Staff members appear in the Assigned Staff section in three ways: through a program enrollment, being assigned as Case Manager in a referral, and being assigned as Navigator in a Community Queue referral.
The Care Team and Assigned Staff work very closely. For more information about the Care Team, please refer to our Care Team article.
Note: The ability to add a staff member to a client's Assigned Staff depends on primary agency versus additional agency access, as illustrated in this example:
- Other staff with primary access to Agency A can add Mary to the client’s Assigned Staff.
- No one whose primary agency is Agency B (other than Mary) can add Mary to the client’s Assigned Staff.
Assigning Staff Members to an Enrollment
When a staff member records a program enrollment in a client record, the system automatically adds the staff member to the Assigned Staff/Care Team section. These staff members remain in the Assigned Staff section until the enrollment is exited. When a user is set as an Assigned Staff member for enrollment, any clients associated with the enrollment will display in the Caseload tab’s Active Caseload section. Multiple staff members can be assigned to an enrollment.
A user can assign any staff member within their agency to an enrollment. All of the conditions that apply to the initial Assigned Staff member will apply to additional staff members. These conditions include the client displaying in their Active Caseload and Status Due tab and receiving Program Auto-Exit and Assessment Due Warning notifications. There is no limit to the number of Assigned Staff members for enrollment.
To assign a staff member to an enrollment, edit the enrollment history, either from the History tab or the Programs tab of the client record. Click the edit icon next to the enrollment to which you would like to add additional staff members.
The panel to the enrollment’s right displays the Assigned Staff, which you can edit by clicking the edit icon.
You can select multiple staff members by clicking the checkbox next to each name. You can also remove the staff member automatically assigned during enrollment.
When a staff member is selected as the Navigator in a Community Queue referral, the system automatically adds that staff member to the Assigned Staff section. These staff members remain in the Assigned Staff section until the referral is re-assigned, and the Status is changed to Denied, Expired, or Completed.
To assign a staff member as a Navigator, edit the Community Queue referral and click Assign Navigator within the referral.
Changes to Assigned Staff will be tracked in the program enrollment Audit Log.
Assigning a Case Manager
When a user assigns a staff member as the Case Manager in a program referral, the system adds that staff member to the Assigned Staff section. These staff members remain in the Assigned Staff section until the referral Status is changed to Denied, Expired, or Completed. These clients will also display in the Case Manager section of the Caseload tab.
To assign a staff member as a Case Manager, edit the program referral, and select the appropriate staff member.