This Service File page provides Workers with a snapshot view of a client’s Service File profile including Service File ID, Status, Start Date, Close Reason, Close Notes, Estimated Number of Sessions, Estimated Completion etc.
To edit the Start Date, End Date and Estimated Session Count of the Service File click the Edit button located in the top right-hand corner of the screen.
Worker Tip
You can quickly access the Case File of Service File member/s by clicking the Case Name (i.e. Doe Case) located directly underneath the Service File name on this page.
In this article:
How to Add a Worker to a Service File
This is a list of all Workers assigned to the Service File. To add a Worker to the Service File:
Click the Add link in the top right of the Workers section.
Choose if they will be assigned as an Other (secondary) Worker (i.e. subordinate to the Primary Worker), as the new Primary Worker (removing the original Primary Worker) or as the new Primary Worker (retaining the original Primary Worker as an ‘Other’ Worker) and then enter the Worker name. This must be done in this order.
Select whether the new Worker will be an Attending Worker (i.e. is expected to be present at Service Events).
Click Save.
How to Change the Primary Worker
To change the Primary Worker and remove the original Worker of a Service File:
Follow the instructions for How to Add a Worker to a Service File and at step 2 select As Primary (Remove Original Worker).
To change the Primary Worker and retain the original Worker of a Service File:
Follow the instructions for How to Add a Worker to a Service File and at step 2 select As Primary (Retain Original Worker).
How to Remove a Worker
To remove a Worker from a Service File:
Click the minus (-) icon located to the right of the Workers name.
A confirmation box will appear, click okay. This action cannot be reversed.
A Service File must have a Primary Worker. To remove a Primary Worker, the existing Primary Worker must be replaced. For instructions on how to do this click here.
How to Add Participants to a Service File
This is a list of the client/s enrolled in a given Service File. To add/remove Participants to the Service File:
Click the Add link in the top right-hand corner of the Participants section. This allows you to add existing members from the Case (i.e. in the event of a case with two or more family members).
To remove a participant from the Service File click the minus (-) icon beside the appropriate name. You will be asked to confirm that you want to remove the selected participant. Note: To remove the presenting participant you will need to make another participant the presenting participant first.
Presenting Issues can be added if necessary by clicking the Add Presenting Issue link. To go into a client’s Individual Profile click on their name.
Safety Concern and Financial Concern Flags
Safety and Financial Concern flags are used in Penelope to capture important information about an Individual (client) in regards to their safety and financial circumstances. The flags are displayed next to the Individual’s name throughout Penelope.
Safety concerns on the Service File are indicated by a yellow triangle next to the participant’s name. Financial concerns on a Service File are indicated by a green triangle. For more information click here.
The ‘little person’ icon located next to the participants’ name indicates that they are the Presenting Participant for the Service File.
How to Book a Service Event
Here you will see a list of Service Events (appointments) for each Service File. Each event can be accessed by clicking the event date. The list of events can be sorted alphabetically according to any column (e.g. Date, Time, Event Type etc) simply by clicking the column header.
New Service Events can be booked simply by clicking the Book New on the right-hand side of the section. You can also remove any Service Events with Booked status by clicking the Remove Booked Events link.
As of Penelope 4.16.2.0 only 20 events at a time will be displayed in the Service Events section of the Service File page. It is possible to view more events by clicking the Back/Next button located at the bottom of the events list. It should also be noted that this new functionality applies to the Groups and Informal Series page.
How to Remove a Booked Event
To remove multiple events at the same time rather than individually you can click the Remove Booked Events link located in the Service Events section. This will remove all events with a status of Booked. You will need to do this if you are closing the Service File (you are unable to close a Service File or any Group with non-resolved events) or the events are no longer occurring.
How to Close a Service File
You can close a Service File as long as there are no unresolved Service Events (i.e. events with a status of Booked). For instructions on how to close a Service File click here. You must select a date that is later than all events.
If you need to re-open the Service File click the Reopen Service File link located at the top of the page.
User Defined Tab
The user defined tab will display any configured user defined fields. Depending on your database configuration this tab may or may not appear.
Notes Tab
For more information on the Service File notes tab click here.
CMS Tab
Here you can add and/or edit information to be included on the CMS-1500 form. To add/edit information click the edit button located in the top right-hand corner of the page. The following information can be added/edited.
There is also the option to add Referring Physician information as well as Funder specific information if required.
Messages Tab
For more information on sending a message from the Service File page click here.
