Step 2. Agency Enrollment Program, Application, View Application Changes and Waitlist

This article will guide you through the creation and complete set up of your Agency Enrollment Program and show you how to view changes made to applications. Please note that some terms used for the Client Portal are defined in another article, Client Portal - Definitions of Terms Used.

Each section will provide a description of the option for which you will make a determination (YES or NO) if you would like to proceed with the option. Clicking the corresponding YES and NO options will advance you to the next relevant set of instructions or optional feature.

This article will help you determine and set up the following:

• If your organization should create an Agency Enrollment Program
• Decide if you would like individuals/clients to apply for your Agency Enrollment Program via the Client Portal 
• What (if any) specific information must be collected when individuals apply or clients reapply to your organization
• Create a wait-list for Agency Enrollment 
• Decide if individuals/clients will be automatically wait-listed when their Agency Enrollment Application is accepted 
• Determine if your Agency Enrollment Program will automatically be given a program end date or program check-up date based on the date of client enrollment 

Let's get started!

Require individuals to submit an application to be accepted into your organization?

This is an optional feature that will require individuals to become clients (be accepted into your Agency Enrollment Program) prior to accessing any other programs your organization offers.

Agency Enrollment Programs are programs in which clients must be enrolled to be considered current, active clients of your organization. Every organization is unique and may not have requirements for individuals to apply or clients to re-apply to work with your organization. 

If your organization requires individuals enroll (either initial or re-enrollment) prior to becoming an active client, select the YES option below.

If you would like to require individuals or clients to apply for your organization, select the YES option below.

If your organization does not require individuals or clients apply/re-apply for your organization, select the NO option below to advance to the next article.

YES: I would like individuals/clients to apply to become, or continue being, a client in my organization

NO: My organization does not need individuals/clients to apply to become/continue being a client in my organization

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Create Agency Enrollment Program

If you do not already have one created in eLogic Genesis, you will need to create a new Program that will serve as your Agency's Enrollment Program. 

If your Agency Enrollment Program is already created, advance to Set Agency Enrollment Program.

If you need to create your Agency Enrollment Program, follow the steps shown here under Create Program.

When finished, continue with the next step below, Set Agency Enrollment Program.

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Set Agency Enrollment Program

Now that you have created your Agency Enrollment Program, you will need to set it as such in the program's settings. Note that only one program may be designated as your Agency Enrollment Program at a time - you cannot have more than one program set as the Agency Enrollment Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and Agency Enrollment Program and click the gear to the right
4. Under Program Options, select the "Agency Enrollment Program" checkbox
5. Click Save in the bottom-right corner
6. Upon page refresh, the program you've designated as your Agency Enrollment Program will display a "home"  icon to the right of the program name
7. Continue to the next optional feature, Allow Individuals/Clients to Self-Apply for your Agency Enrollment Program via the Client Portal? below

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Allow Individuals/Clients to Self-Apply for your Agency Enrollment Program via the Client Portal?

This is an optional feature that can help streamline the program application and enrollment process. 

Your Agency Enrollment Program has a special safeguard that until an individual/client is enrolled, they will not be able to apply to any other program using the Client Portal. Once clients are officially enrolled in your Agency Enrollment Program, other program applications will become available in the Client Portal (more on this in the next article). If a client who has been assigned to you goes back and edits any information from an application that has already been submitted, you will receive a notification of the changes. 

If you would like individuals or clients to use the Client Portal to apply or re-apply for enrollment in your organization, you must make the program application available to them.

YES: I would like individuals and clients to apply or re-apply to be clients in my organization using the Client Portal

NO: I do not want individuals or clients to apply or re-apply to be clients in my organization using the Client Portal

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Enable "Client Portal Eligible" for Your Agency Enrollment Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to your Agency Enrollment Program to expand
4. Under Program Options, select the "Client Portal Eligible" checkbox
5. Click Save in the bottom-right corner
6. Continue to the next optional feature, Require Specific Information Be Collected Before an Individual Can Apply for your Agency Enrollment Program? below.

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View Application Changes

The View Application Changes feature gives a setting that will give you a notification if a client's application has been changed.  This will allow the case manager to review the changes made to program applications, employment, and budgetary information to make sure they were legitimate and necessary.  Assessments and Forms are not able to be edited after they've been submitted. This setting must be turned on to allow for the notifications. 

Enable Application Change Notifications 

1. Click the notification button in the upper right of the window
2. Click Notification Settings 
3. Locate the Nofications tool bar and click the Program Applications tab
4. Locate the Application Status Changes box and click to toggle the method you wish receive your notifications. 

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View Application Settings 

1. Click the Programs/Apps tab in the tool bar. 
2. Click Applications 
3. If an application has been changed, there will be a blue View Changes button in the Status Column. 
4. Click the View Changes button and an overlay will appear to view the changes.
5. Click through the Application tool bar to view changes made in each client tab 

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Require Specific Information Be Collected Before an Individual Can Apply for your Agency Enrollment Program?

This is an optional feature that will require certain information be entered in the eLogic Genesis record prior to client enrollment in your organization. 

Whether individuals apply for your organization via the Client Portal or if a staff member creates the application for the individual, you can require certain personal information be entered into the individual's eLogic Genesis record. Until all required information has been entered, the Agency Enrollment application cannot be submitted or approved and the individual cannot yet be accepted into your organization.

Required information for programs includes the following options:

• Specific demographic information
• Assessment(s) be conducted and finalized
• Relevant form(s) be filled out and electronically signed
• An indication if the client is or is not employed
• Any supporting documentation/files

YES: I would like to collect specific required information prior to individuals applying for, or being accepted into, my organization

NO: My organization does not require any information from the individual prior to applying or being accepted into my organization

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Set Required Data for Agency Enrollment Application

The steps to set required data that will ensure individuals provide necessary information when applying to your organization are found in this article. Follow the steps under "Create Program Application" and indicate required data for each section.

When finished, return to this article and continue to Create Waitlist for Agency Enrollment? below.

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Create Waitlist for Agency Enrollment

This is an optional feature that will help ensure "first come, first serve" when onboarding new clients into your organization.

You can create a waitlist for your Agency Enrollment Program that will enable staff to manually wait-list and accept individuals/clients into your organization. 

Without a waitlist, there are no additional safeguards as to how many new and existing clients your organization can onboard or re-enroll.

As each organization is set up differently, waitlists may or may not be an appropriate tool for you to utilize.

YES: I would like to create a waitlist for my Agency Enrollment Program

NO: I do not want to create a waitlist for my Agency Enrollment Program

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Create Waitlist for Agency Enrollment Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to your Agency Enrollment Program 
4. Under Program Settings, select the "Use Waitlist" checkbox
5. Click Save in the bottom-right corner
6. Continue to the next option, Set Program Capacity and Automatically Wait-list Clients below

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Setting Agency Enrollment Program Capacity or Automatically Wait-list Clients

This is an optional feature that will help control the number of new clients who are being onboarded at any given time.

Once you create a waitlist for your Agency Enrollment Program, you have the ability to set an enrollment capacity.

Setting an enrollment capacity for your Agency Enrollment Program ensures that if the enrolled client count meets or exceeds your organization's overall client capacity, any other individual or client whose Agency Enrollment application is accepted will automatically be placed on the waitlist. 

Program capacity can be set to any desired number. Any clients accepted into your organization at or over the set capacity will be wait-listed.

If you wish to monitor all new or existing clients who meet your organization's enrollment requirements prior to being enrolled, you have the ability to automatically waitlist all who qualify.  

Once waitlisted, clients will need to be manually accepted from the waitlist by staff to be enrolled in your Agency Enrollment Program.

YES: I would like to wait-list individuals/clients who qualify for my organization only when we are at capacity

YES: I would like all individuals/clients to be automatically wait-listed when their application to my organization is approved

NO: I do not want to set a capacity for my organization which will allow individuals to skip the waitlist to become and clients to remain a client of my organization

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Set Agency Enrollment Program Capacity

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to your Agency Enrollment Program 
4. Under Program Settings and to the right of the "Use Waitlist" checkbox, enter the desired client capacity in the Capacity text field
5. Click Save in the bottom-right corner
6. Continue to Require Clients to Reapply to Your Organization at Set Intervals below

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Automatically Waitlist All Clients Whose Agency Enrollment Application is Accepted

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to your Agency Enrollment Program 
4. Under Program Options and to the right of the "Use Waitlist" checkbox, enter a zero in the Capacity text field
5. Click Save in the bottom-right corner
6. Continue to Require Clients to Reapply to Your Organization at Set Intervals below

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Require Clients to Reapply to Your Organization at Set Intervals

This is an optional feature that will automatically assign a program end date based on the date the client was enrolled.

If your organization requires clients to reapply to maintain their client status at regular intervals (i.e.: every year, every two years, every six months, etc.), you have the option to automatically set a client's enrollment in your Agency Enrollment Program to end after a designated number of days.

When this Default Program Length is set, eLogic Genesis will automatically apply a program end date to the client's program when they are enrolled. This is an optional feature that can be beneficial to ensure client enrollment is kept up to date.

YES: I would like to set a Default Program Length to my organization's Agency Enrollment Program, requiring clients to reapply to remain clients

NO: I do not want my organization's Agency Enrollment Program to have an automatically generated End Date when a client is enrolled

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Set "Default Program Length" for Your Agency Enrollment Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to your Agency Enrollment Program 
4. Under Default Program Length (Days), enter the number of days you wish a program to last before expiring in the text field
5. Click Save in the bottom-right corner
6. Continue to the next optional feature, Automatically Create a Checkup Reminder When Enrolling New or Re-enrolling Existing Clients? below

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Automatically Create a Checkup Reminder When Enrolling New or Re-enrolling Existing Clients?

This is an optional feature that will automatically assign a program checkup date based on the date the client was enrolled.

Similar to establishing a Default Program Length for your Agency Enrollment Program, you can also set a Default Checkup Date that can help both staff and clients stay current with the client's status within your organization by automatically setting a Checkup Date.

Program Checkup Dates auto-generate notifications via eLogic Genesis, email, or both to staff and clients, making this a useful tool to help monitor client enrollment in your organization. 

YES: I would like to set a Default Checkup Date for my organization's Agency Enrollment Program, helping both my staff and clients to revisit organization enrollment

NO: I do not want my organization's Agency Enrollment Program to have an automatically generated Checkup Date when a client is enrolled

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Set Default Checkup Date for Agency Enrollment Program

1. Click Agency Admin from the system navigation bar
2. Click Programs/Applications
3. Locate and click the next to your Agency Enrollment Program 
4. Under Default Default Checkup Date (Days), enter the number of days after client enrollment you wish a checkup notification be delivered to staff and clients
5. Click Save in the bottom-right corner

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You have completed the setup for your Agency Enrollment Program!

The next article will guide you to set up your organization's other program applications as they will (or will not) be available to your clients using the Client Portal.

Click here to continue to continue