Services - Disability Case Management Platform

Services are the core building blocks within a Program. Each Service represents a distinct phase, task group, or billing category that a client might go through during their time in a Program. Services define how forms are collected, how time is tracked, how billing is triggered, and how outcomes are measured.

Each Service tied to a client has a status, reflecting their current progress:

• Not Started – No work has been done for this service yet.
• In Progress – The service is actively being delivered.
• Completed – The service was successfully finished (not failed).
• Skipped – Marked by an admin or manager as intentionally bypassed.

This distinction is vital for accurate historical analytics and program performance tracking.

When creating or editing a Service, you define how it participates in billing and reporting:

1. Hourly-Based
   • Triggers a report if any billable time is submitted.
   • If a staff member logs hours within this service, an end-of-month billing report is generated.
   • If no form is assigned, management can still bill without requiring additional staff input.
   • If a form is assigned to the end-of-month report, staff must complete it before billing proceeds.
2. Milestone-Based
   • Triggers the billing report only when the service is marked completed.
   • Not tied to hours logged, but to successful service delivery.
3. Value-Based
   • A flexible mode for custom rule sets.
   • Can combine form submission, service status, and time tracking to define billing logic.

Check the Ongoing Support box if the Service is designed to continue indefinitely (e.g., Follow-Along).

• Appears as a continuous service month-over-month
• Impacts LTE-SS or other long-term tracking reports (if required by your state)
• Designed not to "complete" or "fail"—it's open-ended by design

You may choose whether timesheet logs and associated forms appear on the end-of-month billing report:

• If enabled, logs and their attached forms are shown.
• If disabled, only billing summary data is included.

For states with temporary reporting rules (e.g., Virginia’s 3-month Follow-Along requirement):

• You can set a limit for how many times reports are placed into "Pending" (i.e., requiring email validation)
• After the limit is reached, reports will be auto-archived for internal billing only—no further email submission required

Each Service can have:

• Required Forms for End-of-Month Reports
• Log-Linked Forms
• Indicator Date Fields
• Signature Label Overrides

You can assign forms to appear only if they were submitted during the month. For example:

• A Situational Assessment form submitted twice in July would appear twice on the July report.

• By default, form creation date is used
• You can specify a custom date field from within the form to better reflect when the service event occurred
• Multiple indicator fields can be assigned, and you can control whether these forms appear before or after logs in the report layout

Override the default signature (e.g., "Employment Specialist") with any label suitable to your organization's terminology (e.g., "Employee," "Transition Specialist," etc.)

• Services are assigned to a single Program
• Forms can be assigned to one or multiple Services
• Ordering is defined via drag-and-drop or UI controls and affects how Services appear on:
  • The client dashboard
  • Reports
  • Form fill workflows

Services are the operational units that dictate how a client progresses, what gets billed, and what gets reported. With flexible billing modes, deep form assignment control, and support for ongoing or milestone services, the Service structure empowers your organization to model real-world scenarios with precision.