The Entitlements Assignment at Intake/Admission feature is an optional database feature that allows you to record multiple entitlements records simultaneously during the intake/admission process. Entitlement information recorded using this feature is accessible from the Entitlements module Certified Entitlements feature.
Note: This functionality is not intended to replace or be used as a substitute for the Entitlements module Certified Entitlements feature. Users will still need to use the Certified Entitlements feature to enter additional information and maintain existing entitlements.
Required Permissions
Because the Entitlements Assignment at Intake/Admission feature is optional, it is not automatically available in all databases. When requested, it is turned on by the Foothold Technology Help Desk team for individual program types. In order to use the feature, staff must have the following permissions assigned to them:
- Program Chart Access
- Display any Chart Records Buttons
- Display Chart Records Intake/Admission Button
- Referrals Data Entry
- Program Admission/Discharge
- Entitlements Deletion (required only if you will be deleting entitlement records)
Working with Entitlements at Intake/Admissions
To work with entitlements records during the intake/admission process, follow these steps:
- Click Census > Intake/Admission from the left-side global navigation menu. The Intake Records Search page will display.
- Complete the Process Intake, Process Reservation, or Process Single-Step Admission or Multi-Step Admission for the client.
- If applicable, complete the Consent Form signing process. If this is configured for the program you're working with, the Consent Form page will display. If it isn't configured, the page will not display.
- Once the previous steps are completed, the Certified Entitlements page will display. This page contains a list of entitlements configured by your agency for the program type you are working with.
- Complete one or more of the following tasks:
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- Add a new entitlement record
- Update an existing entitlement record
- Delete an existing entitlement record
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- Click Continue.
- If the program is configured to use the Household Composition feature, the Household Composition page will display. Otherwise, you will be taken to the client's face sheet.
Below is an alphabetical list of the fields and options located on the entitlements at intake/admission data entry page.
Effective Date
In this required field, type or make changes to the date on which the entitlement was approved, or on which the entitlement took effect (using mm/dd/yy format or the available date picker).
Entitlement
The list of entitlements available on the data entry page is configured by your agency for the program type with which you are working. If the appropriate entitlement is not listed, contact the Help Desk for assistance.
Expiration Date
In this field, type or make changes to the date on which the entitlement ended or must be re-approved (using mm/dd/yy format or the available date picker).
ID Number
In this field, type or make changes to the member ID number associated with the entitlement being entered or updated.
TIP: For Medicaid entitlement records, the ID number must be in XX99999X format, where X is a letter and 9 is a number. (This default ID number format can be changed to meet your state requirements. Please contact the Help Desk to request a format change if needed.) A value must be entered in the ID Number field for Medicaid records; however, if the Medicaid number is not known, you can instead enter "PENDING," "INELIGIBLE," o
Entitlements at Intake/Admission FAQs
Q. Can Entitlements Assignment at Intake/Admission be used for both single- and multi-step admission programs?
A. Yes, as long as the feature is turned on for the program type you are working with.
Q. Can I enter or update entitlements if I re-process an intake/admission?
A. Yes. The Certified Entitlements page displays during re-processing and works as it would when processing an intake, reservation, or admission for the first time.
Q. Can I skip the entitlements data entry process if I don't have the necessary information at intake/admission?
A. Yes, you can click Continue on the Entitlements Data Entry page without adding entitlements information. To add that information later if needed, access the client's entitlements via their face sheet, or using the Certified Entitlements feature.
Q. Can I use Entitlements Assignment at Intake/Admission when adding a client to a waiting list?
A. No. Because clients are added to waiting lists prior to the intake/admission process, the Entitlements Assignment feature is not available for them.
Q. Can I use Entitlements Assignment at Intake/Admission when admitting a client to and placing a client from a central intake program?
A. Yes, as long as the feature is turned on for the central intake program type and the target placement program type.
Q. Can I use Entitlements Assignment at Intake/Admission when cloning a client record?
A. Yes, as long as the feature is turned on for the program type you are cloning the client record into. Note that in divisional databases cloning must take place within the same division in order for any entitlements to carry over.
Q. Can I use Entitlements Assignment at Intake/Admission when placing a client into a program from a waiting list?
A. Yes, as long as the feature is turned on for the program type of the target placement program.
Q. Can I use Entitlements Assignment at Intake/Admission with Client Transfers?
A. No. The Client Transfers feature bypasses the intake/admission process; as a result, entitlement records cannot be entered when making a transfer.
Q. When using Entitlements Assignment at Intake/Admission why isn't the entitlements list the same as under Certified Entitlements?
A. The list of entitlements you see during the intake/admission process is configured behind-the-scenes by program type. If there is an entitlement option missing, contact the Help Desk for assistance.
Q. Why am I seeing entitlements already listed for the client when I'm processing his or her intake or admission?
A. When processing an intake, room reservation, or admission for a client who has an existing program history in AWARDS, whether in the same program you're working with or in a different program, the client’s current entitlements will automatically display the ID Number and Effective Date in read-only mode.
Q. Why am I unable to edit entitlements that are already listed when processing a client's intake/admission?
A. If a client has existing current entitlements during the intake/admission process, you can either close the entitlement by entering an Expiration Date, or you can delete the entitlement, if you have the Entitlement Deletion data entry/access permission. The entitlement ID Number and Effective Date are not editable.
Alternately, you can use the Certified Entitlements feature to make the necessary changes outside of the intake/admission process.
Q. Why are some entitlements listed twice when using Entitlements Assignment at Intake/Admission?
A. When processing an intake, room reservation, or admission for a client who has an existing program history in AWARDS, whether in the same program you're working with or in a different program, the client's current entitlements are automatically displayed on the page and an identical blank entitlement option is also displayed directly below it. This allows you to close out or delete the existing entitlement record and simultaneously add a new record of the same type.
Q. Why can't I enter in additional information such as payee, private insurance group ID, co-pay information, etc.?
A. The Entitlements Assignment at Intake/Admission feature is designed to enable users to quickly enter entitlements information that is available during the intake/admission process. In order to enter additional information, you must use the Employment module Certified Entitlements feature.
Q. Why do I see the Entitlements page when processing intake/admission in some programs and not others?
A. The Entitlements Assignment at Intake/Admission feature is turned on behind-the-scenes by program type. If the program you are working with is not part of one of the program types configured to use this feature, you will not see this page. To request that it be made available for additional program types, contact the Help Desk.