Add a new client using the Intake Wizard

About the Intake Wizard

The Intake Wizard is a tool that enables you to efficiently enter a new client into your Penelope database while collecting contact, demographic, referral, and preliminary Case information (while automatically creating a Case).

While there are several standard components of the Intake Wizard, your agency has the ability to customize the types of information and questions collected, so your Intake Wizard will likely look a bit different than what you see in the images in this tutorial. If you notice questions or sections in this tutorial that are not part of your agency’s Intake Wizard in Penelope, you can likely skip ahead to the next part of the tutorial! Always be sure to consult your agency’s Penelope System Administrators and/or Superusers to confirm the exact requirements of your internal processes.

Depending on how your agency configured the Intake Wizard, you may be asked to input information for your client on the following screens:

Launch the Intake Wizard

Before adding a new client to Penelope, we recommend that you do a quick search for the client first to see if they already have a profile. Searching for the client first helps avoid creating duplicate entries.

STEP 1

On the Home screen, click Search

STEP 2

On the Individual tab, type a few letters of the client’s first or last name.

STEP 3

Click Go.

STEP 4

If the client does not appear in the results list, click Intake Wizard

About the Primary Member screen

The first screen of the Intake Wizard allows you to collect general information about your client:

• Identifying information (name, gender, date of birth)

• Address

• Site (primary location they’ll receive services)

• Relationship with other Case members

• Contact information

• Demographics

• Individual identifiers (SSN, SIN, NZ National Health Index, DVA, etc.)

• Collateral Contact

• Pre-Enrollment

• Additional members

Primary Member information

STEP 1: PRIMARY MEMBER IDENTIFYING INFORMATION

1. Type the identifying information for the client including Name, Gender, Date of Birth, and Address.

2. From the Site drop-down list, select the primary Site where the client will receive service.

3. From the Relationship drop-down list, select the relationship the client has to the primary member. If the client is the primary or only Case member, choose Self

STEP 2: CONTACT & COMMUNICATION INSTRUCTIONS

You can include one or more phone numbers, email addresses, etc. in a client’s profile. Depending on your agency’s configuration, some Contact Types may be mandatory.

1. In the contact text entry fields, type the client’s contact information.

2. To indicate the client’s primary contact method, in the Select Main Contact column, select the adjacent radio button.

3. To indicate that it is OK to contact the client using a specific contact method, in the Use this contact? column, click the adjacent check box.

4. To specify instructions about the contact method in the Communication instructions column, type the instructions in the adjacent text input field

STEP 3: CLIENT CONSENTS TO RECEIVE

If Client Delivery has been enabled by your System Administrator, you can specify if the client has consented to receive communication via email or SMS from Penelope.

1. From the Email Communication via drop-down, select the email address the client would like to receive communication at.

2. From the SMS Communication via drop-down, select the phone number the client would like to receive SMS communications at.

3. Specify how the client would like to receive communication for each type of communications by selecting Use Email, Use SMS, or None as applicable

STEP 4: INDIVIDUAL IDENTIFIERS

These are the unique client identification numbers that your System Administrator has chosen to make available on the Intake Wizard. Values may include:

• SIN (Canada)

• SSN (USA)

• AUS Med (Australia)

• DVA (Australia)

• Medicare (Australia)

• NHI ((New Zealand)

• PPS (Ireland)

• Other If applicable, in the Individual Identifier field(s), type the client’s identification number(s)

STEP 5: OTHER INFORMATION

The Other Information section is comprised of user-defined demographic fields which means that the specific fields will depend on how your System Administrator configured Penelope.

Complete the demographic questions for your client. Required questions are indicated by a *.

STEP 6: ADD COLLATERAL CONTACT

To record a Collateral Contact (for example, an emergency contact) for the client, complete these steps:

1. From the Type drop-down list, select the type of Collateral Contact and record the contact’s Name.

2. You can optionally choose to:

1. Record the contact’s Role (to further clarify the type of Collateral Contact; for example, a specific job title)

2. Mark the contact as Private (meaning that the contact won’t be available in the Blue Book and only visible on the client’s profile)

3. Associate the contact with another Collateral Contact (Parent Entry) already in Penelope.

4. In the Contacts section, type the contact information (remembering to click the icon to save) and repeat for additional contact methods.

5. Type the Address and of the contact.

3. In the Notes section, type any additional information about the contact.

STEP 7: PRE-ENROLLMENT

Depending on your agency’s processes, you may have the option to add the client to the Pre-Enrollment list or the client may be enrolled automatically. If the client is not enrolled automatically, complete the following tasks:

1. To add the client to the pre-enrollment list for service, click the Add to Pre-Enrollment option.

2. Select a Reason.

3. Optionally, select a Case Service, Case Worker, and Priority

STEP 8: WIZARD OPTIONS

Wizard Options enables you to add an additional person to the case you are already creating – this is useful if you are entering multiple family members at the same time. You can automatically pull in shared information (for example, last name, address or home phone number) to the subsequent client’s profile – though this information can all be modified for subsequent members as needed.

1. Complete one of the following options:

1. To add another related client, click the Add Another option, then click Next.

2. To continue with the Intake Wizard process without adding another client, leave the box unchecked and click Next.

Note: If your agency uses the DSS module, the Wizard Options field is available on the DSS screen.

About the DSS screen

The DSS page of the Intake Wizard is applicable to Australian clients with the DSS module enabled in Penelope. If you are neither an Australian client nor do you submit data to DSS, you can proceed to the Referral Information section of this tutorial.

If you are an Australian client using the DSS module and your System Administrator has enabled the collection of DSS data on the Intake Wizard, you will see a DSS screen with the standard DSS Client record data fields.

Please note the following when completing DSS information during intake:

• The “Add DSS details for this client?” option on the DSS screen is automatically selected. If you uncheck this option and complete intake, the DSS tab will not appear on the client’s Individual Profile until they are enrolled in a DSS-based Case Service.

• Program-specific and Partnership Approach fields are not included on the Intake Wizard, but they are available from the Individual Profile and Service File/Group DSS tab once a client is enrolled in an applicable Case Service.

Record DSS Client-level data

STEP 9

Complete or update the DSS Client-level data fields shown on the the screen.

Note that if Penelope is your Primary Information System the following fields are not required in your submission and are hidden:

• Is Using Pseudonym?

• Consent to Providing Details?

STEP 10

Click Next

Referral information

This screen allows you to optionally enter inbound referral information for the client(s) you are adding. If you do not have anything to enter here, click Next and proceed to the Case step.

1. In the Type field, select the type of referral source.

2. Record the contact’s Role.

3. If desired, mark the contact as Private.

4. Associate the contact with another Collateral Contact (Parent Entry) already in Penelope.

5. In the Contacts section, type the contact information (remembering to click the icon to save) and repeat for additional contact methods.

6. Type the Address and of the contact.

7. In the Notes section, type any additional information about the contact.

8. If required, in the Wizard Options section, select the Add as collateral contact option to add the referral source as a collateral contact for the individual.

9. Click Next

Referral Entry information

1. In the Reason drop-down list, select a reason for the referral.

2. In the Date field, type the date the referral was made.

3. If the client provided consent for the referral, click the Client Consent option.

4. Complete user-defined fields as needed.

5. If required, in the Client Needs field, type any additional notes.

6. If required, in the Client Instructions field, type any additional notes.

7. Click Next.

Case information

1. In the Case Open Date field, type the date the case was opened.

2. In the Intake Note section, type any additional notes about the client or case.

3. If required, in the Presenting Issue(s) drop-down list, select a presenting issue.

4. In the Other Information section, complete any user-defined fields

5. Click Finish.

After you finish

A case has been created for the client. From here, you can proceed with the next steps in your agency’s intake process. For example, enrolling the client in a program, completing further documentation, etc.