Category Archives: General

Un-enrollment from PCAP

A client may be un-enrolled for a number of reasons. There are two categories of un-enrollment: false enrolls and withdrawals. See Section Five of your Alberta PCAP Manual for more information.

In Penelope, you can indicate if a client is un-enrolled from the program using a form specific to Penelope called “Un-enrollment from PCAP”.

How to complete the “Un-enrollment from PCAP” form:

Video demo:

Step-by-step instructions:

1. Find the client’s PCAP service file page through “My Caseload” or by doing a search for the client and accessing their PCAP service file page.

Make sure the top corner says “PCAP”.

2. Find “Documents” on the menu on the right side of the PCAP service file page. Select “Un-enrollment from PCAP” from the drop-down menu.

3. Enter the document date and select the client’s name in “For Service Participant”. Click anywhere off of the text bar to load the rest of the document.

4. Answer the document questions.

Notes

  • Date of un-enrollment may be backdated.
  • Reasons for un-enrollment include false enrolls and other withdrawal reasons.
  • Select “Other” if you cannot find your client’s un-enrollment reason. Enter the reason in the text-box that appears beside the drop-down menu.
  • Date of last contact is an optional, but useful field if you know the date.
  • Provide more details in the “Comments” section.

5. Click “next” to the Signatures page.

6. Sign the appropriate signature lines using the following instructions. NOTE: Only the PCAP Supervisor should “sign” the second line. The PCAP supervisor must access the form from their account.

a. If you completing the form and are NOT the PCAP Supervisor, select the check-box by “Form completed by” and enter the date. Click “finish”. Inform your supervisor that they will need to “sign” the form (see 6c.)
b. If you are the PCAP Supervisor completing the form, select BOTH check-boxes to fill your name in both signature lines. Enter the dates.

c. If you are the PCAP Supervisor that needs to sign the form (that someone else has completed), use the following steps:

i. Find the client.

ii. Go to client’s Case page and/or click the PCAP service file.

iii. Under “Documents” (on the right-hand side of the page), click the blue link that reads “Un-enrollment from PCAP”.

iv. Click the “edit” button at the top of the page. A box should appear to edit the document.

v. Look through the information to ensure it is correct. Make changes as necessary. Click “next”.

vi. Find the signature line that says “PCAP Supervisor”. Click the check-box above it. Your name should appear on the signature line. Enter the date.

vii. If you are certain that all information is correct, select the box that says “Lock revision”. (If you select “Lock revision”, the document cannot be modified in the future).

viii. Click “finish”.

How to sign the “Un-enrollment from PCAP” form if you are a Supervisor:

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FAQ-Anonymous Services

Q: Why can’t I add ASIs in the Anonymous Services?

There is a new method of adding ASIs. See here: How to add Intake Service Files and ASIs

If you are unable to add the Intake Service File, it may be because you do not have the proper permissions. Only Supervisors, Administrative Assistants, and some volunteers have access to the Intake Service File. If you require special permission to access the Intake Service Files and the ASIs, have your site supervisor contact me.

Adding Intake Service Files and ASIs

Adding an Intake Service File uses the same steps as adding the PCAP Service File for a new client.

See this video demonstration:

(If the video does not appear the first time, try “refreshing” the page).

Once you add the Intake Service File, adding the ASI is like adding any other document.

Adding the Intake Service File

1a. If the client is new and/or is not yet in Penelope, add the client by using the “Intake Wizard”.

intake wiz pcap id

1b. If the client is already in Penelope, but does not have an Intake Service File, locate the client and go to their Case page.

  • Method 1: Use the “search” button at the top of the page to find the client. Click on the client’s Case Name.

search page case name

  • Method 2: If you are the client’s Primary Worker, find the client’s name on your homepage under “My Case Load”. Click on the client’s Case Name.

my caseload case name

2. Use the “Add Service File” link to set up the Intake Service File.

case page add service file

  • For the Primary Worker, select your site’s PCAP Supervisor
  • Change the Start date to the day that the Intake ASI – Part A interview was done.

add intake service file

Adding ASIs

3. From the Intake Service File, you may add the Intake ASIs using the drop-down menu under the “Documents” heading.

BOTH Part A and B of the Intake ASI will go into this service file (as they become available).

intake service file

PCAP IDs

What is a PCAP ID?

  • 6-digit number that used instead of a client’s name in Penelope
  • The first 3 numbers is your site number (provided by the system administrator).
  • The last 3 numbers identify the client (provided by your PCAP Supervisor).

How to use the PCAP ID

When entering a new client in Penelope, enter the first three digits of the PCAP ID into the “First Name” field (ie. site number). Then, enter the last three digits into the “Last Name” filed (ie. client number). This way, when the client’s case is created, they can be identified by their client number.

Ex. Client Jane Doe comes from site 123. The supervisor assigns Jane Doe as client 789. Jane’s client number is 123789. Jane’s

PCAP Mentor should complete the Intake Wizard as follows:

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Jane’s case is then called 789 Case.

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You can change the name of the case so that it shows the WHOLE client number. Go to the case page, click “Edit” to change the case name.

We strongly encourage programs to adopt this numbering system for confidentiality and consistency. If you would like help with changing your existing clients to a numbering system, contact the Quality Analyst.

Dates in Penelope

Adding clients

Case open date – date that PCAP consents are signed – ie. when the service started!

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Service start date –  see above (yes, they should be the same date!)

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Adding documents

Document date/date form completed –  date that the document was completed;  For Intake ASIs, this is the date of the interview. For biannuals, this is the date when the biannual was completed (or the current date if you are filling the biannual out directly online).

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Start/end of 6 month period (biannuals) – These dates should reflect exact 6 month intervals based on the service start date (ie. date that consent was provided and Intake ASI was completed). If you are a few days or weeks late with a biannual, report on the 6 month period as outlined by these dates NOT up to the date you do the biannual. This is for consistency in reporting periods.

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How to print documents

1. Locate the document you want to print, whether it be biannual, or ASI.

2. Click the blue link of the document you want to print. You will be taken to the document summary page.

Documents menu in client's Service File

3. From the document summary page, locate and click the “Print” button. It is on the right hand side of the page, underneath the question mark (“help”) icon. A new window should pop-up with a printable version of your document.

printdocbutton

4. From the printable version of your document, either a) click the PCAP logo on the left hand corner of the pop-up window, or b) press “Ctrl” + “P” on your keyboard. This will bring up the print dialogue box, where you can change your print options and print.

printlogo

Alerts

Alerts are set up to remind you whenever a client’s service file ages approximately 6 months (182 days). The 182 days is based on the service file start date. Both the primary worker, and the site supervisor will receive the alert.

The alert will appear regardless of whether you have already entered a biannual for that 6-month period. If you have recently entered a client that has been in PCAP for longer than 6 months, you may receive multiple alerts indicating the service file age. (ex. You may receive both the 6-month and 12-month alert if the client has been in the program for a year already)

The alert will appear on your home page under “My Tasks”.

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To view the alert, click on the link. It will take you to a page with further description:

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Click “edit” in the top right-hand navigation bar to change

  • the due date
  • whether the task is completed or not (select the checkbox to indicate if the task is complete)
  • the priority of the task
  • the description of the task

To clear the individual task/alert, you can click “delete” in the top right-hand navigation bar.

If you have many clients, sometimes there will be more alerts than initially visible on your home page. Click “more” (underneath “My Tasks”) to see more alerts. You can also delete all the alerts at once, when you are done with them. Click “select all” at the bottom of the “My Tasks” menu, so that a check-mark appears in all the boxes. Then click “Delete”.

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You can print a summary of your alerts by clicking “Print” at the bottom of the “My Tasks” box. A separate window will appear with a printable version of the list. Hit “Ctrl” + “p” on your keyboard to print the window.

Quick conversion chart

  • 182 days = 6 months
  • 364 days = 12 months
  • 546 days = 18 months
  • 728 days = 24 months
  • 910 days = 30 months
  • 1092 days = 36 months