When a client is referred to a program, this is documented in SmartCare as a Program Assignment in Requested status. Once a client has engaged with the program, meaning going through any necessary intake process, the client is considered Enrolled, and the Program Assignment status should be changed. Having the ability to document that the client has been referred, but not yet engaged, is a good way to keep track of current referrals to your program.
To view a list of clients who are in requested status, you’ll want to use the Program Assignments list page. This list page is behind CDAG protections, so you won’t be able to see any data for programs outside of your CDAG, unless the client has signed a Coordinated Care Consent. More information about this list page can be found at How to See Which Clients are Associated With Your Program.
Use the filter “Status” to only view clients in “Requested” status. Leave the date fields blank. If you enter date fields, the system will only return clients who have a “Requested Date” within that range, rather than a list of all clients who were in “Requested Status” during that date range.
This will provide you a list of all clients who are currently in the Requested status. From here, click on the link in the Status column to edit the client’s program assignment record.
Each client’s record must be updated individually. There is not a way to change the status of multiple client program assignments at once.
When the Client Doesn’t Engage
Many clients who are referred to a program don’t end up engaging. Eventually, the program closes out this referral. This is documented in SmartCare by updating the client’s program assignment record to status “Discharged”. The client does NOT have to have an Enrollment Date in order to be discharged. A client who has a Requested Date and a Discharged Date is one who was referred but never engaged. This data point can be used for reporting purposes.