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School Enrollment Workflow

This article reviews how to create a school enrollment workflow and how to manage it.

Overview

This workflow supports school-based compliance requirements.

Prerequisites

To utilize this workflow, users require the appropriate access level.  To confirm access, navigate using the following steps:

  • Navigate to the Admin Module and select "Access Level"

  • Select the Access Level of interest from the dropdown at the top of the screen.
  • Navigate to the section called "Providers"
  • Open the subsection called "Enrollments"
  • Toggle School Enrollment Workflow to "On"

 

Adding a School Enrollment Workflow 

  • Navigate to the Provider Module

  • Select "Enrollments"

  • Select the pencil icon on the Payor Tile

  • Select "New Application"

  • Choose "School" from the list of options



Workflow Steps and Progression

The Authorization Request Workflow consists of the following five steps:

  1. Provider Requirements Added
  2. Provider Upload
  3. Internal Verification
  4. Submit for Site Verification
  5. Compliant with Site

 

Step Assignments

  • Users can assign workflow steps to specific team members. 
  • Assigned users will receive an email notification when they are responsible for a step.

 

Moving Between Steps

As progress is made, move the workflow to the next step by clicking on the button in yellow called ‘Next’.

While transitioning between steps, you can:

  • Attach documents.
  • Add notes for additional context or follow-up.
  • Assign a step to a user

Timeline View

All actions related to the workflow are recorded in the Timeline, located at the bottom of the Workflow Page. This provides a comprehensive history of the workflow's progression.

Dashboard Alerts 

When a workflow is triggered, alerts appear in the Patient Alerts Section via the Central Dashboard. These alerts show:

  • The current step of each workflow.
  • The assigned user for the step.
The Dashboard provides a clear view of the workflow’s current status, including:
  • Which step the workflow is on.
  • The assigned individual.
  • Any pending or overdue steps requiring immediate action.

Alert Types

Pending Alerts: Displayed when a step is in progress but not yet completed.

Overdue Alerts: Triggered when a step is not completed within the designated timeframe:

  • Step 1: 3 days
  • Step 2: 3 days
  • Step 3: 3 days
  • Step 4: 5 days
  • Step 5: 5 days

Note: If you do not see alerts as expected, check your Access Level!

Additional Workflow Features

Abandon Workflow: At any point, users can choose to abandon the workflow by clicking the "Delete" button.

 

Last Updated: 2/20/26 by Tatum Winslow