The Pre-Enrollment List may be used to keep track of clients who have not yet been assigned to a Service, who are waiting for an opening in a specific Service or waiting for a specific Worker (just to name a few reasons).
To configure the Pre-Enrollment List for your agency you will need to be logged into Penelope with a System Administrator account.
Edit General and Default Fields
1. In the System Setup section select Pre-Enrollment.
2. Click Edit.
3. Configure as required (field information listed below).
4. Click Save.
Field Information
General Fields
Allow Clinical Worker Access – If enabled Workers belonging to the Clinical Worker User Group will be able to access the Pre-Enrollment List. By default, Clinical Workers do not have access.
Put Pre-Enrollment in Left Bar – If enabled the Pre-Enrollment List will be available in the Quick Links section (the icons on the far left side) of Penelope. The Pre-Enrollment List is signified by a rope barrier or queue icon. If not enabled the Pre-Enrollment List is only available from the Links Sidebar.
Use Matching – If enabled Matching will be used for Pre-Enrollment entries.
Default Fields
Default Reason – This is the default reason for adding someone to the Pre-Enrollment List. This can be changed if required (depending on configuration).
Default Service – This is the default Service for all Pre-Enrollment entries. This can be changed if required.
Sort in Ascending Order – When enabled the Pre-Enrollment List is sorted in ascending order (i.e. numerical, alphabetical, date etc).
Action after Assignment – Do you want the Add Service File or Add Service Wizard to open after the Pre-Enrollment entry has been completed?
Allow Future Pre-Enrollment Off List Date – Allow a date in the future for the Pre-Enrollment Off List Date.
Active and Inactive Fields
The fields in this list represent the required and optional fields that can appear as columns in the Pre-Enrollment List. You can choose which field is the Sorted Field (i.e. the default field the Pre-Enrollment List is sorted by) as well as which fields are In Use.
Individual Name, Reason and Service are required fields and are automatically part of the Pre-Enrollment List. They also cannot be made inactive. All other fields can be moved between Active and Inactive status depending on your agency’s preferences.
The following Individual User Defined fields can appear in the results section of the Pre-Enrolment List by being made active:
Individual Record Drop Down
Individual Drop Down 1-4
Individual Drop Down 6-11
Individual Date 1
Individual Text 1 & 5
Note: The same settings are available from the Active Fields and Inactive Fields sections on the Pre-Enrollment Setup page. You can add or remove fields from these sections as required, although you must use the Edit function to modify the Sorted Field option
Reasons Sections
Depending on your agency you may want to add different Reasons for an Individual being added to the Pre-Enrollment List. You need to have a least one Reason in the list to be able to add an Individual to the Pre-Enrollment List. A few examples include; No Worker available, Program fully booked, Waiting for specific Worker or Waiting for a specific day of the week.
Add a Reason
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page click Add.
3. Enter a Reason.
4. Click Save.
Delete/Deactivate a Reason
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page in the Reasons section click the minus (-) icon next to the Reason you want to delete.
The reason will be immediately deleted. This action is irreversible. If the reason has been used it will be moved to the bottom of the list and the have a red dot.
Activate a Reason
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page in the Reasons section click the plus (+) icon next to the Reason you want to activate.
The reason will be immediately activated. To activate a reason, you must choose a reason with a red dot.
Cancellation Reasons Sections
Depending on your agency you may want to add different Cancellation Reasons for an Individual being removed from the Pre-Enrollment List. You need to have a least one Cancellation Reason in the list to be able to remove an Individual from the Pre-Enrollment List. A few examples include; Client declined, Client unreachable, Already enrolled.
Add a Cancellation Reason
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page click Add.
3. Enter a Reason.
4. Click Save.
Delete/Deactivate a Cancellation Reason
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page in the Cancellation Reasons section click the minus (-) icon next to the Reason you want to delete.
The reason will be immediately deleted. This action is irreversible. If the reason has been used it will be moved to the bottom of the list and the have a red dot.
Activate a Cancellation Reason
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page in the Cancellation Reasons section click the plus (+) icon next to the Reason you want to activate.
The reason will be immediately activated. To activate a reason, you must choose a reason with a red dot.
User Defined Field
Here you can configure a user defined drop-down fields for use on Pre-Enrollment Entries.
Change the Field Label
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page in the User Defined Fields section click the label (default is Filter).
3. Update the Name as required.
4. Click Save.
Add Drop Down Values
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page in the User Defined Fields section click Drop Down.
3. Click Add.
4. Enter a Value.
5. Click Save.
Edit Drop Down Values
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page in the User Defined Fields section click Drop Down.
3. Click the Value you would like to edit.
4. Edit as required.
5. Click Save.
Deactivate Drop Down Values
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page in the User Defined Fields section click Drop Down.
3. In the Active Values section click the minus (-) icon next to the value you want to delete.
The value will be immediately deleted. This action is irreversible. If the value has been used it will be moved to the Inactive Values section.
Activate Drop Down Values
1. In the System Setup section select Pre-Enrollment.
2. On the Pre-Enrollment Setup page in the User Defined Fields section click Drop Down.
3. In the Inactive Values section click the plus (+) icon next to the value you want to activate.
The value will be moved to the Active Values section.
More Information
Note: The setting for adjusting how many results will display on the Pre-Enrollment list per page can be found in the Agency Setup, Settings tab in the Search Result Limit field. This will affect all search results throughout Penelope, and not just the Pre-Enrollment search results.
If you are looking for instructions on how to use the Pre-Enrollment List you may find these articles helpful: