Waiting Lists

The Waiting Lists feature allows you to place clients from a source program onto a customized waiting list, if they meet a set of agency-specified criteria. From a waiting list, the clients can then be placed into destination programs. This can be performed in a few different locations in the Intake/Admission and Profile modules. 

Permissions Required

Permissions required to use the Waiting List feature include:

• Program Chart Access
• Display Any Chart Records

In addition, you must also have a combination of the following permissions, based on the tasks you will be completing:

• Display Chart Records Profile Button (required only if you will be viewing and/or working with waiting lists via the Profile module)
• Display Chart Records Intake/Admission Button (required only if you will be viewing and/or working with waiting lists via the Intake/Admission module)
• Referrals Data Entry (required only if you will be viewing and/or working with waiting lists via the Intake/Admission module)
• Program Admission/Discharge (required only if you will be viewing and/or working with waiting lists via the Intake/Admission module)
• Waiting Lists - Add Client (required only if you will be adding clients from a source program onto waiting lists)
• Waiting Lists - View Waiting List (required only if you will be viewing waiting lists, placing clients from waiting lists, and/or editing client records on waiting lists)
• Waiting Lists - Place Client (required only if you will be placing clients from waiting lists into a destination program)
• Waiting Lists - Delete/Remove Client (required only if you will be deleting or removing clients from a waiting list)

Adding a Client to a Waiting List

You can add a client from a source program to a waiting list from the Intake/Admission module, or from their face sheet. 

 

From the Intake/Admission Module

• From the left-side navigation menu, click Census > Intake/Admission. The Intake/Admission Search page will display.

Image: Census > Intake/Admission menu

• Select the Program from the Program drop-down menu.
• Enter the client's first and/or last name. Adjust other data fields as needed. Click Continue. The Intake/Admission Search Results page will display.

Image: Intake/Admission Search page

• Click the hyperlinked client's name from the list of search results. The Referral Information Form will display.

Image: Select Client Name

• Click the Add to Waiting List button. The Waiting List Client Records page will display.

Image: Add to Waiting List button

• Select the Destination Program from the drop-down menu. 

Image: Waiting List Destination Program Selection

• Add notes as needed. 
• Select the required checkbox.

Image: Waiting List Notes

• Click Save.

From the Face Sheet

• From the left-side navigation menu, click Census. Make sure the correct Program is selected from the drop-down menu. Click Profile > Face Sheet. The Client Profile / Face Sheet Update Selection page will display. 

Image: Census > Profile > Face Sheet menu

• Select the Client from the Client drop-down menu. Click Continue. The client's Face Sheet will display. (Check the Roster Archives checkbox if the client is not currently on the roster.) 
• Click the Add to Waiting List Button. The Waiting List Client Records page will display.

Image: Add to Waiting List button on Face Sheet

• Select the Destination Program from the drop-down menu.

Image: Waiting List Destination Program Selection

• Add notes as needed.
• Select the required checkbox.

Image: Waiting List Notes

• Click Save.

Working with Existing Waiting List Records

You can view, edit, or delete a client's waiting list records. Follow the steps below. You can get to the client's waiting list records in a few different ways:

• Census > Intake/Admission > Individual Client's Records
• Census > Intake/Admission > Waiting List
• Census > Profile > View Waiting List
• Census > Profile > Face Sheet 

The steps below will use the first option (Census > Intake/Admission > Individual Client's Records) as an example:

• From the left-side menu, click Census > Intake/Admission. The Intake / Admission Search page will display.
• Select the Program from the Program drop-down menu.
• Enter the first and/or last name of the client. Click Continue. The Intake / Admission Search Results page will display.
• Click the hyperlinked client's name. The Referral Information Form will display.
• Click the Add to Waiting List Button. The Waiting List Client Records page will display.

Image: Add to Waiting List button

• Click Client Waiting List Index hyperlink on the top-left of the page. The Waiting List Client Records page will display showing a list of the client's current programs.

Image: Client Waiting List Index hyperlink

• From here, you can add a new program, edit the existing record, view a read-only version of the record, or delete a record. 

Image: Add New Waiting List for Client option

Image: Edit, View, Delete, Add New Waiting List Options

 

Placing a Client from a Waiting List (to a Destination Program)

To place a client from a source program's waiting list to a destination program, follow the steps below:

To place a client from a source program's waiting list into a destination program, complete the following steps from any page in AWARDS:

1. Click Census from the left-hand menu, and then click Intake/Admission.  The Intake/Admission Search page is displayed.
   
   
2. Click the Program drop-down arrow and select the destination program into which a client is being placed.
   
   
3. Click the Database drop-down arrow and select "Data Entry."
   
   
4. Click the Place Clients From Waiting List drop-down arrow and select the waiting list from which a client is to be placed.  This selection list includes all waiting lists with which the selected program is associated as a destination program
   
   
5. Click View Waiting List.  A read-only report version of the waiting list is displayed, detailing all individuals that are currently on the selected waiting list.  Included in the report detail are the data variables used to set the waiting list's requirements (gender in the following example), the date on which each client was placed, the waiting list and source program names, and the client name.
6. Locate the client to be placed into the destination program, and click the corresponding Make Placement icon.  A referral/intake form is opened and displayed for the client for the destination program, with some information automatically populated from the client's record in the source program.

  TIP: Users with the proper authority have the ability to complete these additional tasks from the waiting list table:

Make changes to or close out a waiting list record - To do so, click the Edit icon for the corresponding client record. The Waiting List Client Records index page is displayed, listing any waiting lists to which the client is currently assigned.  Click the waiting list in question, or click the radio button to the left of that list and then click the Edit icon. The record data entry page is displayed. Make changes or additions to the information on this page as necessary, and then click Save.

Delete a waiting list record entirely - To do so, click the Delete icon for the corresponding client record. The client is immediately deleted from the waiting list and the updated list is displayed. (To place an end date on a waiting list record rather than deleting it entirely, follow the process for making changes to the record and enter an End Date.)  

  NOTE:  With regard to the above tip, placing an end date on or deleting a waiting list record requires the "Waiting Lists - Delete/Remove Client data entry/access" permission.  Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need this permission, please contact your supervisor or your local Help Desk for assistance.

7. Fill out the form and complete the referral and/or process the admission as you would if you were working with a new referral in the Intake/Admission module. 

If the client has been placed into a program that uses single-step admission, that client is automatically removed from the waiting list he/she is being placed from once admission is processed.

If the client has been placed into a program that uses multi-step admission, that client is automatically removed from the waiting list if a referral is processed AND the waiting list has been configured to use the Remove from Waiting List on referral creation option; otherwise, the client will be removed from with waiting list once the admission is processed.

The process of placing a client from a waiting list is now complete.

Viewing a Waiting List Report

Within the Waiting Lists functionality there are multiple report viewing options, each providing access to a different data set depending upon whether you are working from the perspective of a waiting list's source program or destination program.  For instructions on viewing any of these reports see below

Viewing a Source Program Waiting List Report - Used to see a list of who is on a source program's waiting lists.

Viewing a Destination Program Waiting List Report - Used to see a list of who is on waiting lists to get into a destination program.

  TIP: In addition to the above reports, waiting list contents can also be viewed in either of the following ways:

Waiting List Clients ReportBuilder - Accessible from the Waiting List Configuration feature in the System Setup module.   This ReportBuilder can be used to see who is or has been on a waiting list over time in a specific waiting list or all waiting lists.  (This ReportBuilder is also accessible from client face sheets when the optional Client Waiting Lists section has been turned on and Update Waiting Lists has been clicked to access the client's waiting list records index.)  The two report options listed above provide current waiting list information only; for historical data the Waiting List Clients ReportBuilder must be used.

Client Face Sheets - From the top of a face sheet in a source program, click Add to Waiting List.  From the left-hand menu of the page that is then displayed, click Client Waiting List Index.   The index displays a list of the Waiting Lists the client is on.  Click the radio button for the waiting list to be viewed, and then click the Edit icon.  Click the name of the waiting list in the right-hand side of the page to view who is on that list.

Viewing a Source Program Waiting List Report

To see who is on a given waiting list from a selected source program, complete the following steps from any page in AWARDS:

1. Click Census from the left-hand menu, Select the Program, and then click Profile.  The Profile fly-out menu is displayed.
   
   
2. Click View Waiting List.  The View Waiting List Settings page is displayed.

3. Click the View Waiting Lists drop-down arrow and select the waiting list for which the report is to be viewed.  This selection list includes all waiting lists with which the selected program is associated as a source program

4. Click View Waiting List.  A read-only report version of the waiting list is displayed, detailing all individuals from the selected source program that are currently on that list.  Included in the report detail are the data variables used to set the waiting list's requirements (gender in the following example), the date on which each client was placed, the waiting list and source program names, and the client name.

 IMPORTANT! Please keep in mind that this report may show clients who are no longer eligible for the waiting list in question.  Clients are not automatically dropped from a waiting list when they no longer meet the requirement criteria.  As a result, this report can be a useful tool for determining whether any waiting list clean-up is necessary.

  NOTE: To export the report information to a Microsoft Excel file for further analysis, click the Excel File link at the top of the page.  A PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies.  After reading the alert, click OK to acknowledge it and proceed with the export, or Cancel to return to the previous page.

The process of viewing a source program waiting list report is now complete.

Viewing a Destination Program Waiting List Report

To see who is on a given waiting list for a selected destination program, complete the following steps from any page in AWARDS:

1. Click Census from the left-hand menu, select the Program and then click Intake/Admission.  The Intake/Admission Search page is displayed.

2. Click the Program/Site drop-down arrow and select the source program for which a waiting list is to be viewed.

3. Click the View Waiting Lists drop-down arrow and select the waiting list for which the report is to be viewed.
4. Click View Waiting List.  A read-only report version of the waiting list is displayed, detailing all individuals from the selected source program that are currently on that list.  Included in the report detail are the data variables used to set the waiting list's requirements (gender in the following example), the date on which each client was placed, the waiting list and source program names, and the client name.

  TIP: Users with the proper authority have the ability to complete several waiting list tasks from this table, using the following options:

Place a client into a destination program - To do so, click the Make Placement icon for the corresponding client record.  For more information on the placement process, see Placing a Client from a Waiting List and start with step 6.

Make changes to or close out a waiting list record - To do so, click the Edit icon for the corresponding client record. The Waiting List Client Records index page is displayed, listing any waiting lists to which the client is currently assigned.  Click the waiting list in question, or click the radio button to the left of that list and then click the Edit icon. The record data entry page is displayed. Make changes or additions to the information on this page as necessary, and then click Save.

Delete a waiting list record entirely - To do so, click the Delete icon for the corresponding client record. The client is immediately deleted from the waiting list and the updated list is displayed. (To place an end date on a waiting list record rather than deleting it entirely, follow the process for making changes to the record and enter an End Date.)  

  NOTE:  With regard to the above tip, placing an end date on or deleting a waiting list record requires the "Waiting Lists - Delete/Remove Client data entry/access" permission.  Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need this permission, please contact your supervisor or your local Help Desk for assistance.

The process of viewing a source program waiting list report is now complete.

Waiting List FAQs

Are clients automatically dropped from a waiting list if they no longer meet that list's criteria?

No, clients are never automatically added to or removed from waiting lists - all data entry must be done manually.  To remove a client from a waiting list for which he/she is no longer eligible, see Working with Existing Waiting List Records.  In particular, note the bullet regarding deleting existing records toward the bottom of the page.

  TIP: For instructions on generating a report of all clients on a particular waiting list associated with a selected source program, see above. Generating this report can be particularly useful for determining whether any waiting list clean-up is necessary as it includes clients who are no longer be eligible.

Can a client's form data be copied automatically when he/she is placed into a program from a Waiting List?

When a placement is made from a Waiting List, the most recent FormBuilder forms filled out in the client's source program - the program that placed the client onto the Waiting List - can be copied to the destination program.  Form data will automatically be copied from the source program to the destination program only when ALL of the following are true:

  The "Allow option to copy over pre-existing form data" option available during FormBuilder configuration is set to "Yes" - This drop-down must be set to "Yes" for the form in order for form data to be automatically copied from one program to another.

  TIP: If the source and destination programs are in different divisions (when working in a divisional database), the optional Copy Across Divisions? form setting must also be set to "Yes."

  The location is set to intake, face sheet, as a charting event, on the Services fly-out, the Medical fly-out, or the Employment Jobs fly-out - Form data does not copy over when the forms are located anyplace other than the following:

- Intake/Admission
- Profile
- Services - as a link on the Services-Individual fly-out
- Listed as a Charting event, available under outcomes
- Medical - as a link on the Medical fly-out
- Employment Jobs - as a link on the Jobs fly-out

  The location and form are the same for both the source program and the destination program - For example, if both programs have the same assessment form located on the face sheet, data will copy over.  If that same form is located under intake in one program and the face sheet in the other, data will not copy over.

Does a client have to be admitted to a source program in order to be placed onto a waiting list?

No.  Clients of all statuses can be placed onto a waiting list from a source program; for instance, clients with referrals, clients who were rejected/not admitted, and even clients who have been discharged from a source program can all be added to a waiting list from that program.  Keep in mind that making additions to a waiting list can generally happen from within the Intake/Admission module or the Face Sheet feature; however, when working with rejected referrals you are limited to making additions from Intake/Admission.

How do I remove a client from a waiting list without placing him/her?

To remove a client from a waiting list without placing him/her, follow the process for Viewing a Destination Program Waiting List Report.  In particular, see the note following the last step in that procedure.  Using the tools referenced in that note there are two options for removing the waiting list record:

  Close out the waiting list record without deleting it - To do so, click the Edit icon for the corresponding client record.  The Waiting List Client Records index page is displayed, listing any waiting lists to which the client is currently assigned.  Click the waiting list in question, or click the radio button to the left of that list and then click the Edit icon.  The record data entry page is displayed.  Enter a value in the End Date field, and then click Save.  The client is now removed from the waiting list, but his or her record of having been on that list is retained.

   Delete the record entirely - To do so, click the Delete icon for the corresponding client record.  The client is immediately deleted from the waiting list and the updated list is displayed.  

Alternately, waiting list records can also be deleted by following the process for Working with Existing Waiting List Records.  In particular, note the bullet regarding deleting existing records toward the bottom of the page.

  NOTE: Placing an end date on or deleting a waiting list record requires the "Waiting Lists - Delete/Remove Client data entry/access" permission.  Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need this permission, please contact your supervisor or your local Help Desk for assistance.

Why does it say "No Waiting List Found" when I select a program and go to Profile > View Waiting List and click the list drop-down arrow?

The Profile menu's View Waiting List feature will list the Waiting Lists for which the selected program is a source program. If this program is not a source program for any Waiting Lists, then the drop-down will instead say "No Waiting List" found.  You can use the Waiting List Configurations ReporBuilder to see which programs are source programs for all of the Waiting Lists.