Add Client to Waitlist for Placement
Provider Offer
Add a Provider Offer
Offer Room to Client
Client/Facility Response to Offer - Accepted or Rejected
Outcome - Placed, Removed or Suspended
Once the Client is Placed
Add Client to Waitlist for Placement
1. Log a referral with the appropriate Referral Type and Referral Reason to activate your team’s waitlist
2. With the referral open, click on the pink button
3. Click on Insert a row
4. Select the appropriate Waitlist you wish to add your client to
5. Complete Waitlist Entry Screen
Date Put Onto W/L: Date the client was eligible for W/L
W/L Status: ON WAITING LIST – REGISTERED
Reason on W/L: AWAITING PLACEMENT
Priority: as per your team’s definitions
Notes: Indicate relevant information about the client’s needs/requests up to 50 characters. Entries will be included in the reports. NOTE: These notes are not part of the clinical note and should just be transitory notes. All other clinical details should go in casenotes.
6. Click Accept Changes and Save
Provider Offer
Provider Offer is used to record facility room availability and the client’s response to being offered the room.
Room Identifiers display in the Options Tree.
Red = Pending, no offer made to client
Orange = Offer Made to client but no client response yet
Green = Offer accepted by client but client is not yet placed
Provider Offer dates affect funding and statistics. Ensure
- Provider Offer dates affect funding and statistics. Ensure dates are correct before accepting them because once accepted they can’t be modified!
Add a Provider Offer
1. Click the button on the Waitlist Provider Offer toolbar
2. Select appropriate Provider from the Matching Wait list picklist
- Room identifier: Use the “room number” syntax established by your program to enter room identifier.
- Location: select appropriate location from picklist
- Date of offer: Date provider told you about the bed
- Date available: Date room/offer is available
- Care level: Not being used at this time.
- Room types offered: Click appropriate tick boxes or Not Applicable
3. Press F12 to Save.
If there are client matches, a list of matching clients displays (client name only). Run the WL Matched Clients’ Report for a detailed view of client particulars before offering the room.
Offer Room to Client
- Ensure dates are correct before because once accepted they can’t be modified!
1. After reviewing the WL Matched Clients’ Report select the eligible client from the Clients matching provider offer window
2. Click the Offer to client, window pops up
- Date client notified of offer: enter the date of offer (once you click accept you won’t be able to make changes)
- Notification in writing?: Tick if applicable to your Team
3. Add notes as per your program guidelines
4. Click Accept Changes
- The clients name will appear in the Current Client Offer Details section
Client/Facility Response to Offer - Accepted or Rejected
1. Click Client response
- Date of reply: Enter the appropriate date
- Offer Accepted?: If the offer was NOT accepted, remove the tick mark – Reason offer rejected and Rejection outcome become mandatory.
Outcome - Placed, Removed or Suspended
If the client is placed, removed or suspended:
1. Click Offer outcome, the Offer outcome - entry window appears
2. Update the following fields:
-
Date of Outcome: Defaults to today’s date
- ENSURE YOU HAVE THE CORRECT DATE! Once you accept you cannot go back and change it.
- Outcome: Select the appropriate outcome from the picklist
3. Click Accept Changes and F12 to Save
Once the Client is Placed
1. In Central Index, change client's address and phone number to the facility address/phone number
2. Enter facility in External Agencies / Other Professionals in Client's Contacts
- If you're placing someone into Long-Term Care or a temporary Long-Term Care, DO NOT change the address