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.