When adding an Individual (client) to Penelope using the Intake Wizard, a Case is automatically created at the same time. The Case is considered pending until the Individual (client) has been enrolled in one or more services.
There are two ways of enrolling an Individual (client) into a service:
This tutorial covers the Add Service File Wizard. For information about the Add Service File function click here.
You can easily enroll an Individual (client) in a service using the Add Service Wizard. The Add Service Wizard allows you to view a list of Workers who are able to provide a particular service, you can then choose which Worker should be assigned to the service. You can also book the first Service Event (appointment) for the Individual (client) when using the Wizard (optional).
If you are enrolling an Individual (client) in a Group program you must use the Add Service File feature instead.
Penelope version 4.21.1.0 and above – When using the Service File Wizard it is now possible to add a Video Session Link as a location.
Enroll a client in service using the Add Service Wizard
About the Add Service Wizard
If you add a client to your Penelope database using the Intake Wizard, a Case is automatically created for the client at the same time. The Case is considered pending until the client has been enrolled in one or more services. You can then enroll a client in a service using the Add Service Wizard.
The Add Service Wizard allows you to see a list of workers who are able to provide a particular service so you can choose which worker should be assigned the case. You can also book the first appointment for the client at the same time using this feature. Note: If you are enrolling a client in a Group program, you must use the Add Service File feature instead.
PREREQUISITE Prior to using the Add Service Wizard feature, availability must be configured for applicable workers. To learn how to set your availability, see the Set your availability tutorial here: https://intercom.help/ssgpenelope/en/articles/5183825-setting-your-availability
STEP 1: LAUNCH ADD SERVICE WIZARD
From the client’s Case page, click Add Service Wizard
STEP 2: CHOOSE A SERVICE
From the Service drop-down, select the service you want to enroll the client in. The schedule below will populate with a list of workers that can provide the selected service and who have set their availability.
If required, select any other Criteria (for example, Site, Qualification, etc.) to narrow the list of available workers and click View. The schedule will re-populate with a list of workers that can provide the selected service, who have their availability set and who match any other new criteria you’ve selected.
STEP 3: SELECT THE PRIMARY WORKER
In the schedule, click anywhere on the grid next to the worker that you’d like to choose then click Next
STEP 4: ADD DIAGNOSIS CODES
Note: Depending on how your Penelope database has been configured, the heading label for Diagnosis Codes may vary. For example, your may see Problem Areas, Presenting Issues, ICD-10, etc. headings. On the Participants tab, type up to three Diagnosis Codes as applicable to your client.
STEP 5: (OPTION A)
To assign the client to the selected worker without booking the first appointment, on the Event Details tab, click Assign. After you finish: The Service File opens and you can proceed with your agency’s processes or next steps.
STEP 5: (OPTION B)
To assign the client to the selected worker and book the first appointment, complete the following tasks:
On the Event Details tab, enter details for the first appointment including: • Start Time • Duration • Repetition, if necessary • Description • Event Site • Event Type • Cart Items
Click Book. After you finish: The Service File opens and you can proceed with your agency’s processes or next steps.
Managing conflicts
To manage any scheduling conflicts that occur, please visit: