This article explains how to record and edit the unique units of a service in a client record in Clarity Human Services.
This article is for the new Clarity interface. For the current interface article, please click this link. Screenshots and description will be updated as features are released.
Overview
Service items represent unique units of a service that can be recorded in a client record. Service items can be recorded as a stand-alone service at the agency level (under the SERVICES tab), within a program enrollment, or both (depending on how the service is configured).
Attendance-based services can also be recorded in the Attendance Module; refer to Managing Attendance Services in the Attendance Module for details.
Notes:
- All service items, whether recorded at the agency level or within a program enrollment (or both), are configured at the agency level.
- Refer to Additional Service Item Settings for details on additional configuration options available when editing a service item.
Recording Service Items
Before you can record a service item for a client, you must first navigate to the list of service items that are available to provide for the client, either at the agency level or from within a program enrollment.
At the Agency Level (Stand-Alone Services)
In the client record, click the Services tab on the left sidebar, then click the Add icon. A list of service items appears.
From within an Enrollment (Program Services)
Locate the enrollment in the client's Program tab on the left sidebar. Click on the program to open the enrollment.
Within the enrollment, click the Services tab and then click the Add icon. A list of service items appears.
Notes:
- You can only access service items within an enrollment if the enrollment is active (i.e., an exit has not been recorded for the enrollment).
- You can record service items during or after enrollment (but before exit).
- The ability to record service items within another agency's program enrollment depends on that program's Cross Agency Service setting.
From the list of services, click the name of the service item you want to record and then click Next.
- If the Category contains multiple service items, you will also need to click the name of the service item you want to record.
Fields will appear for you to complete.
All service items have a date field (or fields) and a Service Note field.
- Service items configured with a "Long Term" or "Daily Attendance" Delivery Type will have a Start Date and End Date.
Note: For SSVF financial assistance, the Long Term and Daily Attendance date fields are labeled Event Date of Financial Assistance and End Date of Financial Assistance.
- Service items with a Delivery Type of "Multiple Attendance" or "Single Event" have just one date field, which the system will record as both the Start Date and End Date for the service item.
Note: For SSVF financial assistance:
- For Single Event service items, the event date is labeled Event Date of Financial Assistance.
- For Multiple Attendance, the date is labeled Date of Financial Assistance.
Note: You cannot add a date that is before January 1, 1970, or after January 1, 2038.
If Group Placement Options is enabled for the service item, you can record the service item for other household members.
Depending on a service item's configuration, the following additional fields may appear:
- Funding
- Time Tracking
- Accounts
- Employment
- Reservation Management
Funding
Some service items will include fields for funding information, displayed according to the service item's Funding configuration:
- Expense Amount: either an adjustable or a pre-determined amount that cannot be modified, based on the Default Amount and Adjustable settings within the service item configuration
- Expense Date: user-selected date associated with the funding source
- Funding Source: either a picklist or a pre-selected funding source, based on the Automatically Charge and Adjustable settings within the service item configuration. If a picklist is provided, it will include all the agency's active funding sources that have Direct Expenses enabled and have a Fund Amount that is currently greater than 0. For services provided at the program level, the only funding sources included in the picklist will be those that are actively assigned to the program.
When you record a service item for multiple household members, the Expense Type setting determines whether the expense amount will be applied once or if it will be applied for every family member who receives the service item.
For Daily Attendance or Multiple Attendance services recorded from the SERVICES tab or the Provide Services tab, the HISTORY tab for clients receiving the service item will show the Expense Amount listed. (For Daily Attendance or Multiple Attendance services recorded from the Attendance module, the system will only show the Expense Amount next to the Expense Date if Charge per Attendance is enabled.)
Time Tracking
If Time Tracking is enabled for service items with a Service Category of "Case Management," you will see Time Tracking fields when you record the service item. This feature lets you track how much time you spend providing the service.
Accounts
If Account Required is enabled for a service item, you will need to select a vendor from a drop-down list when recording the item.
Employment
If Employment Placement is enabled for a service item, you will see fields for entering the client's Hourly Wage, Hours Per Week, Position, and Employer.
Reservation Options
For information about recording services with Reservation Options, see Making and Managing Reservations.
Automatic Service Placement
If Auto Service Placement is enabled for a program, the system automatically records services to a client record immediately upon program enrollment.
Deleting, Viewing, and Editing Service Items
Service items that have been recorded in a client's record are listed in the client-level HISTORY tab. You can also see the service item in the program-level History tab if you recorded it within an enrollment.
Deleting
To delete a service item, edit the service, and then click the item's trash can icon.
Note: You cannot delete a service item from within the program-level History tab.
Viewing and Editing
To view a service item, click on the name of the service. To edit a service item, click on the name of the service and then click its Edit icon in the Service details.
The details for that service item will become editable.
Refer to our Additional Service Item Settings article for details on additional settings such as Expiry Warning, Authorization lock, etc. Note that Attendance services have unique configurations that can be edited in the client record history.
For users who are switched into an agency that is different from the one that provided the service, the system will hide the following functions:
- Add icon for adding a new expense.
- Edit and Delete (trash can) icons for existing expenses
Edit as needed, then click Save.
Published: 09/17/2024