if set to Yes).

1 NOTE


Intake Wizard tutorial athena software.net

Fields with the ‘minus’ button beside them can also be moved around within their section. Click on the name of the field and then check the ‘Move Field’ box. You will then be able to indicate which other field you want to move it in front of.

USER SIDE


Intake Wizard tutorial athena software.net

Back on the Intake Wizard > Fields tab, the Case box on the left shows user-defined fields which can be added to the Case Step, or final screen, of the Intake Wizard. These will be stored at the Case level in the client’s file. These are made active or inactive in the same way as the Member fields.

USER SIDE ... will show up in the Other Information section here ...


Intake Wizard tutorial athena software.net

* Where is all this information stored in Penelope? Good question ... see below. INDIVIDUAL PROFILE

1. Core info. including name, gender, DOB, etc. 2. Contact info. 3. Address 4. Collateral contacts -can add more contacts from this page 5. Pre-Enrollment entry

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Intake Wizard tutorial athena software.net

* Where is all this information stored in Penelope? Good question ... see below. INDIVIDUAL PROFILE

Demographic information entered in the ‘Other Information’ section on the first page of the Intake Wizard is stored here (other individual userdefined fields you chose not to include on the Intake Wizard can also be found here).


Intake Wizard tutorial athena software.net

* Where is all this information stored in Penelope? Good question ... see below. CASE PAGE > INTAKE SUMMARY tab

1. Presenting issues 2. Intake summary note 3. Referral info*

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* NOTE: If the client was added to pre-enrollment as part of intake, the referral information will not show here -- it will be considered part of the pre-enrollment entry and will appear in the client’s Service File once they are enrolled in service.


Intake Wizard tutorial athena software.net

* Where is all this information stored in Penelope? Good question ... see below. CASE PAGE > PROFILE tab

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2 If you have a sliding scale and are using this feature in Penelope (and entering the info. on the Intake Wizard), this information will show up here ... 1. Annual Income / Family Size 2. Sliding Scale Rate (calculated based on how the sliding scale was set up by your System Admin).


Intake Wizard tutorial athena software.net

And don’t forget, if you get stuck along the way, feel free to consult our support suite by going to penelope3.helpserve.com and searching the Knowledgebase. OR click the ‘question mark’ icon in the top right of any page in Penelope to access relevant articles on the help site.


Intakewizardsetup