Once Unite Us ingests a client for the NY1115 waiver program, you can access that client's Face Sheet to conduct a new Screening or review an existing one. This article covers the full workflow: reviewing a client's profile, conducting and reviewing a Screening, working Inbound Screenings, submitting a rescreening, and selecting associated needs.
Access a Client’s Face Sheet
After Unite Us ingests a client, you can access that client's face sheet, their profile within Unite Us.
Click the plus (+) sign icon in the top navigation bar.
Select New Client from the drop down.
Search for the client using their first name, last name, and date of birth.
From the face sheet, you can conduct a new screening or review any existing screenings for that client.
Review the Client’s Profile
Before you conduct a screening, confirm the client's information in the Profile tab of the client’s Face Sheet, including their insurance and social care coverage.
Review the client's demographic and contact information for accuracy. To update any information, click the pencil edit icon next to the field. If your contract uses ESMF, contact your ESMF team to update contact information instead.
Two sections in the Profile tab are especially important to review:
Insurance – Confirm the client's Medicaid information.
Social Care Coverage – Confirm the client's social care coverage status.
If a client is eligible for navigation services, they'll have an “NY1115 Screening and Navigation” social care coverage listed with a status of Enrolled. Unite Us adds this coverage automatically when a client is ingested and enrolled in an eligible Medicaid plan.
If a Social Care Navigator is already serving a client who's been determined eligible for enhanced HRSN services, that client will have an “NY1115 Enhanced HRSN Services” social care coverage listed with a status of Enrolled.
Conduct a Screening
Use the Screenings tab to start a new screening or view a record of screenings previously conducted for a client.
Click into the Screenings tab and click (+)Add New Screening in the top right.
Select NY1115 AHC Screening from the dropdown.
Read the screening consent language to the client.
If the client consents, click Accept to continue.
If the client doesn't consent, click Decline to end the screening. Documenting a decline is how the state tracks whether a screening was offered.
Read each screening question to the client and document their answers as thoroughly as possible.
On the final question, enter the Screening Duration in minutes. Enter the total time spent directly interacting with the client for the screening, not the time it took to fill out the form, and enter exact or best-estimated minutes rather than billable units. Unite Us calculates billable units automatically from the minutes you enter.
Save the screening as a draft to finish later, or click Complete Screening if the screening has been completed.
💡 Note: If you're a contracted screening user, Unite Us automatically generates and sends an invoice to the Social Care Network (SCN) Lead Payer after you complete the first screening for a client.
Review Screening Results
Once a screening is complete, you can review its results. Answers appear underneath each question, and if a client screens positive for potential risk factors, their identified needs appear on the left.
(+) Open Eligibility Assessments starts a new eligibility assessment for the client in the Eligibility Assessments tab of the face sheet.
(>) Search for Resources lets you find and share resources with the client, or start a referral for the identified needs. You can unselect any suggested services that don't align with the client's needs before moving to the referral workflow.
💡 Note: Only Social Care Navigators should use the (+) Open Eligibility Assessments and (>) Search for Resources buttons.
You can return to a completed screening anytime from the Screenings tab. The submitter column shows who completed the screening; the status column shows Complete, Draft, or Declined; the organization column shows the screener's organization; and the last updated column shows when the screening was last submitted as a draft or completed.
Use the Cases and Referrals tabs to track the navigation and enhanced HRSN services a client is currently receiving, along with their current status.
Review Inbound Screenings:
Dashboard Workflow
💡 Note: This workflow applies to organizations that use the Dashboard to access inbound screenings. If your organization uses the Tasks tab instead, skip to Tasks Tab Workflow.
Inbound screenings reach your organization in two ways:
Self-screenings – Potentially eligible clients complete a screening through a link embedded on a site such as the SCN's website. Clients answer the same questions as the NY1115 enhanced screening, provide profile information such as their name, date of birth, and address, and consent by e-signature. Self-screenings never generate an invoice, only screenings completed by screener users do.
External screenings – Organizations that don't utilize Unite Us can complete screenings for clients outside the platform. These screenings are then ingested as inbound screenings for your organization to review. Depending on whether the organization is a contracted screening organization and whether the client has the correct social care coverage, an external screening may or may not generate an invoice.
SCN Lead administrator users with the Social Care Navigator feature role, and any SCN-identified Social Care Navigator organizations, can view and act on inbound screenings. You'll receive an email notification when a new inbound screening is available, or you can check the Dashboard tab's Inbound Screenings > Received folder, where all new screenings for your SCN's region appear.
When an inbound screening arrives, Unite Us automatically checks for a matching client record. If a match exists, the screening is added to that client's existing face sheet in the Screenings tab.
Take Action on an Inbound Screening
From the Received folder, click into a new screening with the assignment status of Unassigned. (Unassigned means no one has acted on it yet; Assigned means someone is already providing level 1 care navigation and will follow up with the client and start an eligibility assessment.)
Review the client's name and information at the top. If the client has an existing profile, click the Go To Facesheet link, or click the client's name to review their profile from within the screening.
Review the completed screening questions and the identified needs listed on the left.
Click Open Eligibility Assessments to start a new eligibility assessment, or Search for Resources to find and share resources or start a referral. Only Social Care Navigators should use these buttons.
If you can't provide level 1 care navigation right now, leave the screening unassigned so another user, at your organization or a contracted partner, can pick it up.
If you can serve the client, select the checkbox next to the screening, click Assign Selected, review the screening, and choose Mark as Assigned to take ownership of level 1 services, including the eligibility assessment. You can also select multiple screenings and assign them together.
Once you've made contact with the client, start the eligibility assessment from the client's Eligibility Assessments tab, or return to the screening in the Inbound Screenings folder and click Open Eligibility Assessment. Either way, you can complete the assessment or save it as a draft; it appears in the client's Eligibility Assessments tab.
Tasks Tab Workflow
💡 Note: This workflow applies to organizations that use the Tasks tab to access inbound screenings. If your organization uses the Dashboard instead, review the previous section.
Inbound screenings reach your organization the same two ways described above: self-screenings and external screenings.
Self-screenings – never generate an invoice.
External screenings – may or may not, depending on whether the sending organization is a contracted screening organization and whether the client has the correct social care coverage.
You'll receive an email notification when a new inbound screening is available, or you can open the Tasks tab and click into the Inbound Screening Tasks folder, where all new screenings for your SCN's region appear. As with the Dashboard workflow, Unite Us automatically matches inbound screenings to existing client records where possible.
Screenings with a status of To Do or Overdue require action. Use the Status filter to narrow the list, the Assignees filter to see who's assigned, and All Filters for additional options.
Take Action on an Inbound Screening Task
Click into a To Do or Overdue screening to review the Task Details at the top of the page.
If you’re assigned a screening task for a client you have not worked with before, you’ll have the option to accept or reject the task before taking action.
Accept: Unlocks the task and the client’s Face Sheet becomes accessible.
Reject: Confirmed via a modal, then automatically routes back to the customer initiative’s lead provider.
Click the client's name to open their Face Sheet if you need to review any profile information.
Review the completed screening questions on the right and the Screening Results and identified needs on the left. If the client has identified needs, the Task section prompts you to begin outreach and complete an eligibility assessment; click the Take Action button to Open the Eligibility Assessment and/or Search for Resources once you've reviewed the full task.
From the top of a task, you can also click Assign to route it to yourself, another user at your organization, or a different organization in your network that can provide level 1 care navigation.
If you can't provide level 1 care navigation right now, you can click Assign to assign this task to another user at your organization. If your organization cannot provide level 1 care navigation right now, you can choose another organization in your network to assign the task to, or leave the task unassigned so another organization can pick it up.
If you can serve the client, select Assign and choose yourself as the user from the dropdown to take ownership of level 1 services, including the eligibility assessment. The client then appears as assigned to you in the Assignees filter.
Once you've made contact with the client and completed the eligibility assessment, click into the task and click Mark As Complete. When the task is finished, click Archive. You can also select multiple tasks from the Inbound Screening Tasks folder and assign, complete, or archive them in bulk.
Conduct a Rescreening
When a qualifying life event requires an additional screening, you can conduct a rescreening in Unite Us and submit an invoice for it. The process follows the same steps as an original screening, with a few additions to ensure the invoice is submitted correctly for screenings conducted within a year.
Open the client's Screenings tab and select New Screening. Answer each question based on the client's updates following the qualifying life event, then click Complete Screening.
Open the client's Cases tab and click Create New Case.
Select the rescreening program and enter the required information based on cap guidance to request authorization for the full cap amount, including a description and any supporting documents, then click Next.
Enter any known assessment information and click Next. Review the case details and click Edit Case to make changes.
Click Confirm and Submit once the case information is accurate.
From your Internal Cases Open folder, click into the case and scroll to the Contracted Service section. Click Add New Contracted Service.
Complete the required information, including the qualifying life event that prompted the rescreening, and click Submit for Review. Your organization's Invoice Admin reviews the invoice and submits it to the SCN for review.
Select Associated Needs
💡 Note: This section applies only if your contract workflow uses associated needs selection for data tracking.
Once a screening is complete, the client's identified needs populate the Associated Needs dropdown on the Prepare Your Referral or Create Case page, based on the client's most recently completed screening.
Select the identified need or needs that correspond to the referral or case you're creating. You can select multiple needs, for example, if you're providing care management for more than one need, then continue with the referral or case creation process.
🎓 For more on the full referral or case creation process, see the Payments – Send Authorization Request Referrals and Payments – Create an Internal Case courses in Unite Us Learn.
Related Resources
For a walkthrough of how each of these workflows fits into the full NY1115 process, from screening through navigation and enhanced HRSN services, see the NY1115 specific user guide.