Participant Support Procedures > Participant Intake Procedure
Authorised by Chief Executive Officer
Revised Date: 3 July 2024
Participant intake is the responsibility of Support Coordinators, team leaders or the manager, depending on the area of support the participant is accessing.
Participant Intake Pack – use the Participant Intake Pack & Acknowledgment Form CCF-77 as the front page of the Participant Intake Pack.
New Participants are to be handed a “Participant Intake Package”. This has information about Kyeema and the services offered.
The participant requires a Carelink file to be created, with the information gained from their Intake Form.
Adding a participant to Carelink
•In the left side toolbar go to “New”, click on it and options will drop down
•Click on Participant
•Fill in all known details
•Follow-up on any unknown details
•Follow same steps to add additional information
Adding a Participant NDIS number into Carelink – DO NOT MISS THIS STEP
This needs to be done in order that invoicing to the NDIS can be undertaken.
Enter the NDIS number in the following place in Carelink for the system to collect the data required.
1. On Carelink, open “Participant” once created.
2. Click on the word “Participant” in the menu tree.
3. At the end of the Participant Number (top of screen), click on the small box with three dots in it.
4. In Participant Codes box click “Add”.
5. In the Participant Code box select NDIS number from the Program drop down.
6. In the Participant Code enter the NDIS number and the Click Save.
7. Close the Participant Codes box.
8. Scroll down the screen and press Save – Carelink does not prompt this.
Electronic files are also created for each participant with folder categories that match the hard copy categories.
Hard copy files are also created for each participant. Please use the following forms to create the file:
• CCF-26 “Participant File Contents Guide” (to organise the contents of the file)
• CCF-12 “Contents Page for Participant Files” (to list the contents of the file)
• HRF-34 “Participant File Sign Out and In Form”
Support Coordination uses separate files from the non-SC participants and uses SCF-11 “Support Coordination File Contents Guide” to organise the contents of the file.
Related Policies, Procedures and Documents:
CCF-77 Participant Intake Pack & Acknowledgement Form
CCF-26 Participant File Contents Guide
CCF-12 Contents Page for Participant Files
HRF-34 Participant File Sign Out and In Form
SCF-11 Support Coordination File Contents Guide