Chapter Five - Intake

Table of Contents

1. Preparing Participant for Intake
2. Intake
   1. Intake - Demographics
   2. Intake - Names
      1. Intake - Add Name
      2. Intake - Update Name
   3. Intake - Addresses
      1. Intake - Select Existing Address
      2. Intake - Add Address
      3. Intake - Update Address
   4. Intake - Phone Numbers
      1. Intake - Add Phone Number
      2. Intake - Update Phone Number
   5. Intake - Consent
   6. Intake - Family Support Contacts
      1. Intake - Add Family Support Contact
      2. Intake - Update Family Support
   7. Intake - Add Family Support Contact Relationship
   8. Intake - Update Family Support Contact Relationship
   9. Intake - Add Family Support Contact Phone Number
   10. Intake - Update Family Support Contact Phone
   11. Intake - Add Family Support Contact Address
   12. Intake - Update Family Support Contact Address
       1. Participant Lookup for Family/Support Contact
   13. Participant Details
   14. Intake - Add Family Support Contact
   15. Intake - System Cross References
       1. Intake - Add System Cross Reference
       2. Intake - Update System Cross Reference

The Intake function allows the user to enter a participant into the eCornerstone system and make updates to participant records.

After selecting/adding the Participant, the user can view the participant's basic information on the upper right corner of the screen during all the processes within the Participant menu. The information displayed includes the participant's Name, Date of Birth, Gender, Consent at the selected Agency, and Cornerstone Id. This display will help to verify that the user is working on the correct Participant.

Preparing Participant for Intake

It is important to note that a Participant should only be added to the eCornerstone system if their record does not already exist in the system.

If the participant record is not found in the eCornerstone system, the user can add the Participant. Click Add on the Participant Lookup screen to add a new participant record. The system will display the Preparing Participant for Intake screen. The fields on this screen provide preliminary information that is necessary prior to program enrollment. Data fields with an asterisk (*) are required.

1. Enter the participant's Last name.
2. Enter the participant's First name.
3. Enter the participant's Middle name.
4. Enter the participant's Date of Birth (mm/dd/yyyy).
   • Click the Date Selector button to display the drop-down calendar.
5. Select the participant's Gender from the drop-down menu.
6. Indicate if the participant or the parent/guardian Consented to share information with other agencies/programs. In order for the consent field to be marked "Yes," the participant, or parent/guardian must have signed the eCornerstone Informed Consent Form.
7. Enter the participant's SSN.
8. Select the Address Type from the drop-down menu.
9. Enter the participant's Street Address.
10. Enter the participant's City.
11. Select the participant's State from the drop-down menu.
12. Enter the participant's Zip code.
13. Select the participant's residential County.
14. Click Save. The system will display the Intake - Demographics screen.
    • Click Cancel to cancel the screen to return to the Participant Lookup screen.

Intake

The Intake sub-menus are used to access all the information regarding Participant in the eCornerstone system. Each menu option helps gather important information about the Participant's demographics, names, addresses, phone contacts information, family/support information, cross references, and consent.

Intake - Demographics

The Teen REACH program requires that the Race, Ethnic Status, Language, and Level of Education fields are completed in addition.

The Demographic information is recorded in eCornerstone as an integral part of the participant information. This screen allows the user to record detailed information about the participant's demographic background, and is used to satisfy federal and state reporting requirements. Complete as many fields as possible, to provide as much information about the participant as possible. Certain data fields may already contain information. The Intake - Demographic screen will display after the user completes the Preparing Participant for Intake screen. Click Participant then click Intake then click  Demographics to access the Intake - Demographic screen from the main-menu bar. Data fields with an asterisk (*) are required.

1. Enter the participant's Date of Birth (mm/dd/yyyy).
   • Click the Date Selector button to display the drop-down calendar.
2. Select the participant's Gender from the drop-down menu.
3. Enter the participant's SSN.
4. Enter the participant's Mother's Maiden Name.
5. Select the Participant's Marital Status from the drop-down menu.
6. Select the participant's Race using the available options.
7. Select the participant's Ethnic Status from the drop-down menu.
8. Select the participant's Residential Status from the drop-down menu.
9. Indicate if the participant is a Migrant (defaults to No).
10. Select the participant's Level of Education from the drop-down menu.
11. Select the participant's Education Status from the drop-down menu.
12. Indicate if the participant has an Individualized Education Plan (IEP).
13. Enter the number of persons in the participant's household in the Household Size field.
14. Enter the participant's Household Income.
15. Enter the Participant Income.
16. Select the Proof of Income type from the drop-down menu.
17. Select the participant's Employment Status from the drop-down menu.
18. Select the participant's Occupation Code from the drop-down menu, if applicable.
19. Enter the participant's Date of Death (mm/dd/yyyy), if necessary.
    • Click the Date Selector button to display the drop-down calendar.
20. Select the participant's Language Preference (primary) from the drop-down menu.
21. Select the participant's Language Preference (other) from the drop-down menu. Up to two additional languages can be entered.
22. Indicate if the participant possesses Limited English Proficiency.
23. Indicate if the participant has a Disability/Special Needs.
24. Click Save. The system will display the Participant Summary screen.

Intake - Names

The Intake - Name screen displays the selected participant's name records. This screen allows the user to add/edit name information for the selected participant. The system allows several names to be stored for each participant. Data fields with an asterisk (*) are required. Click Participant then click Intake then click Name to access the Intake - Name screen.

• Click the Add Name link to add a new name record. The system will display the Intake - Add Name screen.
• Click the Type link to update an existing name record. The system will display the Intake - Update Name screen. (The Type link will only be available if there is an existing name records.)

Intake - Add Name

To add a name record, click the Add Name link found on the Intake - Names screen. The system will display the Intake - Add Name screen. Data fields with an asterisk (*) are required.

1. Select the Name Type from the drop-down menu.
2. Enter the participant's last name in the Last field.
3. Enter the participant's first name in the First field.
4. Enter the participant's middle name in the Middle field.
5. Click Save. The system will return to the Intake - Names screen with the new name record.
   • Click Cancel to cancel the screen and return to the Intake - Names screen.

Intake - Update Name

To update a name record, click the Type link found on the Intake - Names screen. The system will display the Intake - Update Name screen. Data fields with an asterisk (*) are required.

1. Enter the participant's last name in the Last field.
2. Enter the participant's first name in the First field.
3. Enter the participant's middle name information in the Middle field.
4. Click the Save button. The system will return to the Intake - Names screen with the updated name record.
   • Click Delete to delete the name record and return to the Intake - Names screen. (The Delete button will not be available when updating the participant's "Known By" name type.)
   • Click Cancel to cancel the screen and return to the Intake - Names screen.

Intake - Addresses

The Intake -Address screen displays the selected participants address records. This screen also allows the user to add/edit addresses for the currently selected participant in the eCornerstone system. The system allows multiple addresses of different types to be stored for each participant. Click Participant then click Intake then click Address to access the Intake - Addresses screen.

• Click the Add Address link to add a new address record. The system will display the Intake - Add Address screen.
• Click the Address Type link to update an existing address record. The system will display the Intake - Update Address screen. (The Address Type link will only be available if there is an existing address record.)

Intake - Select Existing Address

The Intake - Select Existing Address screen will only display if an existing address is associated with the participant. If there are no associated addresses the user will be forwarded to the Intake - Add Address screen.

1. Select the address to add to the participant's information.
2. Click Continue. The system will display the Intake - Add Address screen.
   • Click Cancel to cancel the screen and return to the Intake - Addresses screen.

Intake - Add Address

Click the Add Address link to display the Intake - Add Address screen. Data fields with an asterisk (*) are required.

1. Select the Address Type from the drop-down menu.
2. Enter the first line of the participant's address in the Street Address Line 1 field.
   • Enter any additional street address information in the Street Address Line 2 field.
3. Enter the participant's City.
4. Select the participant's State from the drop-down menu.
5. Enter the participant's Zip code.
6. Enter the participant's Township.
   • Click the Select Township link to access the Township screen.
7. Click Save. The system will return to the Intake - Addresses screen with the new address record.
   • Click Cancel to cancel the screen and return to the Intake - Addresses screen.

Intake - Update Address

To update an address record, click the Address Type link found on the Intake - Addresses screen. The system will display the Intake - Update Address screen. Click the Address Type link to display the Intake - Update Address screen. Data fields with an asterisk (*) are required.

1. Select the Address Type from the drop-down menu. (The user will only be able to select Address Types that are not associated with the participant's existing address record(s).)
2. Enter the first line of the participant's address in the Street Address Line 1 field.
   • Enter any additional street address information in the Street Address Line 2 field.
3. Enter the participant's City.
4. Select the participant's State from the drop-down menu.
5. Enter the participant's Zip code.
6. Enter the participant's Township.
   • Click the Select Township link to access the Township screen.
7. Click the Save button. The system will return to the Intake - Addresses screen with the updated address record.
   • Click Delete to delete the address record and return to the Intake - Addresses screen.
   • Click Cancel to cancel the screen and return to the Intake - Addresses screen.

Select Township

To select the participant's township from a list, click the Select Township link on the Intake - Update Address screen. "Illinois" must be selected for the State field and a County must be selected before the user can access the Township screen:

• Click on the Townships link to select the township. The system will return to the Intake screen and update the Township field.
• Click the Close Window link to close the screen without making a selection.

Intake - Phone Numbers

The Intake - Phone Number screen displays the selected participant's phone number records. This screen also allows the user to add/edit phones for the currently selected participant in the eCornerstone system. The system allows multiple phone numbers of different types to be stored for each participant. Click Participant then click Intake then click Phone to access the Intake - Phone Numbers screen.

• Click the Add Phone Number link to add a new phone number record. The system will display the Intake - Add Phone Number screen.
• Click the Phone Type link to update an existing phone number record. The system will display the Intake - Update Phone Number screen. (The Phone Type link will only be available if there is an existing phone record.)

Intake - Add Phone Number

To add a phone record, click the Add Phone Number link found on the Intake - Phone Numbers screen. The system will display the Intake - Add Phone Number screen. Data fields with an asterisk (*) are required.

1. Select the participant's Phone Type from the drop-down menu.
2. Enter the participant's Phone Number.
3. Enter the participant's Extension.
4. Click Save. The system will return to the Intake - Phone Numbers screen with the new phone number record.
   • Click Cancel to cancel the screen and return to the Intake - Phone Numbers screen.

Intake - Update Phone Number

To update a phone record, click the Phone Type link found on the Intake - Phone Numbers screen. The system will display the Intake - Update Phone Number screen. Data fields with an asterisk (*) are required.

1. Select the participant's Phone Type from the drop-down menu.
2. Enter the participant's Phone Number.
3. Enter the participant's Extension.
4. Click the Save button. The system will return to the Intake - Phone Numbers screen with the updated phone number displayed.
   • Click Delete to delete the phone number record and return to the Intake - Phone Number screen.
   • Click Cancel to cancel the screen and return to the Intake - Phone Number screen.

Intake - Consent

The Intake - Consent screen displays the selected participant's consent history. This screen is also used to record changes in the participant's consent status. This screen displays the date the consent was granted to share participant information with other agencies and programs. Consent is granted by either the participant's parent(s)/guardian, or by an emancipated participant on his/her own behalf.

The participant or a parent/guardian must have signed the eCornerstone Informed Consent Form, in order for the participant to be granted consent. This consent allows case and service coordination to take place between agencies and programs. The form must be signed and on file at each agency serving the participant. If the consent form is not signed, the participant can still participate in the program, but will not receive the full benefit of case management, coordination, and other shared benefits. Click Participant then click Intake then click Consent to access the Intake - Consent screen.

1. Select the Check the box if the eCornerstone consent form is signed and on file check box if the user has the signed consent form on file.
2. Click Update. The system will display the updated Intake - Consent screen.
   • The Intake - Consent screen also displays the participants State Wide Consent History.

Intake - Family Support Contacts 

The Intake - Family Support Contacts screen displays the selected participant's family support contact records. This screen also allows the user to add/edit the Family/Support contact information for the currently selected participant. Click Participant then click Intake then click Family/Support to access the Intake - Family Support Contacts screen.

• Click the Add Contact link to add a new contact. They system will display the Intake - Add Family Support Contact screen.
• Click the Link Participant link to run a participant lookup and then add a family/support contact. They system will display the Participant Lookup for Family/Support Contact screen.
• Click the Name or Organization Name link to update an existing contact. The system will display the Intake - Update Family Support screen. (The Name and Organization Name links will only be available if there is an existing contact record.)

Intake - Add Family Support Contact

To add a family support contact record, click the Add Contact link found on the Intake - Family Support Contacts screen. The system will display the Intake - Add Family Support Contact screen. Data fields with an asterisk (*) are required.

1. Enter either an Organization Name or a Last Name (The user must complete either the Organization Name or the participant's Last Name).
2. Enter the contact's First Name.
3. Select the contact's Gender from the drop-down menu.
4. Select the contact's Relationship to the participant from the drop-down menu.
5. Enter the Relationship Begin Date.
   • Click the Date Selector button to display the drop down calendar.
6. Enter the Relationship End Date.
   • Click the Date Selector button to display the drop down calendar.
7. Indicate if the contact is Legally Responsible for the participant.
8. Indicate if the contact is Financially Responsible for the participant.
9. Select the contact's Primary Language from the drop-down menu.
10. Click Save. The system will return to the Intake - Family Support Contacts screen with the added contact record.
    • Click Cancel to cancel the screen and return to the Intake - Family Support Contacts screen.

Intake - Update Family Support

To update a family support contact record, click the Organization Name or the Last Name link found on the Intake - Family Support Contacts screen. The system will display the Intake - Update Family Support Contact screen. Data fields with an asterisk (*) are required.

1. Enter either an Organization Name or a Last Name (The user must complete either the Organization Name or the participant's Last Name).
2. Enter the contact's First Name.
3. Select the contact's Gender from the drop-down menu.
4. Indicate if the contact is Legally Responsible for the participant.
5. Indicate if the contact is Financially Responsible for the participant.
6. Select the contact's Primary Language from the drop-down menu.
7. Click the Add Relationship link to add a contact relationship.
   • Click the Type link to update an existing contact relationship. (The Type link will only be available if there is an existing relationship record.)
8. Click the Add Phone link to add a contact phone number.
   • Click the Type link to update an existing contact phone number. (The Type link will only be available if there is an existing contact phone number record.)
9. Click the Add Address link to add a contact address.
   • Click the Type link to update an existing contact address. (The Type link will only be available if there is an existing contact address record.)
10. Click Save. The system will return to the Intake - Family Support Contacts screen with the updated contact record.
    • Click Delete to delete the contact record and return to the Intake - Family Support Contacts screen.
    • Click Cancel to cancel the screen and return to the Intake - Family Support Contacts screen.

Intake - Add Family Support Contact Relationship

To add a family support contact relationship record, click the Add Relationship link found on the Intake - Update Family Support screen. The system will display the Intake - Add Family Support Contact Relationship screen. Data fields with an asterisk (*) are required.

1. Select the Relationship from the drop-down menu.
2. Enter the Relationship Begin Date.
   • Click the Date Selector button to display the drop down calendar.
3. Enter the Relationship End Date.
   • Click the Date Selector button to display the drop down calendar.
4. Click Save. The system will return to the Intake - Update Family Support screen with the added relationship record.
   • Click Cancel to cancel the screen and return to the Intake - Update Family Support screen.

Intake - Update Family Support Contact Relationship

To update a family support contact relationship record, click the Type link found on the Intake - Update Family Support screen. The system will display the Intake - Update Family Support Contact Relationship screen. Data fields with an asterisk (*) are required.

1. Select the Relationship from the drop-down menu.
2. Enter the Relationship Begin Date.
   • Click the Date Selector button to display the drop down calendar.
3. Enter the Relationship End Date.
   • Click the Date Selector button to display the drop down calendar.
4. Click Save. The system will return to the Intake - Update Family Support screen with the updated relationship record.
   • Click Delete to delete the relationship record and return to the Intake - Update Family Support screen.
   • Click Cancel to cancel the screen and return to the Intake - Update Family Support screen.

Intake - Add Family Support Contact Phone Number

To add a family support contact phone number record, click the Add Phone link found on the Intake - Update Family Support screen. The system will display the Intake - Select Existing Phone Number screen.

1. Select the New Phone Number option.
2. Click Continue. The system will return to the Intake - Add Family Support Contact Phone Number screen.
   • Click Cancel to cancel the screen and return to the Intake - Update Family Support screen.

1. Select the Phone Type from the drop-down menu.
2. Enter the Phone Number.
3. Enter the Phone Extension.
4. Click Save. The system will return to the Intake - Update Family Support screen with the added phone number record.
   • Click Cancel to cancel the screen and return to the Intake - Update Family Support screen.

Intake - Update Family Support Contact Phone

To update a family support contact phone number record, click the Type link found on the Intake - Update Family Support screen. The system will display the Intake - Update Family Support Contact Phone screen. Data fields with an asterisk (*) are required.

1. Select the Phone Type from the drop-down menu.
2. Enter the Phone Number.
3. Enter the Phone Extension.
4. Click Save. The system will return to the Intake - Update Family Support screen with the updated phone number record.
   • Click Delete to delete the phone number record and return to the Intake - Update Family Support screen.
   • Click Cancel to cancel the screen and return to the Intake - Update Family Support screen.

Intake - Add Family Support Contact Address

To add a family support contact address record, click the Add Address link found on the Intake - Update Family Support screen. The system will display the Intake - Select Existing Address screen. Data fields with an asterisk (*) are required.

1. Select New Address.
2. Click Continue. The system will return to the Intake - Add Family Support Contact Address screen.
   • Click Cancel to cancel the screen and return to the Intake - Update Family Support screen.

3. Select the Address Type from the drop-down menu.
4. Enter the contact's street address in the Street Address Line 1 field.
   • Enter any additional street address information in the Street Address Line 2 field.
5. Enter the contact's City.
6. Select the contact's State from the drop-down menu.
7. Enter the contact's postal Zip.
8. Click Save. The system will return to the Intake - Update Family Support screen with the added address record.
   • Click Cancel to cancel the screen and return to the Intake - Update Family Support screen.

Intake - Update Family Support Contact Address

To update a family support contact address record, click the Type link found on the Intake - Update Family Support screen. The system will display the Intake - Update Family Support Contact Address screen. Data fields with an asterisk (*) are required.

1. Select the Address Type from the drop-down menu.
2. Enter the contact's street address in the Street Address Line 1 field.
   • Enter any additional street address information in the Street Address Line 2 field.
3. Enter the contact's City.
4. Select the contact's State from the drop-down menu.
5. Enter the contact's postal Zip.
6. Click Save. The system will return to the Intake - Update Family Support screen with the updated address record.
   • Click Delete to delete the address record and return to the Intake - Update Family Support screen.
   • Click Cancel to cancel the screen and return to the Intake - Update Family Support screen.

Participant Lookup for Family/Support Contact

To run a participant lookup for a family/support contact, click the Link Participant link found on the Intake - Update Family Support screen. The system will display the Participant Lookup for Family/Support Contact screen. A relationship may be established between the selected participant and another participant in the eCornerstone system. A Family/Support Contact participant lookup is required before two participants can be linked in the eCornerstone system. Enter the Family/Support Contact search criteria.

1. Select a Name Search Type.
2. Enter the participant's Last Name.
3. Enter the participant's First Name.
4. Select a Match Birth Date By preference.
5. Enter the participant's Date of Birth (mm/dd/yyyy).
   • Click the Date Selector button to display the drop-down calendar.
6. Enter the participant's Cornerstone ID.
7. Click Search. The system will display the Search Results.
   • Click the Advanced Search link to activate the Advance Search section of the screen.
   • Click Cancel to cancel the screen and return to the Intake - Family Support Contacts screen.

Advanced Search

If the list of search results is too large, the user can click the Advanced Search link for options that will refine the search. The system will display the Advanced Criteria section of the screen. Enter the Family/Support Contact advanced search criteria.

1. Select the participant's Gender from the drop-down menu.
2. Enter the participant's SSN.
3. Enter the participant's RIN.
4. Select the participant's State.
5. Enter the participant's Zip.
6. Select the participant's County.
7. Click Search. The system will display the Search Results.
   • Click Cancel to cancel the screen and return to the Intake - Family Support Contacts screen.

Search Results

After performing the Family/Support participant search, the user can finalize the relationship from the search results.

1. Click on the Name(s) link to add the Family Support Contact. The system will display the Intake - Add Family Support Contact screen
   • Click the Display Detail link to display the Participant Details screen in a new window.

Participant Details

To view the participant's details, click the Display Details link found in the search results of the Participant Lookup for Family/Support Contact screen. The screen will open in a new window.

• Click the Close Window link to close the screen.

Intake - Add Family Support Contact

To add a family support contact record, click the Name(s) link found in the search results of the Participant Lookup for Family/Support Contact screen. The system will display the Intake - Add Family Support Contact screen. Data fields with an asterisk (*) are required.

1. Select the contact's Relationship to the participant from the drop-down menu.
2. Enter the Relationship Begin Date.
   • Click the Date Selector button to display the drop down calendar.
3. Enter the Relationship End Date.
   • Click the Date Selector button to display the drop down calendar.
4. Indicate if the contact is Legally Responsible for the participant.
5. Indicate if the contact is Financially Responsible for the participant.
6. Click Save. The system will display the Intake - Update Family Contacts screen, with the linked contact.
   • Click Cancel to cancel the screen and return to the Intake - Family Support Contacts screen.

Intake - System Cross References

The Intake - System Cross References screen displays the selected participants cross reference records. This screen also allows the user to create a cross reference to another agency program where the participant is tracked using a different identifier. Click Participant then click Intake then click Cross Reference to access the Intake - System Cross References screen.

• Click the Add System Cross Reference link to add a new system cross reference record. The system will display the Intake - Add System Cross Reference screen.
• Click the System link to update an existing system cross reference record. The system will display the Intake - Update System Cross Reference screen. (The System link will only be available if there is an existing cross reference record.)

Intake - Add System Cross Reference

To add a system cross reference, click the Add System Cross Reference link found on the Intake - System Cross References screen. The system will display the Intake - Add System Cross Reference screen. Data fields with an asterisk (*) are required.

1. Select the Cross Reference System from the drop-down menu.
2. Enter the participant's Cross Reference ID.
3. Click Save. The system will return to the Intake - System Cross References screen with the updated cross reference record.
   • Click Delete to delete the cross reference record and return to the Intake - System Cross References screen.
   • Click Cancel to cancel the screen and return to the Intake - System Cross References screen.

Intake - Update System Cross Reference

To update a system cross reference, click the System link found on the Intake - System Cross References screen. The system will display the Intake - Update System Cross Reference screen. Click the System link to display the Intake - Update System Cross Reference screen. Data fields with an asterisk (*) are required.

4. Select the Cross Reference System from the drop-down menu.
5. Enter the participant's Cross Reference ID.
6. Click Save. The system will return to the Intake - System Cross References screen with the updated cross reference record.
   • Click Delete to delete the cross reference record and return to the Intake - System Cross References screen.
   • Click Cancel to cancel the screen and return to the Intake - System Cross References screen.

Chapter Six