Updates to Coordinated Intake

Updates to Coordinated Intake were released over the weekend. Here’s a summary of that project.

DUPLICATE APPLICATION WARNING

When entering a new referral, you’ll be warned about potential duplicate applications that already exist. When a potential duplicate is detected (when clicking Save), those applications will be listed at the top above the new application you are entering. You can click on each possible duplicate application to review or continue saving the new application. When reviewing the duplicates, you will not lose the information you entered on the new application.

Here’s how we’re identifying potential duplicates:

  • Applications with identical guardian first name, last name, and address.
  • Applications with identical guardian first name, last name, and phone number.
  • Applications with identical addresses.
  • Applications with identical phone numbers.

This feature was added to the creation of new families for all Visit Tracker accounts.

INTAKE HISTORY BUTTON – WHY IS IT NOT CLICKABLE?

Sometimes the intake history “Add New Status” button is not clickable. There will be a note next to the button telling you why. Here are the 2 reasons it’s not clickable.

  • No date in the “Date release of info signed”.
  • The application is currently assigned to a Visit Tracker account.

NEW APPLICATIONS WILL BE SHOWN ON THE FAMILY LIST PAGE

When creating a new application, sometimes only the first Save button is clicked and then you move on to another application. This creates a new family but it doesn’t list them on the Family List page creating confusion that the application doesn’t exist. Although it does show in the Family drop-down list it won’t show on the Family List (CIAT List) page until the remaining parts of the application are completed and an Intake Status is entered.

Now those applications will show on the Family List page with a “New” status.

“ENROLLED IN HOME VISITING” IS NO LONGER A REASON CI AGENCIES CAN SELECT

When closing an application, coordinated intake workers will no longer see “Enrolled in home visiting” as a selected item for Closed Reasons. This selection is specific to those Home Visiting agencies using Visit Tracker. When a home visiting agency selects this reason, it enrolls that family into their list of active families they are serving. This creates a link between the CIAT and the families enrollment into that program which allows for service information to be reported for Coordinated Intake overall.

For Coordinated Intake Agencies – If you have closed applications where you selected “Enrolled in home visiting”, you may need to either edit that entry to OPEN > DELIVER so that the home visiting agency can officially enroll that family, or you may need to change to CLOSED > Referred to non VT program if the application was sent to an agency that does not use Visit Tracker

**NOTE FOR HOME VISTING AGENCIES THAT USE VISIT TRACKER – If you want to enroll a referred family into a program other than your home visiting program, select “Enrolled in other services”. This will indicate to Coordinated Intake that your agency is going to serve that family, but it does not add that family into your active family list.

RETURN TO REFERRAL SOURCE CAN BE AUTOMATED

When a Home Visiting agency creates and sends a Coordinated Intake Application to the Coordinated Intake Agency, they can check the “Return to Referral Source” box indicating that they would like to enroll that family. So the CI Worker receiving that application can then deliver it back to the same agency.

Now the Main Admin for the Coordinated Intake agency can have that automated so that the “receive and deliver back” process happens automatically. Go to Setup > Preferences to turn this on.

COORDINATED INTAKE CAN NOW SEE THE PROGRESS NOTES ENTERED BY HOME VISITING

When coordinated intake workers open an application, they will be able to view progress notes entered by the Home Visiting Agency at the bottom of the application.

AND FINALLY… SEARCH HAS BEEN IMPROVED

On the Family List (CIAT List) page, the Search function has been improved to search the entire CIAT List table.

Let us know how Coordinated Intake can continue to improve and make your work more efficient.

Coordinated Intake Updates

There have been a few updates to Coordinated Intake within the last week or so. Here’s an overview of what those are.

CASE STATUS SUMMARY REPORT

This report analyzes new coordinated intake applications – those created and received within a chosen period of time. The report was updated to include a breakdown of the following:

  • Applications received and sent to home visiting agencies using Visit Tracker and enrolled / declined details.
  • Applications that were sent to a referral agency (those not using Visit Tracker for home visiting services). More about Referral Agencies below.
  • Of the applications declined, a table showing how many declined by each reason.

REFERRAL AGENCIES

The Main Admin of the Coordinated Intake Agency can create and manage a list of agencies where applications are being referred outside the Visit Tracker Coordinated Intake system. When a coordinated intake worker closes an application indicating “referred to non VTprogram”, the worker selects the Referral Agency from this list created by the Admin. Referral Agency management is found in the Admin’s Setup section.

With the update, you can now categorize the agency and enter an email address. The Case Status Summary report will report on the Referral Agencies receiving applications and a breakdown by category as well.

If there is an email address associated with the Referral Agency, that person will receive an email notification that you sent them a referral.

EMAIL NOTIFICATIONS FOR VISIT TRACKER ADMINS

Email notifications were also added to the Visit Tracker accounts for cases where the Main Admin is not logging into Visit Tracker very often. It will notify them when an application has been delivered to their Visit Tracker account. This feature can be turned off and on from the Capacity row located on both the Admin home page and the CIAT List page.

ENROLLMENT REASONS FOR THE VISIT TRACKER ACCOUNTS

And finally, we updated the Enroll reasons for Visit Tracker to the following:

  • Enrolled in home visiting – Was Enrolled. This reason enrolls the family into the home visiting program and assigns them to a home visitor. Because of the link between Coordinated Intake and home visiting services, Visit Tracker can report service delivery information for family’s coming through Coordinated Intake.
  • Enrolled in other services – Was Enrolled in Referral Agency. There was no change to what happens when selecting this reason. Only the text was updated. The purpose, for this reason, is to be able to indicate that although the family was not enrolled in the home visiting services offered by the agency, the family was enrolled into other services offered by the agency.

Stay tuned for more Coordinated Intake updates coming soon.

Coordinated Intake Reports Updated

For Coordinated Intake Agencies, the Case Status Summary and CIAT Export reports have  been updated.

Case Status Summary

  • This report analyzes new applications
  • For the CI Agency that is running the report, a new application is an application created by the CI Agency or received by the CI Agency.
  • Use the date range filter to specify which new applications to be summarized.
  • The report will breakdown those applications based on their current status of Open, Closed, or Received as well as the % enrolled and declined.

CIAT Export

  • The CIAT Export will list all new applications and details related to the Case Status Summary report.
  • To get the list of applications reported in the Case Status Summary, use the same date range.

*A note about closed applications with Reason = “referred to non VT program”

  • The Case Status Summary report will display a Referral Agency table which breaks down all applications “referred to a non VT program”. This table will list how many applications were sent to each Referral Agency
  • The Referral Agency list can be managed by the administrator for the Coordinated Intake Agency in Setup > Referral Agency