How do I do an Intake / Referrals process

Prep Work (only needed for initial set-up)

• Setup the Program(s) you wish to enroll people in, found in the Resources menu
• Configure the Intake Form, found in the Reference Libraries in the Configuration menu
• Create the Account Roles, found in the System menu
• Make the new Intake Form the default for the Account Role
• Set up the PreScreener Questions and Logic Rules for the Account Referrals, in the Account Type Configuration
• Assign users to the Account Roles
• Test

New Prospects / Client Accounts

Complete the Intake Process

• Click on the imPowr Logo if you are not on the MyDashboard screen

• Click New Client on the Workflows in the left side of the MyDashboard screen

• Fill out the New Client Intake form First and Last Name, and Date of Birth (DOB) required fields (fields with a blue bar)

• Click the “Quick Check for Duplicate Names” to see if the person is an existing account or a new one

  • If the client does not already exist in the system, fill out the remaining required fields and any other optional fields - most of the information filled out in here will be captured in the client’s profile when the client account is created
  • if the client already exists in the system, please cancel out of the Intake Form and refer to steps for Existing Clients, listed below

NOTE: when filling in the Marketing Information, if the Source is an Organization, capture the organization and contact information and add them to imPowr when you get a chance (Organizations, Non-Client Accounts), so their information can be reported on

• Fill out the required Prescreening Questions at the bottom of the Intake Form (depending on the answer to each question, the person may qualify to be considered for your program, based on the PreScreening Logic Rules that you set up in Configuration)
• Click’ Proceed to Next Step’ in the upper right corner of the screen
• The New Account will be validated - Click ‘Proceed to Next Step’
• Confirm the Completion (the system indicates what it will be doing next – i.e., what account(s) will be created) - Click ‘Confirm’
• The Account will now be created in imPowr - at this point, your intake process has been completed

Consider the Prospect for your program

You are now in the newly created Client Account – Send a Referral for Program Consideration

• Click Apply to save the account profile and remain on the same screen
• Click the identified candidate button in the upper left corner of the account profile (this gets set depending on the responses entered as compared to the logic identified for the PreScreening questions)
• Update the Candidate status by clicking the Candidate button in the upper left-hand corner of your screen and selecting ‘Send a referral and set status to Referral Sent’
• Click Proceed
• Enter any optional comments you want included on the referral email which will be sent
• Click Proceed - the Candidate button will immediately be changed and will indicate the referral has been Sent
• Click Save to exit out of the account

You will be brought back to the New Client Intake form - Optionally click ‘Cancel’ to exit the form

The referral you sent has been documented in the Referrals List – Update the information

• Access the Referrals in the Engagement menu, under the Client Events section
• Click on the name of the client you just created
• Select referral Purpose by choosing from the drop-down menu
• Select the Response Expected date
• Optionally add any comments to the referral
• Optionally attach any file or add any notes to the referral
• Save the referral – the Client is now being considered for enrollment in your program

Maximus or whatever approving authority you need to work with

Submit the application to the approving authority you need to work with

When a response is received from the approving authority that the Client was approved for the program…

Update the Referral with the Prospect’s application status

• Access the Referrals in the Engagement menu, under the Client Events section
• Change the status to Accepted (or whatever status you wish from the drop-down list)
• Set the date the Response was received
• Save the referral

The Prospect has now been accepted to the program, but must now be assessed for possible enrollment into the program, as a Client

• While still in the Referrals List, click on the Prospect’s name to access their account

• Once their Account Profile opens, Click ‘Edit’ in the upper right-hand corner of the screen

• Click the + in the Programs section on the right side of the screen (you might have to expand that section to see the +; if you do not see a +, make sure you are in Edit mode)

• Select the appropriate program from the Program list

• Click Select to select that Program

• Click Apply to activate the checklist which was set up for program enrollment related questions

• Complete the responses to the questions in the Enrollment Checklist (check the box ‘Done’ if any of these items apply)

• Review the responses and decide whether to enroll the Prospect in your program

• Set the Status based on your decision (select from the drop-down list)

• Update the Application/Referral field to reflect the date of the referral

  • If Approved for Enrollment, select the Approval/Acceptance date
  • Leave the Approval/Acceptance date field blank if the person is not being enrolled

• If the Billing has been authorized, select that date

• Select the Service Start date for the date when the Client is beginning the program

  • Select the Termination/Exit date if the person is not being enrolled in the program

• If the program is only being approved for a set time, for example, if Medicare only pays for a certain number of days, enter the Authorization End date (and either enter the Service End Date or hold-off until the Client leaves the program and enter the Service End Date at that time)

• Click Save - You are now all done enrolling them in the program

You will be brought back to their account

• Click Save to save the account - you are now completely done with the referral/intake process. You have created a Client Account in imPowr, and you have possibly enrolled them in the program (you can view the program intake and the referral in their account profile if so desired – you can also look at Programs (under the Resources menu) and see the clients in that program, along with their statuses).

Existing Clients

Create an Internal Referral – Refer the Client as a Prospect for one of your programs

• Click on the imPowr Logo if you are not on the MyDashboard screen
• Click ‘Quick Refer Internal’ on the Workflows in the left side of the MyDashboard screen
• Select the Client
• Select the Program
• Click Submit
• Confirm the Referral by selecting ‘Create the referral(s) and notify the primary contact via email (when specified)’
• Click Proceed

Update the information in the Referral

• Access the Referrals in the Engagement menu, under the Client Events section
• Click on the Name of the client you just created
• Select the Response Expected date
• Optionally add any Comments to the referral
• Optionally attach any File or add any Notes to the referral
• Save the Referral - this now indicates that the client is being considered for the program

Maximus or whatever approving authority you need to work with

Submit the application to the approving authority you need to work with

When a response is received from the approving authority that the Client was approved for the program…

Update the Referral with the Client’s application status

• Go back into the referral

• Change the status to Accepted (or whatever status you wish from the drop-down list)

• Set the date the Response was received

• Save the referral the referral

• Click on the Client’s name to access their account

• Click Edit

• Click the + in the Programs section on the right side of the screen

• Select the program from the Program list

• Click Select

• Click Apply to activate the checklist - this will allow you to do an internal assessment of the client

The Client has now been accepted to the program, but must now be assessed for possible enrollment into the program

• While still in the Referrals List, click on the Client’s name to access their account
• Once their Account Profile opens, Click ‘Edit’ in the upper right-hand corner of the screen
• Click the + in the Programs section on the right side of the screen (you might have to expand that section to see the +; if you do not see a +, make sure you are in Edit mode)
• Select the appropriate program from the Program list
• Click Select to select that program
• Click Apply to activate the checklist which was set up for program enrollment related questions
• Complete the responses to the questions in the Enrollment Checklist (check the box ‘Done’ if any of these items apply)
• Review the responses and decide whether or not you wish to enroll the Client in your program
• Set the Status based on your decision (select from the drop-down list)
• Update the Application/Referral field to reflect the date of the referral
  • If Approved for Enrollment, select the Approval/Acceptance date
  • Leave the Approval/Acceptance date field blank if the person is not being enrolled in the program
• If the Billing has been authorized, select that date
• Select the Service Start date for the date when the Client is beginning the program
  • Select the Termination/Exit date if the person is not being enrolled in the program
• If the program is only being approved for a set time, for example, if Medicare only pays for a certain number of days, enter the Authorization End date (and either enter the Service End Date or hold-off until the Client leaves the program and enter the Service End Date at that time)
• Click Save - You are now all done enrolling them in the program

You will be brought back to their account

• Click Save to save the account - you are now completely done with the referral/intake process (you can view the program intake and the referral in their account profile if so desired).

Click the imPowr Logo to go back to the home screen to wait for the next referral