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

Owned by Lisa Barnett
Last updated: Mar 05, 2024
15 min read

Applies To Version(s): 4


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:

  1. Waitlist
  2. Current
  3. 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: 

  1. Select the Individuals Portal in the Quick Start Menu 
  2. Select the Individual whose registration you need to create or update
  3. Select Program History in the Quick Start Menu
  4. 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: 

  1. Select the Programs Portal in the Quick Start Menu 
  2. Select the Program that you want to review or update the registration
  3. Select Participation History in the Quick Start Menu
  4. 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. 

  1. 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 
  2. 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. 
  3. Enter the Referral Date on the Program History Form
  4. 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. 

  1. 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 
  2. 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. 
  3. Enter the Start Date on the Program History Form
  4. 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 

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

  5. 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. 

    Do Not Select Add Program History If the Individual is on the Waitlist for the Service (Program or Residence)

    For Individuals that are already on a Waitlist for a Service (Program or Residence) that you would like to add them as a Current (or Active) participant, do not select the Add Program History button. Select the existing Program History item and select Edit. 

    If the Add Program History button is selected and a new Program History item is added for a Service (Program or Residence) where the Individual is already on the Waitlist, the system will automatically guide you to editing the existing Program History item. For more information about how the system will help guide you to editing an existing Program History item, please review Adding a New Program History item For a Service (Program or Residence) Where the Individual is Already on the Waitlist in the Warning Messages & How to Resolve Them section below.

  6. Select Edit 
  7. Enter a Start Date 
  8. Select Save
  9. 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 

  1. Select the Programs Portal in the Quick Start Menu 
  2. Select the Program that you want to review or update the registration
  3. Select Participation History in the Quick Start Menu

  4. 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.

    Do Not Select New If the Individual is on the Waitlist for the Service (Program or Residence)

    For Individuals that are already on a Waitlist for a Service (Program or Residence) that you would like to add them as a Current (or Active) participant, do not select the New button. Select the existing Program History item and select Edit. 

    If the New button is selected and a new Program History item is added for a Service (Program or Residence) where the Individual is already on the Waitlist, the system will automatically guide you to editing the existing Program History item. For more information about how the system will help guide you to editing an existing Program History item, please review Adding a New Program History item For a Service (Program or Residence) Where the Individual is Already on the Waitlist in the Warning Messages & How to Resolve Them section below.

  5. Select Edit 
  6. Select the Start Date
  7. Select Save
  8. 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 

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

  5. 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.

  6. Select Edit 

  7. Select the Exit Date  

  8. Select Save 

  9. 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 

  1. 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
  2. Scroll down to the Current section. 

  3. Select the Program History item for the Individual that is being exited or discharged. 

  4. Select Edit 

  5. Select the Exit Date 

  6. Select Save 

  7. 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. 


Warning Messages & How To Resolve Them

Your ShareVision site has been designed to help guide you through the stages (Waitlist, Current (or Active) and Exited/Discharged) of the registration process. At times, warning messages may appear. Please review the information below for details about each warning message and how to resolve them. 

Dates Not Entered

When you save a Program History Form, the system will automatically check to see if you have entered a date in any of the date fields on the form (Referral Date, Start Date and/or Exit Date). If no date has been entered in any of these three fields, the following error message will be displayed: 

Select Close and enter a date on the form. Then, save the form again. 


No Individual Wizard Permissions Have Been Set Up

If Individual Wizard Permissions have not been set up for the selected Service (Program or Residence) and you add an individual to this Service, the following warning message will be displayed if the ShareVision Site Administrator has not disabled the message: 

If you select Cancel Form, then the Program History Form will be cancelled and the Individual will not be added to the Service either on the Waitlist or as a Current (or Active) participant. If you select OK Save, then the Individual will be added to the Waitlist or as a Current (or Active) participant.

Please review the Individual Wizard Permissions knowledge base article to learn more about this feature.


Adding a New Program History item For a Service (Program or Residence) Where the Individual is Already on the Waitlist

When adding an Individual to a Sercie (Program or Residence) where they are already on the Waitlist, if the Add Program History button is selected on the Program History page in the Individuals Portal or the New button is selected on the Participation History Page, a warning message to let you know that the Individual is already on the waitlist for the Service (Program or Residence) will appear. 

You have 2 options: Select the link to 1. Edit the existing Program History item or to 2. Select Close. 

  1. Edit the existing Program History item:
    1. If you select the link to Edit the existing Program History item, the new Program History item where you either selected the Program or Residence or the Individual and entered a Start Date will be automatically cancelled by the system.
    2. The existing Program History item with the Referral Date will be displayed. 
    3. Enter the Start Date.
    4. Save the Program History changes. 
    5. The Individual will now be a Current (or Active) participant in the Service (Program or Residence). 

  2. Select Close:
    1. If you select close on this warning message, the message will disappear.
    2. The new Program History item where either selected the Program or Residence or the Individual and entered a Start Date will be displayed. 
    3. We recommend that you cancel the form. 
    4. Next, locate the Program History item for the Individual, Service (Program or Residence) with only a Referral Date. 
    5. Edit that Program History item to add the Start Date.
    6. Save the changes. 
    7. The Individual will now be a Current (or Active) participant in the Service (Program or Residence). 




Removing a Start Date on an Existing Program History Item

If you edit a Program History item from either the Program History page on the Individuals Portal or the Participation History page on the Program or Residence Portal that has a Referral Date and you delete the Start Date,


a warning the following warning will appear when you select Save: 

You have 2 options: 1. Select Save or to 2. Select Cancel. 

  1. Select Save:
    1. If you select Save, the Program History item will be saved without the Start Date and because the Program History item that was edited had a Referral Date, the Individual will added to the Waitlist for the Service (Program or Residence).
      Note: If the Program History item did not have a Referral Date, the following warning will be displayed:

  2. Select Cancel:
    1. If you select Cancel on this warning message, the message will disappear.
    2. If the Individual should still be a Current (or Active) participant in the Service (Program or Residence), re-enter the Start Date.
    3. Save the Program History item and the Individual remain as a Current (or Active) from the Service (Program or Residence).


Removing an Exit Date on an Existing Program History Item

If you edit a Program History item from either the Program History page on the Individuals Portal or the Participation History page on the Program or Residence Portal and you delete the Exit Date,  


a warning the following warning will appear when you select Save: 

You have 2 options: 1. Select Save or to 2. Select Cancel. 

  1. Select Save:
    1. If you select Save, the Program History item will be saved without the Exit Date and the Individual will be a Current (or Active) participant in the Service (Program or Residence).

  2. Select Cancel:
    1. If you select Cancel on this warning message, the message will disappear.
    2. If the Individual shouldn't have been exited or discharged from the Service (Program or Residence), re-enter the Exit Date.
    3. Save the Program History item and the Individual remain Exited or Discharged from the Service (Program or Residence).





Individual and/or Program or Residence Cannot be Edited on an Existing Program History Item

Individual Cannot be Edited on an Existing Program History Item

When editing a Program History item from either the Program History page on the Individuals Portal or from the Participation History page on the Program or Residence Portal, the Individual cannot be edited or changed. If the Program History needs to be edited for a different Individual, you will need to navigate to that Individual's Program History item for the specific Program or Residence and modify that Program History item. 


Program or Residence Cannot be Edited on an Existing Program History Item

When editing a Program History item from either the Program History page on the Individuals Portal or from the Participation History page on the Program or Residence Portal, the Program or Residence cannot be edited or changed. If the Program History needs to be edited for a different Program or Residence for the Individual, you will need to navigate to that Individual's Program History item for the specific Program or Residence and modify that Program History item. 

About the Residence and Programs Fields on the Individual's Profile

The Programs and Residence that an Individual is a Current (or Active) participant in are displayed on their Profile. 

When the Profile is edited, the Programs and Residence fields are read-only. They cannot be edited as changes to any Service (Program or Residence) for an Individual must be made using Program History or Participation History.  




About Inactive Individuals

When an Individual is exited from all Services (all Programs and Residences), the system will automatically set them to Inactive. 

  • An inactive Individual will not have any Programs or a Residence listed on their profile:




  • If your ShareVision site has the Individuals Portal Filtering Settings enabled, Inactive Individuals can be displayed in the list of Individuals by seleting either Show All or Show Inactive: 


See Also

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