This article provides instructions for managing client intake and exit details. By the end of this guide, you will understand how to navigate the Intake/Exit section and accurately input relevant data for tracking client history and program participation.
Navigation:
Main Menu → Clients → Intake/Exit
Applies To: Enterprise, Plus, Basic
Overview
The Intake/Exit section allows users to:
- Record how clients learned about the program.
- Track client enrollment history and termination details.
- Manage client re-entry and carry-over information.
Details
- How Heard: Determines how the client learned about the program. The list pulls from the Marketing Sources select list. This field differs from the "How Heard" field in Assignments, where it refers to each individual assignment instead of overall enrollment.
- Referred By: Referral source pulled from the user-defined Company list.
- Previous Year: Indicates whether the client was enrolled with your organization in the previous year. Yes/No checkbox.
- History: Text field listing program years the client was enrolled (e.g., 03-04, 04-05, 05-06).
- Termination Date: Date of final termination when the client will no longer be enrolled in any service. This may or may not match the end date of a specific service.
- Re-Entry Date: If the client was terminated and returned within the same program year, enter the return date and clear out the termination information. The client remains enrolled. Consider documenting this in Client Case Notes. If the return is in a different year, the client may be considered reenrolled based on your organization's policies.
- Carry Over: Indicates whether the client should be carried over into the next program year. Yes/No checkbox. This is one of several options for carrying data forward into the next program year for organizations with separate databases for each year.
Key Notes
- Use the How Heard field to track marketing source data for overall enrollment.
- Record Termination Dates carefully to ensure accurate tracking of client exit status.
- When re-entering a client, update the Re-Entry Date and document details in Client Case Notes.
Conclusion:
By following this guide, users can efficiently manage client intake, exit details, and program enrollment history. For further assistance, refer to related articles or contact support.