A Service is a task performed for or on behalf of a Client, or a tangible item provided to a Client. Each Service has a Name, a Unit of Measure (dollars, hours or minutes, count), a Value, and an Associated Date. Services can be grouped together in a Service Group. Services and Service Groups are not required for a ClientTrack implementation but are generally recommended. Services are often associated with Grants or Programs.

Services can be restricted to one or more security organization. For example, a Financial Services Service Group may contain Services such as Financial Assistance, which is measured in dollars, Financial Counseling, which is measured in hours or minutes, or Financial Workshop participation, which is measured in a count of attendance.

Services are delivered Directly or Indirectly. A Direct Service is a Service provided to an identifiable Client, usually enrolled in a Program. An Indirect Service is provided to a non-identifiable potential client, such as individuals participating in a public seminar or outreach activity.

Services can be recorded individually or in multiples, depending on the need.

Recording an Individual Service for a Client

1. Navigate to the Client Workspace and find the Client in question. From the Client's dashboard, select Services from the Client Management Menu Group.

2. This will show you the Client Services form, which displays a history of all Services recorded in the system for this Client. Select Add New Service in the right-hand corner to proceed.

3. The Client Services form will prompt you to enter information about the Service being provided to this Client. The Grant field is used to link the Service to the Grant for reporting purposes, while the Enrollment field selection will be used to determine the episode of Service.

4. Enter the Units of Measure and Value for the Service you've selected from the dropdown list, along with any applicable Reason, Goal, Referral/Action Plan, Associated Need/Barrier, and any Comments.
5. There is also a section for Turn Away Reason if this individual is denied the Service being entered.
6. Once all information for this Service has been entered, select Save to finish.
7. Now that the Service has been entered, it will display on the Client Services form, where it can be Edited or Deleted, if necessary.

Quick Services

The Quick Services option allows you to record multiple Services for a Client simultaneously. This form can be accessed by under the Services Menu Group or on the Client Services form.

Creating Quick Services

1. On the Quick Services form, select the appropriate Services Screen filter and Grant or Enrollment from the dropdown menus.

2. Enter the Provider Name or search for the Provider using the Find icon.
3. Record each Service provided to the Client by checking the checkbox next to the appropriate Service.
4. Enter the number of Service Units provided, along with the Unit Value. Depending on your Organization's setup, the Unit Cost may auto-fill.
5. Once all Services and their Units have been recorded, select Save.
6. After you have entered all necessary Services, select Save & Close.

Service Authorizations

A Service Authorization is the identification of specific Services that are intended to be provided to a Client over a specified period of time and with a specified frequency. Each Service Authorization can have different statuses, including Pending, Approved, or Denied.

Creating a Service Authorization

1. Navigate to the Client Workspace and find the Client in question. From the Client's dashboard, select the Client Management Menu Group, followed by the Services Menu Group. Then select Service Authorizations.

2. The Service Authorizations form will display all current Service Authorizations for this Client.
   Select Add New Service Authorization to proceed.

3. On the form, identify the Funding Source via the Fund fields, as well as the Service Code and the Begin and End Date.

4. Enter the Individual Service Instance information, including Units of Measure, Units, and Unit Value.
5. Complete the Recurrence information and select Next to proceed.
6. The next page will ask for Authorization Details including Reason and Goals. Once these have been entered, as necessary, select Finish.
7. Once the Service Authorization is complete, it can be Edited or Deleted, if needed.

Service Eligibility

The Service Eligibility option on the Services Menu assists the case manager in determining Client eligibility for certain Services. The program uses inputs from the system administrator during setup to determine Client eligibility based on Client Assessments and Barriers.

To Access Service Eligibility

1. Navigate to the Client Workspace and find the Client in question. From the Client's dashboard, select the Client Management Menu Group, followed by the Services Menu Group. Then select Service Eligibility.

2. The Service Eligibility form displays Services and corresponding Client eligibility as determined by parameters created by the system administrator.