Agency Admin - Agency Settings

To learn more about the Source: Inherit / Source: Own button, see Agency Admin - eLogic Network.

Topics covered in this article: 

• Agency Settings - The Basics
• Default Fields
• Mandatory Fields
• Hide Intake Fields
• Client Intake Report Fields
• Email Referral Fields
• Network Referral Fields
• Custom Fields
• Privacy Groups
• Percentage of Poverty (PoP)
• Announcements

Agency Settings - The Basics

The Agency Settings tab is the rightmost tab available under Agency Admin. If you do not see this tab after clicking Agency Admin, click the three dots in the sub navigation bar to expand and display Agency Settings.

The Agency Settings tab is home to various features available in eLogic Genesis. This area contains controls for client record intake fields, default demographic fields for Client Intake Report Fields, which data fields are included in client referrals, Custom Fields library and creation tool, Privacy Group management, the Percentage of Poverty calculation table, and Announcements.

Default Fields

If your organization serves or operates within a single State, County, City, or Municipality, you may find the Default Fields feature useful. The information you enter in Default Fields will automatically populate into client records upon new client record creation and in existing client records (unless data already exists in the client record). Default Fields help to ensure these data points are documented consistently.

Setting Default Fields

1. Click Agency Admin from the system navigation bar
2. Click Agency Settings
3. Default Fields are shown
4. Enter:
   • State
   • County
   • City
   • Zip
5. System saves automatically

All set Default Fields will populate in all newly created client records and existing client records (if the field doesn't already have data entered) - navigators will still be able to edit these intake fields in client records.

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Mandatory Fields

Any System or Custom intake field can be made mandatory, ensuring that required client data is being collected.

Only when selected mandatory fields have been satisfied will a navigator be able to schedule/conduct an assessment or assign a quick or scale service.

Selecting Mandatory Fields

1. Click Agency Admin from the system navigation bar
2. Click Agency Settings
3. Click the Mandatory Fields tab listed on the left
4. Toggle between system Demographics and Custom Fields for additional intake field options
   
5. Locate and click each intake field you wish to be required upon client intake
   • Selected fields will turn orange
   • Click selected fields again to remove as a mandatory field
6. System saves automatically

Any fields selected as mandatory will not be available to hide using the Hide Intake Fields tab below until they are made non-mandatory. Any fields hidden using the tab below will not be available to be made mandatory until they are no longer hidden. Example: if a user has hidden the Birth Date field, the Birth Date intake field option is disabled and cannot be made mandatory here, and vice versa.

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Hide Intake Fields

Some intake fields have multiple fields grouped together. Use the Hide Intake Fields tool if you wish to include some intake fields from a group, but hide others. For example, the "Basic" information demographic option available in client records contains multiple data fields including: additional name fields, a secondary email field, and multiple fields for phone numbers, to name a few. If you wish to remove any of these fields from client records, use the Hide Intake Fields feature to hide those fields.

1. Click Agency Admin from the system navigation bar
2. Click Agency Settings
3. Click the Intake Fields tab listed on the left
4. Locate and click the intake fields you wish to be hidden on client intake
   • Removed fields will turn orange
   • Click the field again to include the field on client intake

Any fields previously selected as mandatory will not be available to hide until they are made non-mandatory. Any fields hidden here will not be available to be made mandatory until they are no longer hidden. Example: if a user has made the Birth Date field mandatory, the Birth Date intake field option is disabled under Hidden Intake Fields and vice versa.

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Client Intake Report Fields

Use this feature to set default Demographics available in Client Intake Reports. When a navigator adds Demographics to their Client's Intake Report, the screen overlay will automatically have the selected default fields selected. Navigators are able to change the Demographic selections when they run the report, however, setting default fields can streamline creating this report.

1. Click Agency Admin from the system navigation bar
2. Click Agency Settings
3. Click the Client Intake Report Fields tab listed on the left
4. Locate and click the fields you wish to be automatically selected on Client Intake Reports
   • Selected fields will turn orange
   • Click selected fields again to remove as a default field on Client Intake Reports

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Email Referral Fields

The Email Referral Fields selection tool enables you to select all intake fields, Standard or Custom, you wish to include when a client is referred via email. Email Referral Fields must be selected for client data to be referred. These intake fields cannot be changed by the navigator making the referral.

1. Click Agency Admin from the system navigation bar
2. Click Agency Settings
3. Click the Email Referral Fields tab listed on the left
4. Locate and click each intake field you wish to be included in client email referrals
   • Selected fields will turn orange
   • Click selected fields again to remove from email referrals

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Custom Fields

Create Custom Fields to capture additional client information. Custom Fields can be added to client intake and/or electronic forms and can be reported on using Custom and Ad Hoc Reports. You can also inherit your parent group's Custom Fields by clicking the Source button to read Source: Inherit.

To learn how to create, edit, manage, and delete Custom Fields, see Agency Admin - Custom Fields. 

If you prefer video walkthroughs, see VIDEO: Agency Admin - Custom Fields.

View Custom Fields

1. Click Agency Admin from the system navigation bar
2. Click Agency Settings
3. Click the Custom Fields tab listed on the left
4. All existing Custom Fields are listed
5. Locate the existing Custom Field and click the  settings icon to see details

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Privacy Groups

Privacy Groups are assigned to  case notes upon note creation. Only navigators who are within a Privacy Group can see the Privacy Group option in the drop-down list.

Privacy Groups ensure that confidential, sensitive, or medical information can be documented in client  case notes while maintaining information privacy and HIPAA compliance. Only those individuals within a specific Privacy Group have access to specific case notes, keeping private client information private. For example, while a Substance Abuse Specialist could share the same Roles and Permissions as a Behavioral Health Specialist, assigning a Privacy Group to a case note could prohibit them from seeing each other's sensitive case notes.

Though Agency Admins control Privacy Group creation and assignment, they cannot view case notes that have been assigned to a Privacy Group. 

To learn how to create, edit, manage, and delete Privacy Groups, see Agency Admin - Privacy Groups.

View Privacy Groups

1. Click Agency Admin from the system navigation bar
2. Click Agency Settings
3. Click the Privacy Groups tab listed on the left
4. All existing Privacy Groups are listed

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Percentage of Poverty (PoP)

The Percentage of Poverty (PoP) table in eLogic Genesis is automatically updated annually to reflect each years' Federal Poverty Guidelines. These guidelines are used in client budgets to establish individual and family percentage of poverty. We recommend that Agency Admins do not interact with or change these numbers, however you do have the option to if your organization requires custom thresholds. 

View Percentage of Poverty (PoP) Table

1. Click Agency Admin from the system navigation bar
2. Click Agency Settings
3. Click the Percentage of Poverty (PoP) tab listed on the left
4. Percentage of Poverty calculations are displayed in the table

Update Percentage of Poverty (PoP) Table

We recommend that Agency Admins do not interact with or change these numbers as they are automatically updated annually to reflect each years' Federal Poverty Guidelines. However, if your organization requires custom thresholds, you can manually update these numbers by following the steps below.

1. Click Agency Admin from the system navigation bar
2. Click Agency Settings
3. Click the Percentage of Poverty (PoP) tab listed on the left
4. Click the Source: Inherit button so it reads Source: Own
5. Make any appropriate Threshold changes as it corresponds to Family Size
6. System will save automatically

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Announcements

Announcements make it easy to send in-app messages to staff members in your organization. If you are an Admin for a Network, you can also send Announcements to organizations within your Network. See Agency Admin - eLogic Network to learn more about Network Announcements.

Announcements appear in the bottom right corner of eLogic Genesis and can be dismissed by clicking the X.

To learn how to publish, edit, manage, and un-publish Announcements, see Agency Admin - Announcements.

If you prefer video walkthroughs, see VIDEO: Agency Admin - Announcements.

View Announcements

1. Click Agency Admin from the system navigation bar
2. Click Agency Settings
3. Click the Announcements tab listed on the left
4. Draft and Published Announcements are shown

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