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Setup Which Programs Skip Requested Status and Are Auto-Enrolled

As described in the article “Setup Which Dispositions Will Allow for Program Entry”, when Program and Program Status Date are entered in a disposition, SmartCare will create a program assignment record for the client in that program under Requested status, with the Program Status Date as the Requested Date. Counties may choose to instead have a client skip the requested status and move straight to enrollment status for specific programs. The following steps provide information on how to set up auto-enrollments for specific programs. Please note that this is program-centric, not disposition-centric. This means that if the program is entered in the Program field of the disposition, regardless of what disposition is selected, the system will automatically add a program assignment record to the client in Enrolled status for that program with the Program Status Date as the Enrolled Date.

CalMHSA does not manage this recode, as this is program-specific, which in turn is county-specific.

  1. Navigate to the Recodes (Administration) list page.
    1. Click on the Search icon.
    2. Type in “Recodes” in the search bar.
    3. Click to select “Recodes (Administration)” from the search results.
  1. Select “AutoEnrollClientinProgramonDisposition” from the recode list.
    1. If there are already recodes, you can select any that use this recode category.
  1. This should open the Recode Details screen. Add the programs in the Recode Details section using the Program Id.
    1. Enter the Code Name. CalMHSA recommends this be the program name.
    2. Enter the State Date of when you want the program to begin automatically enrolling clients.
    3. Enter the Integer Code Id (the Program Id) of the program.
    4. Click Insert.
    1. This will add the recode to the Recode List. Repeat steps a-d until all appropriate dispositions are added.
    2. Click Save.

To find the Program Id

  1. Navigate to the Programs (Administration) list page.
  1. Select your Program from the list.
  1. This will bring you to the Program Details screen. Hover over the information icon in the upper right corner to view the Program Id for this program.

Updated 9/20/24