Brief Description: This configuration key allows a county to set a restriction on group notes that limits the programs available in a group note to only those a client is enrolled in.
Details: When creating a group, SmartCare asks you for a default program. When a service for this group is created, all services for all clients will be associated to this program. Sometimes, a client may attend a group where they are not enrolled in that program. If a county is ok with this, then this configuration key can be set to “No”. If a county wants to make sure that the service associated with the client is associated with a program the client is enrolled in, setting this configuration key to “Yes” will cause the system to validate the client’s enrollment in the designated program. If the client is not enrolled in the program that the service is connected to, a validation error will popup, alerting the user to this. The user will NOT be able to sign the service for this client until the service is associated with a program the client is enrolled in. This can be done by enrolling the client in the program that the service is associated with OR changing the program the service is associated with to one the client is already enrolled in.
Default Value: Yes
This means that the system will not allow a user to sign a group service note for a client when the service is associated with a program the client is not enrolled in.
Allowed Values: “Yes”, “No”
Selecting “No” will turn off this validation, allowing clients to have a group service for a program they’re not enrolled in.
Example: Chester is running a group for 5 clients. The default program for the group is the South County Clinic program. Two of these clients, Nancy and Hiram, aren’t currently enrolled in the South County Clinic program. When Chester goes to write his group notes, the South County Clinic is automatically chosen as the service’s program for each client.
Value = “Yes”: Chester tries to sign his notes and gets a validation popup indicating that 2 clients, Nancy and Hiram, aren’t currently enrolled in the South County Clinic. Chester determines that Nancy was supposed to be enrolled, but Hiram isn’t. Chester changes Hiram’s service program to the North County Clinic program, which he knows Hiram is enrolled in. Chester enrolls Nancy in the South County Clinic program using Client Programs and Program Assignment Details. Back on the group service details screen, Chester is now able to sign his notes and complete his services.
Value = “No”: Chester signs his notes. He does not get a validation, because his county is ok with clients not enrolled in the default program (or another program) attending these groups.
- Last Updated: April 18, 2025