Enrollments

Enrollments Frequently Asked Questions

1. Can a client be enrolled in more than one activity?

Yes. A client may have more than one "active" enrollment only if such enrollments are in different activities (programs). A client may also have multiple enrollments for a single activity, but only one can be "active" at a time.

2. Can I edit an enrollment start date?

Yes. Enrollment start dates may be edited within the following parameters:

• If any services were delivered between the old enrollment start date and the new enrollment start date, they must be in a "void" or "error" status.
• may be set back no more than 365 days from the current system date.
• The new enrollment start date may not be set further into the future than the current start date.
• The new enrollment start date may not be set further back than the contract header level start date.
• Enrollments in a "closed" status may not be edited.

Please note that you will be prompted to click "Save Changes" in order to save enrollment date updates.

3. Can I edit an enrollment end date?

Yes. Enrollment end dates may be set to a past or current date. No future date will be accepted by EIM/ESM. After an enrollment has been set to "closed," no date changes can be made.

Please note that you will be prompted to click "Save Changes" in order to save enrollment date updates.

4. I can't seem to enroll a client in an activity for which he/she appears to be eligible. What should I do?

Check to see whether an "active" enrollment already exists for the activity (program) in which you are trying to enroll him/her. If services are within the existing enrollment period, no new enrollment record is required. If new services correspond to a different enrollment period, the client may need to be disenrolled from the prior enrollment.

If you receive an error message and are not able to proceed, please contact the EIM/ESM Management Office at the Department of Public Health at 800-232-0093. Please make a note, prior to calling, of the specific error message received when attempting to create the enrollment. You will be asked to provide it along with your name, contact information, client ID (no names), the program you are attempting to enroll into, and the contract number.

5. How do I disenroll a client from an activity?

The specific process used depends upon whether the enrollment was created directly in ESM or via an interface (such as Meditech):

For enrollments created in ESM, disenrollment steps include:

 

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Access the Client Face Sheet. Click on "Enrollments" within the Manage Client menu. Click on the targeted enrollment link. Update the enrollment status to "Closed." Enter the disenrollment reason. Update the enrollment end date. Complete the disenrollment assessment, as needed.

For more information, please consult the BSAS Programs - Client Enrollment and Assessments.

For enrollments created via an interface (such as Meditech), enrollment changes are managed by agency staff. Contact your contract manager for assistance.

6. I've just updated an enrollment start date to a date other than today. Why do I see today's date in the "Date Created" field in the lower left hand corner of my screen?

EIM/ESM uses a date/time "stamp" to record when changes are made. Your enrollment start date will reflect the day of the enrollment; what appears on the bottom of the screen simply confirms when you made the change in EIM/ESM.

7. I went into an enrollment record and the status is "expired." What does that mean? If they are still receiving services, how do I change it back?

"Expired" means that the client has been enrolled in the activity (program) beyond the timeframe originally established by the relevant agency and was automatically disenrolled. If the client continues to receive services and requires an "active" enrollment, you will need to complete the following steps:

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Keep the "Expired" enrollment intact. Re-enroll the client in the same activity. Complete the enrollment assessment, as needed. Enter the new "Start Date" with the same day of the "Expired" enrollment record's "End Date"; this will keep enrollment records continuous. Review enrollment data and confirm the enrollment.

Please note that intake and enrollment information should be verified prior to the re-enrollment process and may require a follow up client session.

8. I am doing an intake and a client record exists in EIM/ESM. Should I just change client information if it doesn't match what I collected on my forms?

No. Users should not simply overwrite information entered by another program or staff member. Doing so prevents a historical record of client data. If a client already exists in EIM/ESM, you should review existing content to confirm it matches what you have collected.

If the client information is the same and requires no change, you can simply leave the record alone and click "Save Changes." This will update the modified date and help meet eligibility requirement rules.

If the client information has changed you will need to determine whether to edit the record or create an additional record for historical reference. To edit information you entered, simply enter the existing record, make appropriate updates and click "Save Changes."

To add a new record, you must first close out the initial record by following these steps:

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Enter the "Effective To" date (the date new information was collected) to close out the original record. Click "Save Changes." Click the "Add" button and enter the new information. Enter the new "Effective From" or "Reported Date" (the date new information was collected). Click "Save Changes."

9. I am trying to enroll a client and I keep getting a message to update household and insurance information. Why am I getting this and what do I have to do?

System eligibility and claim validation rules state that this information can not be older than 60 days, so users will need to check these records to determine if changes need to be made.

Insurance Information

If no changes are required, simply click "Save Changes." This will update the modified date in EIM/ESM and permit you to proceed with the enrollment.

If changes are required, please follow these steps:

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Go to the Client Face Sheet. Select "Insurance" within the Manage Client menu. Select the existing record to be updated. Enter the "Effective To" date (the date new information was collected). Click "Save Changes." Click the "Add" button and enter the new information. Enter the new "Effective From" date (the date new information was collected). Click "Save Changes."

Household Information

This information needs to be updated. Please follow these steps:

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Go to the Client Face Sheet. Select "Personal Info" within the Manage Client menu. Click "Demographics." Click "Household Information." Select the existing record to be updated. Enter the "Reported Date" (the day you are attempting to enroll the client). Click "Save Changes."

10. My client does not have a home address outside our residential program. Can I just add our facility address as his/her address?

No. A residential program should not be considered a home address. This question refers to living status outside of the treatment period. Please refer to your assessment manuals for definitions of homelessness and enter information accordingly.

11. How do I change my enrollment status from "Draft" to "Active?"

Steps to change enrollment status from Draft to Active depend on when you entered the enrollment assessment data for that enrollment record.

If you entered the enrollment assessment prior to today, please do the following:

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Go to the Client Face Sheet. Click on "Enrollments" within the Manage Client menu. Select the "Draft" enrollment record. Select "Enrollment Update" in the left navigation bar. Click the link for the most recent assessment record. Review and verify that the assessment data is correct on each page and click "Submit." Go back to client Face Sheet and click on "Single Activity Eligibility." Select the radio button (little circle) for the appropriate activity and click the grey "Select Activity" button. Select the contract and click the "Select Contract" button. Select the enrolling organization and click "Determine Eligibility." If the client is eligible, click "Create Enrollment." If the client is eligible, enter the start date, calculate the timeframe, and confirm the enrollment.

If you entered the assessment data today, please perform steps 7 through 12 above.

Please note that enrollments will remain in draft status until they are confirmed.