This guide provides clear instructions for updating a client's discharge date within the CRM system. Accurately recording the discharge date is critical for maintaining up-to-date client statuses, ensuring compliance with organizational protocols, and facilitating precise reporting on client lifecycles. This process triggers essential field dependencies, allowing for comprehensive record-keeping upon client discharge.
Before You Begin
Access Permissions: Ensure you have the appropriate permissions to edit records in the Accounts or Intake Opportunities module.
Documentation Ready: Have the final discharge details (date, time, and reason) prepared before starting.
Instructions
1. Access Your CRM Dashboard: Begin by navigating to your Dazos CRM instance login page. Enter your credentials to reach the main dashboard where your client records are managed.
2. Access Admitted Status Field: Locate and open the specific client’s detail page. Once inside the record, find the field or button labeled Admitted (which indicates their current status) and click it to view the status options.
3. Select "Discharge Completed" Status: From the dropdown menu that appears, choose the Discharge Completed option. This selection is critical as it signals the system to generate the necessary discharge-specific data fields.
4. Complete Dependent Fields: After changing the status, several new "dependent" fields will appear (such as Discharge Reason or Aftercare Plan). Ensure you fill out these newly visible fields accurately to maintain data integrity.
Note: Selecting this status triggers the system to display mandatory dependent fields required for the discharge process.
5. Enter Discharge Date: Scroll down the form until you locate the specific Discharge Date field. Click directly into this field to activate the interactive calendar picker.
6. Fill Everything Out: Take a moment to review the entire form. Ensure that all clinical notes, discharge summaries, and mandatory fields associated with the exit process are fully documented.
7. At the Bottom, You'll See Discharge Date: Navigate back to the specific date section at the bottom of the record interface to ensure the data is ready for final selection.
8. Select the Discharge Date: Using the calendar picker that appeared earlier, click on the specific day the client was discharged (e.g., if the discharge occurred on the 9th, select "9" on the calendar).
9. Click "Save": Once all information and the date are correctly entered, click the Save button at the bottom of the screen to commit these changes to the database.
10. Access Client Details: After the page refreshes and the save is confirmed, navigate to the Details tab or section within the client’s record to view the permanent data fields.
11. Verify Discharge Date: Locate the Discharge Date field within the details view. Confirm that the date you selected in Step 8 is correctly displayed to ensure the update was successful and the record is accurate.
Verification / Expected Result
The client's status should now be listed as Discharge Completed. When viewing the record summary or census reports, the discharge date should be clearly visible and accurate based on your selection.
Troubleshooting / Common Errors
Save Button Unresponsive: This usually happens if a "Required" dependent field (which appeared after Step 3) was left blank. Check the form for red error text.
Incorrect Status: If the "Discharge Date" field does not appear, ensure that you have selected "Discharge Completed" as the status; the field is hidden in other status modes.
Date Selection Error: If you accidentally save the wrong date, click Edit at the top of the record and repeat Steps 7 and 8 to correct it.