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Procentive Knowledge Hub

Intake Date vs Date of Illness

Overview

In the Clients Module, Client tab, there are two fields at the top which ask for an Intake Date and Date of Illness. The Intake Date auto-populates when you first create the client record and the Date of Illness is a required field for billing (highlighted yellow).
 

Intake vs Date of Illness

Intake Date

This field defaults to today’s date (the date you clicked the Add button to add the client). The date you select can either be the date the client was entered into Procentive or the date the intake was performed by staff at your organization.

Date of Illness

This date must be entered in order to enter and bill service codes for this client.  

Procentive will not allow you to bill for a date of service prior to this date. It will generate an error in the Billing Module informing you that the service line is dated prior to the date of illness.

Check 

The Intake Date and the Date of Illness are often listed as the same. How you determine Intake and Date of Illness depends on your agency intake process.

Most common approaches:
  • Intake Date and Date of Illness are the same, and reflect the date the client first contacted the agency to set up an appointment.
  • Intake Date and Date of Illness are the same, and reflect the date the client first received (billable) services at the agency.
  • Intake Date and Date of Illness are differentIntake Date reflects the date the client first contacted the agencyDate of Illness reflects the date the client first received (billable) services at the agency.

The most important step is that once you determine your system for entering Intake Date and Date of Illness that you keep the system consistent. This will allow you to accurately record and interpret your client files.