When an applicant arrives for intake at The Potter's House, we need to properly assess their final eligibility around physical health, mental health, and their drug screen.
This article describes how to complete an in-person screening with an applicant on-site for intake at The Potter's House. To learn how to complete a phone interview, click here.
1. Click Intakes.
2. Click Search this List and search for the client's name.
3. Click on the applicant's Intake Name.
4. Click Start In-Person Screening.
- Light blue background ?'s: Ask the applicant.
- No background ?'s: You answer based on your observations.
- Yellow background ?'s: Determine eligibility* and are meant to be answered by you.
- Red background ?'s: Enable you to end the interview at any point and take you to the decision page. Helpful if an applicant refuses to continue the interview.
5. Enter the applicant's TPH Client ID.
The Campus Administrator provides a list of numbers for the TPH Client ID each intake day.
6. Observe and select if the applicant can stand, sit, walk etc without assistance.
If the applicant indicated to the intake specialist over the Phone Interview that they were prescribed medications, Yes will be indicated and their medications will pass through for your review.
7. If the client is prescribed medications, answer Did the client bring a 90-day supply of their medications?.
8. Select the answer to Did the client bring additional medications they did not share about during their phone screening?.
9. Review the client's previous response to What medications and dosage are you prescribed?.
If the client had a change to their medication from previous, indicate that by beginning a new line and start the line with your initials.
10. If you're uncertain as to whether or not a medication is banned, click Search for Additional Names of Drugs and then View TPH List of Banned Medications.
11. Select the answer to Did the client bring banned medications?.
12. Review the Physical Health Notes.
13. Select the answer to Does the client appear to be mentally stable? based on your observations.
14. Review the Mental Health Notes.
15. Enter the client's Blood Pressure at Intake.
If the client has a systolic or a diastolic number below 100, make sure to add a 0 in front of the number. e.g. 60 would become 060.
16. Enter in any In-Person Screening Notes to summarize your time with the applicant.
17. Press Next.
18. Select your Intake Decision.
To learn how to approve an applicant, click here. To learn how to approve an applicant - pending detox, click here. To learn how to approve an applicant - physical pending, click here. To learn how to deny an applicant, click here. To learn how to set an applicant to deliberation, click here.
Approved
19. Select Approved for Intake Decision.
20. Enter any additional prayer requests into How can I pray for you?.
21. Press Submit.
The applicant has been approved! You can assign them a bed and a Make Progress enrollment will automatically be created for them.
Approved - Pending Detox
At times, an applicant will not pass the drug screen. In cases like this, we need to change their status to Approved - Pending Detox.
19. Selected Approved - Pending Detox for Intake Decision.
20. Enter any additional prayer requests into How can I pray for you?.
21. Press Submit.
The applicant has been moved to Approved - Pending Detox. Provide the applicant with detox resources. Once they've detoxed, they are able to reach back out to schedule intake.
Approved - Physical Pending
At times, though an applicant expressed not having physical limitations during a phone screen, we may discover that they have difficulty standing, sitting, or walking, or they may have untreated high blood pressure. At times like these, we need to change their status to Approved - Physical Pending.
19. Selected Approved - Physical Pending for Intake Decision.
20. Enter any additional prayer requests into How can I pray for you?.
21. Press Submit.
The applicant has been moved to Approved - Physical Pending. Instruct the client on what documentation we'd need from their physician to approve them. Once they've been treated and have received this documentation, they can reach back out to schedule their intake.
Denying an Applicant
At times, we may discover in in-person screening that a client has eligibility issues that were not shared with us during the Application or Phone Interview processes. In cases like these, we need to deny the applicant.
19. Select Does not Qualify for the Intake Decision.
20. Select the correct Denial Reason.
21. Inform the applicant as to the reason why they are being denied. You can use elements of the provided script.
22. If appropriate, ask How can I pray for you? and type their answer.
23. Click Submit.
The applicant has been denied. If they have an active email address in Salesforce, they've received an email with recovery resources through Thor.
Deliberation
At times, we may discover that there are some eligibility questions we need to discuss with the admissions team. In situations like this, we need to change the applicant's status to deliberation.
19. Select Deliberation as the Intake Decision.
20. Read the provided script to the applicant to inform them that their intake is in deliberation.
21. Enter any additional prayer requests into How can I pray for you?.
22. Click Submit.
The applicant's status has been changed to Deliberation. Check in with the rest of the admissions team to make a decision.
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