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”.
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.
- 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.
2. Use the “Add Service File” link to set up the Intake 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.
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).
Click on the picture to see a bigger version.
- Click “edit” to change, add, or delete any information in the gray sections including the Service File start date. (Note: It is important that this date accurately reflects the client’s PCAP start date for biannual alerts).
- You may associate more workers with the service file by clicking “Add” in the “Workers” box (light blue). Here, you can also change the client’s Primary Worker.
- Biannuals will be stored in the “Documents” box on the right-hand side of the page.
- To view a client’s individual profile from the service file page, click on their name under the “Participants” list (dark blue box). Ex. “Jane Doe”
- To view a case file from the service file page, click on the case file underneath the name of the case (in the gray section). Ex. “Doe Case”.
When a client has all biannuals entered (6-month to 36-month), their service file can be closed. This ensures their case file no longer shows up on their primary worker’s home page under “Case Load”.
Even though the service file is closed, the client’s biannuals may still be viewed.
1. Search for the client.
2. Go to the client’s case profile.
3. Look about halfway down the page at the “Service File” section. By default you will only see open service files. Click “All” to see closed service files.
Click “All” to see open AND closed service files.
When “All” is selected, closed service files are visible and are indicated by a red dot.
4. To view the closed service file and the documents in it, click on the name of the service file.
When a worker enters a new client into Penelope using the Intake Wizard, they create a CASE FILE for the client. The CASE FILE is identified by the client’s last name. Ex. Client is 123456, CASE FILE name is 456 Case. The CASE FILE acts like a folder that holds individual client information and service file information.
Adding a CASE FILE for a client also creates an INDIVIDUAL PROFILE for them. Numerous INDIVIDUAL PROFILES or “CASE MEMBERS” can be added to a CASE FILE if multiple members of the same family receive services from that agency. For our purposes, CASES will have only one (primary) CASE MEMBER – the PCAP woman.
Each CASE FILE should also have at least one SERVICE FILE. The SERVICE FILE stores information like about the particular service. We create SERVICE FILES for the Intake, PCAP (progress), and Exit of a client. These SERVICE FILES can be linked to a “Primary Worker” and will hold the documents pertaining to each of these stages.
Case File Page with Service Files Added