Placing a Client from a Waiting List

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To place a client from a source program's waiting list into a destination program, complete the following steps from the AWARDS Home screen:

    1. Click Census from the left-hand menu, and then click Intake/Admission.  The Intake/Admission Search page is displayed.

    1. Click the Program drop-down arrow and select the destination program into which a client is being placed.
    2. Click the Database drop-down arrow and select "Data Entry."
    3. Click the Place Clients From Waiting List drop-down arrow and select the waiting list from which a client is to be placed.  This selection list includes all waiting lists with which the selected program is associated as a destination program
    4. Click View Waiting List.  A read-only report version of the waiting list is displayed, detailing all individuals that are currently on the selected waiting list.  Included in the report detail are the data variables used to set the waiting list's requirements (gender in the following example), the date on which each client was placed, the waiting list and source program names, and the client name.

    1. Locate the client to be placed into the destination program, and click the corresponding Make Placement icon. A referral/intake form is opened and displayed for the client for the destination program, with some information automatically populated from the client's record in the source program.

  TIP: Users with the proper authority have the ability to complete these additional tasks from the waiting list table:

Make changes to or close out a waiting list record - To do so, click the Edit icon for the corresponding client record. The Waiting List Client Records index page is displayed, listing any waiting lists to which the client is currently assigned.  Click the waiting list in question, or click the radio button to the left of that list and then click the Edit icon. The record data entry page is displayed. Make changes or additions to the information on this page as necessary, and then click Save.

Delete a waiting list record entirely - To do so, click the Delete icon for the corresponding client record. The client is immediately deleted from the waiting list and the updated list is displayed. (To place an end date on a waiting list record rather than deleting it entirely, follow the process for making changes to the record and enter an End Date.)  

  NOTE:  With regard to the above tip, placing an end date on or deleting a waiting list record requires the "Waiting Lists - Delete/Remove Client data entry/access" permission.  Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need this permission, please contact your supervisor or your local Help Desk for assistance.

    1. Fill out the form and complete the referral and/or process the admission as you would if you were working with a new referral in the Intake/Admission module. 

If the client has been placed into a program that uses single-step admission, that client is automatically removed from the waiting list he/she is being placed from once admission is processed.

If the client has been placed into a program that uses multi-step admission, that client is automatically removed from the waiting list if a referral is processed AND the waiting list has been configured to use the Remove from Waiting List on referral creation option; otherwise, the client will be removed from with waiting list once the admission is processed.

The process of placing a client from a waiting list is now complete.