How to Transfer and Discharge an Individual

There may come a time when an Individual to which you are providing service may Transfer to another location within your organization or may need to be Discharged from services.  

Transferring is generally used with an Individual is moving from one residential site to another residential site where services and Funding Streams are the same.  This would not be used for an Individual moving from Day Habilitation to Residential or Day Habilitation to Community Development Services.  Best practice in those situations would be to Discharge the one Program and then Add the new Program.  Please review the functions of both Transfer and Discharge as listed below.  As always the Help Desk is available to support you if you are not sure which direction to take.

As a reminder, the Transfer and Discharge Summary are very customizable.  Check out this Link to see exactly what can be done.

Click to watch video on how to transfer

Click to watch video on how to discharge

Transferring

1. In the Individual Profile, select the Program tab.
2. Find the Program from which you want to discharge the person from and click Discharge.
3. On the Transfer Screen, enter the Date/Time and select Planned or UnPlanned and select the green Pick New Program icon.
4. The organization's hierarchy will appear for you to find and select the new location.  Pick the new location and click the Select Program icon.
5. Back on the Transfer screen you will want to select both the Transfer All Services box and the Move funding stream box. Then select the Map Funding Stream icon  
6. Here you will see the currently assigned Funding Stream and the available Funding Streams at the new location.  Usually during a transfer an Individual will be receiving the same Funding Stream at the new location.  If you do not see the correct Funding Stream, please consult with your System Admin to ensure that Funding Stream can be provided at the new location and next would be to have the System Admin Add the Funding Stream to that location first.  This process will require you to Cancel your Transfer procedure until the Funding Stream has been entered and then start over.  If the Individual is in fact supposed to receive the a different Funding Stream and it is listed below, simply select that Stream and click Done.
7. The action will return you back to the Transfer screen.  There will be no need to select the Move un billed attendance or to Notify the Pharmacy.
8. Then complete the rest of the Transfer Summary as you desire and select Transfer.
9.   A pop up will appear for you to confirm your desire to complete the Transfer.  Once completed the Individual will now appear associated to the new location.  The Individual will also have a new Attendance calendar for each Funding Stream at the new location.
10. System Admins may see the icon and the potential to Remove the previous Calendar in the Attendance Module.  System Admins will not want to Remove the calendar as all the Attendance data for every month will be deleted.  When the following month is reached Staff will no longer see the old location's Funding Stream calendars.  The Remove Calendar feature is available for other reasons.  System Admins should consult the Help Desk if they are unsure of the use.  This data may not be able to be restored if Removed.

Discharging

1. In the Individual Profile, select the Program tab.
2. Find the Program from which you want to discharge the person from and click Discharge.
3. On the discharge screen, there are only two required fields, Discharge Date/Time and Planned or UnPlanned
4. After selecting Discharge another pop up screen with appear to confirm that you really want to discharge the Individual from the Service.  Discharging the Individual severe all ties to the Attendance, CareTracker and other connections from the Individual to the Program.  Discharge cannot be Undone.
5. System Admins may see the icon and the potential to Remove the previous Calendar in the Attendance Module.  System Admins will not want to Remove the calendar as all the Attendance data for every month will be deleted.  When the following month is reached Staff will no longer see the old location's Funding Stream calendars.  The Remove Calendar feature is available for other reasons.  System Admins should consult the Help Desk if they are unsure of the use.  This data may not be able to be restored if Removed.