Web:Online Intake

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.

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:

1. Activities
   1. Time -- make a new time entry
   2. Calendar -- make a new calendar entry
   3. Internal Message -- create a new Internal Message
   4. Online Intake Notes -- create a Note
2. Additional Input
   1. Other Services -- create an Other Service record
   2. Document Tracking -- add or open files associated with the record
3. Printing
   1. Form Letters -- print a form letter
   2. Print -- print the record
4. Related Intake
   1. Callback -- Create or Review a Callback record
   2. Client -- Create or Review a Client record
   3. Online Intake -- review an associated Online Intake record (if any)
   4. Add new -- save the current entry and start a new record
5. Conflict Checks
   1. All Adverse and Applicant -- check all entries at once
   2. Conflict Check -- a basic conflict checker
   3. All Phones -- check the phone number across multiple tables
   4. Alternate Names -- check for alternate names
   5. Conflict Entry -- add a new entry for applicant or show whether conflict entry already exists
   6. Search Conflict -- simple conflict search screen
   7. All People -- check for the applicant's name across multiple tables
6. Compliance and Errors
   1. Error Check -- perform an error check on the entry to show known and checked errors
7. Difficult People
   1. Add Difficult Person -- add the applicant as a difficult person
   2. Search Difficult Person -- search the Difficult Person table for entries
   3. Add Non-Client Difficult Person -- add someone else as a Difficult Person related to this record
8. Unlock Record
   1. 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

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.