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Managing Client Enrollments

This guide explains how to manage client enrollments from start to finish, including creating, exiting, re-opening, changing programs, and deleting enrollments. Before you start: Review Understanding Client Enrollments for background on what enrollments are and why they matter. Important: Enrollment actions are permission-based. If an option described below is not available to you, contact your supervisor or program administrator.

Creating a New Enrollment

Use this when enrolling a new client or re-enrolling a client who previously exited a program.

 

 

Steps

  • Open the Client Profile

  • Select New > New Enrollment

  • In the enrollment popup:

    • Choose the Program from the dropdown

    • Enter the Start Date (typically the date services began)

  • Select Save

Result:
The new enrollment appears in the Activity List and is ready for activities and assessments.

Re-Enrolling a Client with an Exited Enrollment

If a client was previously exited from a program:

  • Open the Client Profile

  • Review the exited enrollment (shown with an exit date)

  • Create a new enrollment using the steps above

Result:
The client profile will show both:

  • The historical exited enrollment

  • The new active enrollment

Exiting (Closing) an Enrollment

Use this when a client completes services, transfers programs, or discontinues participation.

Exiting an enrollment closes program participation while preserving all historical data.

Steps

  • In the Activity List, select the enrollment to exit

  • Select Exit Enrollment

  • In the popup:

    • Choose a Reason for Closing

    • Select OK

Result:
The enrollment displays both a Start Date and an Exit Date, and the client’s status updates to Exited.

If You See an “Errors in Enrollment” Message

The system prevents exiting an enrollment if required items are incomplete. The error message identifies:

  • Item – What needs attention (for example, an assessment)

  • Activity Date – When it was created

  • Issue – What is missing or incomplete

  • Care Plan Need ID – Reference number, if applicable

Common Errors and How to Resolve Them

Error Message What It Means How to Fix
No Closure Summary A Closure Summary assessment is required Add, complete, and close the Closure Summary
Not Closed Form An assessment is still open Complete all required fields and close the assessment
Resource Missing A Care Plan need has no resource Open the Care Plan, locate the Need ID, and assign a Resource
Problem Outcome Missing No outcome recorded for a Care Plan need Open the Care Plan, locate the Need ID, and assign an Outcome
Follow Up Missing No follow-up recorded for a Care Plan need Open the Care Plan, locate the Need ID, and add a Follow-Up

 

After resolving all listed issues, attempt to exit the enrollment again.

Re-Opening an Exited Enrollment

Use this when an enrollment was exited in error or needs to be reactivated.

Steps

  • In the Activity List, select the exited enrollment

  • Select Un-Exit Enrollment

  • Confirm the action

  • Select Continue

Result:
The enrollment becomes active again, showing a Start Date with no Exit Date. The enrollment history reflects the change.

Changing an Enrollment’s Program

Use this when an enrollment was created under the wrong program.

Prerequisite

  • The enrollment must be empty

    • No assessments

    • No progress notes

    • No activities

Steps

  • Select the empty enrollment in the Activity List

  • Select Edit

  • In the Edit Enrollment popup:

    • Choose the correct Program

    • Select OK

Result:
The enrollment updates to reflect the new program.

Deleting an Enrollment

Use this only when an enrollment should be fully removed from the system.

Prerequisite

  • The enrollment must be empty

    • No assessments

    • No progress notes

    • No activities

Steps

  • Open the Client Profile

  • In the Activity List, select the enrollment

  • Select Delete Enrollment

  • Confirm the deletion (confirmation may appear more than once)

Result:
The enrollment is permanently removed from the client profile and cannot be recovered.

Summary

Managing enrollments ensures accurate program participation and clean reporting. Always confirm enrollment status before adding activities, and remember that most enrollment actions depend on user permissions. If an option is unavailable, your supervisor or program administrator can help.