Program History (Individuals) and Participation History (Services: Programs or Residences)

Applies To Version(s): 4

1 Overview
2 Requirements/Dependencies
3 Individuals Portal: Program History
4 Services (Programs or Residences): Participation History
5 Managing Registrations Using the Program History Form
6 Warning Messages & How To Resolve Them
7 Individual and/or Program or Residence Cannot be Edited on an Existing Program History Item
- 7.1 Individual Cannot be Edited on an Existing Program History Item
- 7.2 Program or Residence Cannot be Edited on an Existing Program History Item
8 About the Residence and Programs Fields on the Individual's Profile
9 About Inactive Individuals
10 See Also

Overview

There are two ways to manage Individuals' registrations to Services (Programs or Residences) on your ShareVision site:

On the Individuals Portal, you will manage Individuals' registrations to a Service using Program History
On the Program or Residence Portal, you will manage Individuals' registrations to a Service using Participation History

There are 3 registration statuses:

Waitlist
Current
Exited/Discharged

These statuses are determined by the date(s) that are filled in on the Program History Form:

This article will provide you with the steps required to manage an Individual's registration(s) in your Services using both the Program History and the Participation History.

Requirements/Dependencies

On your ShareVision site, you will need to have added:
- Individuals
  and
- Services (Programs or Residences)
For Individuals that are already receiving Services from your agency, the actual Start Date for when they joined the Service(s)

Individuals Portal: Program History

Here are the steps to access Program History on the Individuals Portal:

Select the Individuals Portal in the Quick Start Menu
Select the Individual whose registration you need to create or update
Select Program History in the Quick Start Menu
The Individual's Program History list will be displayed

More information about how to manage an Individual's registration, refer to the Managing Registrations Using the Program History Form (section below).

Services (Programs or Residences): Participation History

Here are the steps to access Participation History on the Programs Portal:

Select the Programs Portal in the Quick Start Menu
Select the Program that you want to review or update the registration
Select Participation History in the Quick Start Menu
The Program's Participation History will be displayed. Individuals will be listed in one of 3 sections:
1. Waitlist
2. Current
3. Exited/Discharged

About the Residences Portal

The same process / steps apply for Participation History on the Residences Portal. The only difference when managing an Individual's registration on the Residences Portal is that an Individual can only be Current (or Active) in one Residence at a time.

More information about how to manage an Individual's registration, refer to the Managing Registrations Using the Program History Form (section below).

Managing Registrations Using the Program History Form

The steps below provide how to manage registrations using the Program History Form. The form works the same way regardless of where you access it from. That is, if you add or edit the Program History form from Program History on the Individuals Portal or from Participation History on the Service (Program or Residence) Portal, it will update the Individual's registration.

Adding an Individual to a Waitlist (Optional)

Adding an Individual to a Waitlist is optional. When registering an Individual in a Service (Program or Residence), the waitlist allows you to keep track of individuals who are waiting for availability in the service. For instance, if a Program can provide assistance to 25 individuals and there are already 25 current (or active) individuals in the Program, then you can add any additional individuals who would like to join the Program to its Waitlist.

To add an Individual to a Waitlist, on the Program History page on the Individuals Portal, select the Add Program History button. Alternatively, on the Participation History Page on the Programs or Residences Portal, select the New button
If you are adding the new Program History Form from the Individuals Portal >> Program History, you will need to select the Program or Residence. If you are adding the new Program History Form from the Programs or Residences Portal >> Participation History, you will need to select the Individual.
Enter the Referral Date on the Program History Form
Select Save

Viewing Individuals on the Waitlist

After you have saved the Program History form, the individual will be on the Waitlist for the selected Service (Program or Residence). When viewing the Program History for the Individual in the Individuals Portal, any Program History item that only has a Referral Date indicates that the Individual is on the Waitlist for that Service (Program or Residence). When viewing the Participation History for a Service (Program or Residence), Individuals that are on the Waitlist will be listed in the Waitlist section for that Service.

Adding an Individual to a Service (Program or Residence) - Individual Not on the Waitlist

An individual can be added to a Service (Program or Residence) without first being placed on the Waitlist. If the Service can accommodate the individual, then they can be registered into the Service.

To add an Individual to a Waitlist, on the Program History page on the Individuals Portal, select the Add Program History button. Alternatively, on the Participation History Page on the Programs or Residences Portal, select the New button
If you are adding the new Program History Form from the Individuals Portal >> Program History, you will need to select the Program or Residence. If you are adding the new Program History Form from the Programs or Residences Portal >> Participation History, you will need to select the Individual.
Enter the Start Date on the Program History Form
Select Save

Adding an Individual to a Service (Program or Residence) - Individual on the Waitlist

For an Individual that is on a Waitlist for a Service (Program or Residence), you can add them to the Service either from Program History on the Individuals Portal or from Participation History on the Programs or Residences Portal.

Adding a Waitlisted Individual from their Program History on the Individuals Portal

Select the Individuals Portal in the Quick Start Menu
Select the Individual whose registration you need to create or update
Select Program History in the Quick Start Menu
The Individual's Program History list will be displayed
Select the Program History item that you would like to add the Individual to as a Current (or Active) participant. Note: The Program History item should have a Referral Date only. If the Program History item has either a Start Date or an Exit Date, then they are not currently on the waitlist for the program or residence.
Select Edit
Enter a Start Date
Select Save
Once the Individual that was on a Waitlist has been added as a Current (or Active) participant in the Program, the Program History item will appear as follows:

Adding a Waitlisted Individual from Particpation History on the Programs or Residences Portal

Select the Programs Portal in the Quick Start Menu
Select the Program that you want to review or update the registration
Select Participation History in the Quick Start Menu
In the Waitlist section of the Participation History page, select the Individual that is on the waitlist who will be added to the Service (Program or Residence) as a Current (or Active) participant.
Select Edit
Select the Start Date
Select Save
Once the Individual that was on a Waitlist has been added as a Current (or Active) participant in the Program, the Program History item on the Participation History page will appear as follows:

Viewing Current (or Active) Individuals in a Service (Program or Residence)

After you have entered a Start Date and saved the Program History form, the individual will be a Current (or Active) participant for the selected Service (Program or Residence). When viewing the Program History for the Individual in the Individuals Portal, any Program History item that only has a Start Date and no Exit Date indicates that the Individual is a Current (or Active) participant for that Program. When viewing the Participation History for a Service (Program or Residence), Individuals that currently registered in the Service (Program or Residence) will be listed in the Current section for that Service.

Current (or Active) participants in a Service (Program or Residence) are also listed on the Program or Residence Details page which is the page that is displayed when a Program or Residence is selected.

Exiting or Discharging an Individual from a Service (Program or Residence)

For an Individual that is a Current (or Active) participant in a Service (Program or Residence), you can exit or discharge them from the Service either from Program History on the Individuals Portal or from Participation History on the Programs or Residences Portal.

Exiting or Discharging an Individual from their Program History on the Individuals Portal

Select the Individuals Portal in the Quick Start Menu
Select the Individual whose registration you need to create or update
Select Program History in the Quick Start Menu
The Individual's Program History list will be displayed
Select the Program History item that the Individual is being exited or discharged from. Note: The Program History item should have a Start Date and no Exit Date.
Select Edit
Select the Exit Date
Select Save
The Individual's Program History list will be displayed and the Service they were exited or discharged from will have an Exit Date.

Exiting or Discharging an Individual from the Participation History on the Program or Residence Portal

Select the Programs Portal in the Quick Start Menu
1. Select the Program that you want to review or update the registration
2. Select Participation History in the Quick Start Menu
Scroll down to the Current section.
Select the Program History item for the Individual that is being exited or discharged.
Select Edit
Select the Exit Date
Select Save
The Individual will now be added to the Exited/Discharged section on the Participation History page.

Viewing Exited or Discharged Individuals from a Service (Program or Residence)

After you have entered an Exit Date and saved the Program History form, the individual will be a exited or discharged from the selected Service (Program or Residence). When viewing the Program History for the Individual in the Individuals Portal, any Program History item that has an Exit Date indicates that the Individual was exited or discharged from that Service.

When viewing the Participation History for a Service (Program or Residence), Individuals that have been exited or discharged from the Service (Program or Residence) will be listed in the Exited/Discharged section for that Service.