View resources assigned and assign additional resources from the Goals/Notes page by clicking the "View Resources" button at the bottom of the page:
Note: Resources and Services your agency provides must first be added to the system, after which they can be selected and assigned (or given) to participants using the Resource Check‐In portion of the tool or the Add Resources section shown below.
Click "View Resources" to be directed to the Resources page: (see below)
The main table shows any resources already given to the participant and will indicate either all resources given across the continuum or just the resources given from the logged in agency, depending on the selection.
The Summary bar will indicate a total, in monetary terms, for the value of the items given.
To assign a new resource to a participant, click "Add Resources" at the bottom of the page.
1. Click the drop down arrows to choose the category
2. Choose the Resource from the resource drop-down menu.
3. Add the value of the item given and volunteer hours and rate
Note: The section in the lower right (3) regarding quantity, value, etc. is optional to help quantify the value of the items/services being given to participants. Those are often used for resources such as groceries, items, tokens, etc.
- The status defaults to Completed meaning the participant has received the item(s).
- Modified indicates the participant has been given a modified version of the resource.
- In Process means you are waiting for the items
- On Hold mean you are waiting for the items or waiting for another provider to respond.
- Verified means you have confirmed the resource is needed, but have not met the need.
4. Click "Add Resource to List" to add multiple resources in one session. These populate in the center list as they are added. Otherwise, click "save" and it will be recorded for the participant.
Note: Click "Save" and the Note Editor will pop up. This is where notes regarding the resource provided can be added. These will appear on the resources screen as well as the Goals and Notes screen.
There may be a default message in the notes screen indicating the value of items given for that session. This note can be modified by selecting the current note and making the necessary changes. Otherwise, click "Save" on the Note Editor screen and the default note will be saved.
After saving, the Resources screen will appear detailing the items given along with a Summary at the top of the page. Click on "Return to Goals/Notes" or use the fly‐out menu in the upper left of the screen to navigate anywhere in the system.
The Check‐In module is useful for facilities that welcome a large number of participants in a short period of time (such as night shelters), or need to check‐in and distribute a large number of resources quickly (such as food pantries).
The process of checking‐in and assigning resources is designed to be quick and easy. If you choose to enter the Check‐in module from the dashboard:
3. Click on "select" next to the name of the person being checked-in.
NOTE: Click on the participant NAME to receive large detail screen to verify that person's information. Click "Select" to enter their record.
Click "Yes, Check‐In" to be routed to the Check‐in Screen. Then click on the items being distributed to the participant and move to the next participant.
1. On the left is the list of resources available for check-in.
2. The "Rules" column is where the rules display that governs whether a participant is eligible for a resource or not.
3. (example) A participant may only be eligible to receive food once per week. Or there may be a rule allowing 2 bags of groceries for a (1) or (2) person household and 4 bags of groceries for a (3) to (4) person household. The system knows. based on visits recorded and household members whether they qualify for the resource and will display eligible resources in GREEN and ineligible resources in RED.
4. Click "Check In" to assign the resource to the participant (or check them in for that resource) and it will be recorded in their record.
5. Finally, there may be times when the rules do not apply or need to be altered for a particular situation. To the end, clicking on the "Overrides" link will show the system user if any case manager has indicated an override authorization, OR they can put a new override record into the system.
Tip: Remember, to view all resources that have been given to a participant, visit the Items/Services link from the fly‐out menu.