Jump to content

Web:Online Intake: Difference between revisions

From Prime 16 Online User's Manual
Created page with "=Online Intake= The Online Intake record contains basic information about an Applicant from the Online Intake System (a web based system that applicants can use to apply for..."
 
 
(4 intermediate revisions by the same user not shown)
Line 13: Line 13:
==General Online Intake Entry==
==General Online Intake Entry==


===Problem, Case Number, Staff, Date open, Name===
Note that the seconds you can see will change depending on whether conflicts have been searched.  After the initial Online Intake, and before Conflict Status (in Action Taken Information section) are changed, only the Main Information, Contact Information, Opposing Parties Information, Log Back On Information and Action Taken Information sections can be seen.  Once the conflict status is changed to "No Conflict", the following additional items are shown: Issues and Monetary Information.  This is to help avoid seeing information that might result in a conflict arising in representing the applicant.  Only information is shown that is necessary to help clear conflicts.  Then, once conflicts are cleared, all information about the applicant can be seen.


The first section of the Online Intake entry holds the problem type (code), a unique assigned case number, staff person, the date the Online Intake entry was started, and the applicant's name.
===Heading===


[[File:Screen Recording 2020-08-07 at 2.06.36 PM.mov]]
The first section of the Online Intake entry contains the following items:


===Applicant Information===
#Applicant Number
 
#Application Date -- the date the new application was added
The second section holds information about the applicant.  This section contains the following items:
#Applicant Name
 
#Alternate Name -- an alias name
# Non-adverse Spouse Name
# Address
# Phone
# Gender
#Birth date
#Birth date
# Adults and Children
#Gender
# Citizenship check and status
#Age
#Legal Issue County
#Office
#Unit
# Know about
# Checked on Earned Income Tax Credit
 
[[File:Screen Recording 2020-08-07 at 2.10.54 PM.mov]]
 
===Income Assets Information===
 
The third section holds income and assets information.  This section contains the following items:
 
#Income Entries (and total)
#Asset Entries (and total)
#Expense Entries (and total)
#Means Test Notation and the Agency used to make that determination
#Whether you asked about future income
#Poverty percent calculation and net percentage
#Whether the person fits within Extended Online Intake guidelines
#Checkmarks to indicate whether the applicant is LSC Eligible, Program Eligible or the Reason the Applicant was Rejected
 
[[File:Screen Recording 2020-08-07 at 2.34.33 PM.mov]]
 
Once an Online Intake record is saved, Income, Asset, and Expense Entries may be made by clicking on the appropriate button:
 
====Income Entries====
Income entries will store:
 
#The source of the income
#The amount of the income
#The period of the income
 
So, if every week a person gets $550 in income from Employment, the entries would be:
Source: Employment
Amount: 550
Period: 52 - Weekly
 
Enter the Source, Amount, and Period and press Save.
 
Previous entries may be edited or deleted as necessary.
 
(Note--the total in the Online Intake form may not update until the Online Intake record is saved [and thereby refreshed].)
 
[[File:Screen Shot 2020-08-07 at 2.36.49 PM.png|200px]]


====Asset Entries====
Asset entries will store:


#The asset (name)
===Contact Information===
#The value


Enter the name and value and press Save.
Information for use in contacting the applicant, including:


Previous entries may be edited or deleted as necessary.
#Address and whether it is safe
#City, State, Zip and County
#Phone Numbers, notes, and whether each are safe
#Email Address and whether it is safe
#How the applicant wants to be contacted


(Note--the total in the Online Intake form may not update until the Online Intake record is saved [and thereby refreshed].)


[[File:Screen Shot 2020-08-07 at 2.41.10 PM.png|200px]]
===Opposing Parties Information===


====Expense Entries====
Information on opposing parties involved in the situation:
Expense entries will store:


#The source
#Whether there are more than two parties (only two are shown)
#The amount
#Whether there is an opposing party
#The period
#Names of two opposing parties


Enter the Source, Amount, and Period and press Save.
===Log Back On Information===


Previous entries may be edited or deleted as necessary.
The fourth section holds information about whether the applicant will Log Back On to see the status of the application:


(Note--the total in the Online Intake form may not update until the Online Intake record is saved [and thereby refreshed].)
#Applicant will log back on
#The password the applicant will use to log back on


[[File:Screen Shot 2020-08-07 at 2.44.02 PM.png|200px]]
===Action Taken Information===


===Conflict Information===
The fifth section stores the action taken on the application, including:


The fourth section holds conflict information about the applicant.  This section contains the following items:
#Staff person working the application
#Office associated with the application
#Unit associated with the application
#Conflict Status
#Whether applicant was contacted and how
#Current Status and whether pending
#Application Status Text -- text seen by the applicant regarding the status of their application -- this could include instructions on contacting your organization
#Reviewer's Notes -- notes about this application
#Whether application was accepted or rejection reason and date of decision
#Whether application was continued and to what case number
#passwd_lck -- an internally used field to determine whether record is in use


# Conflict entries
===Issues===
# Notation indicating whether conflicts have been checked
[This section may not appear until conflicts are cleared]
The sixth section stores information on the issues in the application:


Add adverse parties using the "Add adverse parties" section.  Adverse parties already entered will show above that at the top of this section.
#Whether the applicant read the warning and whether they are low income
#Citizenship status
#Problem code
#Addition description
#What the applicant wants
#Problem location county and state
#Additional statement of why the applicant thinks your organization should help
#How they learned about your organization
#Comments


[[File:Screen Recording 2020-08-07 at 2.50.47 PM.mov]]
===Monetary Information===
[This section may not appear until conflicts are cleared]
The seventh section stores information on income, assets, and expenses of the applicant, together with poverty calculations.


==Use of the Form==
==Use of the Form==
Line 128: Line 101:


The context menu is shown to the left.  The items shown in a context menu will change depending on many factors, including whether the current record is saved.   
The context menu is shown to the left.  The items shown in a context menu will change depending on many factors, including whether the current record is saved.   
[[File:Screen Recording 2020-08-07 at 3.32.12 PM.mov]]


The context menu has additional items available that relate to the entry, including:
The context menu has additional items available that relate to the entry, including:


# Activities
#Conflict Check -- perform conflict check items
## Time -- make a new time entry[[File:Screen Shot 2020-08-06 at 3.39.27 PM.png|50px]]
#Add Time -- add a time entry for this application
## Calendar -- make a new calendar entry[[File:Screen Shot 2020-08-06 at 3.39.50 PM.png|50px]]
#Add Calendar -- add a calendar entry for this application
##Internal Message -- create a new Internal Message[[File:Screen Shot 2020-08-07 at 1.22.02 PM.png|50px]]
#Form Letters -- print form letters for this application
## Online Intake Notes -- create a Note[[File:Screen Shot 2020-08-07 at 3.38.03 PM.png|50px]]
#Unlock Record -- if another person was using this record and left it open, the record may be locked to editing; if you are sure it is safe to unlock it, you can unlock it for your use by clicking this button; a warning is shown that loss of data may occur if it isn't safe to unlock it when in use by another
#Additional Input
#Transfer/Other Records
##Other Services -- create an Other Service record[[File:Screen Shot 2020-08-07 at 1.27.21 PM.png|50px]]
##Save/Send to Eligibility -- save the entry and move data to Eligibility
##Document Tracking -- add or open files associated with the record[[File:Screen Shot 2020-08-07 at 3.39.40 PM.png|50px]]
##Save/Send to Conflicts/Clients -- save the entry and move data to conflict and client records
#Printing
##Save/Send to Eligibility/Conflicts/Clients -- save the entry and move data to eligibility, conflict, and client records
##Form Letters -- print a form letter[[File:Screen Shot 2020-08-07 at 3.40.35 PM.png|50px]]
## Print -- print the record[[File:Screen Shot 2020-08-07 at 3.42.53 PM.png|50px]]
#Related Intake
##Callback -- Create or Review a Callback record
##Client -- Create or Review a Client record
##Online Intake -- review an associated Online Intake record (if any)
##Add new -- save the current entry and start a new record
#Conflict Checks
##All Adverse and Applicant -- check all entries at once
##Conflict Check -- a basic conflict checker
##All Phones -- check the phone number across multiple tables
##Alternate Names -- check for alternate names
##Conflict Entry -- add a new entry for applicant or show whether conflict entry already exists
##Search Conflict -- simple conflict search screen
##All People -- check for the applicant's name across multiple tables
#Compliance and Errors
##Error Check -- perform an error check on the entry to show known and checked errors
#Difficult People
##Add Difficult Person -- add the applicant as a difficult person
##Search Difficult Person -- search the Difficult Person table for entries
##Add Non-Client Difficult Person -- add someone else as a Difficult Person related to this record
#Unlock Record
##Unlock Record -- if another person was using this record and left it open, the record may be locked to editing; if you are sure it is safe to unlock it, you can unlock it for your use by clicking this button; a warning is shown that loss of data may occur if it isn't safe to unlock it when in use by another


===Save/Stay and Save/Close===
===Save/Stay and Save/Close===
Line 176: Line 124:
==Relationship to Other Records==
==Relationship to Other Records==


Using selections in the Content Menu, you can create associated records, including Callback, Client, Conflict, Internal Messages, Time, Calendar, Difficult Person, and Other Services.  In many instances where the associated record has the same information (e.g., name, telephone number), that information is automatically transferred to the new record.
You can create associated records, including Eligibility, Client, and Conflict.  In many instances where the associated record has the same information (e.g., name, telephone number), that information is automatically transferred to the new record.

Latest revision as of 19:17, 11 August 2020

Online Intake

The Online Intake record contains basic information about an Applicant from the Online Intake System (a web based system that applicants can use to apply for your services).

Add

Staff cannot add a new Online Intake record. New records are created by applicants using the Online Intake System.

Edit

To Edit/Review an existing Online Intake record, from the Main Menu, choose Search-->Online Intake. Note that special authorization (through the assignment of a staff Role) is necessary to access this portion of the system. Use the search screen to find the appropriate Online Intake entry and open it. You can also open associated Online Intake entries from other locations, such as Callback and Client records (if authorized).

General Online Intake Entry

Note that the seconds you can see will change depending on whether conflicts have been searched. After the initial Online Intake, and before Conflict Status (in Action Taken Information section) are changed, only the Main Information, Contact Information, Opposing Parties Information, Log Back On Information and Action Taken Information sections can be seen. Once the conflict status is changed to "No Conflict", the following additional items are shown: Issues and Monetary Information. This is to help avoid seeing information that might result in a conflict arising in representing the applicant. Only information is shown that is necessary to help clear conflicts. Then, once conflicts are cleared, all information about the applicant can be seen.

Heading

The first section of the Online Intake entry contains the following items:

  1. Applicant Number
  2. Application Date -- the date the new application was added
  3. Applicant Name
  4. Alternate Name -- an alias name
  5. Birth date
  6. Gender
  7. Age


Contact Information

Information for use in contacting the applicant, including:

  1. Address and whether it is safe
  2. City, State, Zip and County
  3. Phone Numbers, notes, and whether each are safe
  4. Email Address and whether it is safe
  5. How the applicant wants to be contacted


Opposing Parties Information

Information on opposing parties involved in the situation:

  1. Whether there are more than two parties (only two are shown)
  2. Whether there is an opposing party
  3. Names of two opposing parties

Log Back On Information

The fourth section holds information about whether the applicant will Log Back On to see the status of the application:

  1. Applicant will log back on
  2. The password the applicant will use to log back on

Action Taken Information

The fifth section stores the action taken on the application, including:

  1. Staff person working the application
  2. Office associated with the application
  3. Unit associated with the application
  4. Conflict Status
  5. Whether applicant was contacted and how
  6. Current Status and whether pending
  7. Application Status Text -- text seen by the applicant regarding the status of their application -- this could include instructions on contacting your organization
  8. Reviewer's Notes -- notes about this application
  9. Whether application was accepted or rejection reason and date of decision
  10. Whether application was continued and to what case number
  11. passwd_lck -- an internally used field to determine whether record is in use

Issues

[This section may not appear until conflicts are cleared] The sixth section stores information on the issues in the application:

  1. Whether the applicant read the warning and whether they are low income
  2. Citizenship status
  3. Problem code
  4. Addition description
  5. What the applicant wants
  6. Problem location county and state
  7. Additional statement of why the applicant thinks your organization should help
  8. How they learned about your organization
  9. Comments

Monetary Information

[This section may not appear until conflicts are cleared] The seventh section stores information on income, assets, and expenses of the applicant, together with poverty calculations.

Use of the Form

Expanding/Collapsing Sections

Sections (other than the top section) may be expanded or collapsed to display or hide the information within those sections. This can help with viewing the screen.

To expand a collapsed section, click on its header. To collapse an expanded section, click on its header. Multiple sections can be expanded at the same time.

Context menu

The context menu is accessed by clicking on the Context Menu icon at the top left of the record.

The context menu is shown to the left. The items shown in a context menu will change depending on many factors, including whether the current record is saved.

The context menu has additional items available that relate to the entry, including:

  1. Conflict Check -- perform conflict check items
  2. Add Time -- add a time entry for this application
  3. Add Calendar -- add a calendar entry for this application
  4. Form Letters -- print form letters for this application
  5. Unlock Record -- if another person was using this record and left it open, the record may be locked to editing; if you are sure it is safe to unlock it, you can unlock it for your use by clicking this button; a warning is shown that loss of data may occur if it isn't safe to unlock it when in use by another
  6. Transfer/Other Records
    1. Save/Send to Eligibility -- save the entry and move data to Eligibility
    2. Save/Send to Conflicts/Clients -- save the entry and move data to conflict and client records
    3. Save/Send to Eligibility/Conflicts/Clients -- save the entry and move data to eligibility, conflict, and client records

Save/Stay and Save/Close

The Save/Stay button will save the record and stay in it. This will allow you to continue to edit the record or add associated entries using the Context menu (such as call from caller, and calls to caller).

The Save/Close button will save the record and then close to the Main Menu/Home Screen.

If an error is encountered in the save, a message should appear at the top of the form in red notifying you of the problem.

Relationship to Other Records

You can create associated records, including Eligibility, Client, and Conflict. In many instances where the associated record has the same information (e.g., name, telephone number), that information is automatically transferred to the new record.

Retrieved from "https://internalmanual.kempscaseworks.com/index.php?title=Web:Online_Intake&oldid=2591"