How to create new CSFP applications in PantrySoft
1. Create Client Record
First, you'll need to create the client record in PantrySoft (to create a new client record, follow the steps in this article, then come back to this page). The CSFP program applies to individuals, so unless you are also using the same PantrySoft installation to track TEFAP or other programs (this would be an unusual application of PantrySoft), we recommend you create a unique household for each client.
Important Note! Before adding a client, search to see if they are already in the system. CSFP has strict rules about dual participation. It is important to avoid adding the same person at multiple locations. When you do add the client, if there is a match on that name and birth date the system will provide a warning.
2. Create CSFP Record
Once the client record exists in PantrySoft, navigate to the client's record and click the orange plus sign on the CSFP module. If you're creating the client record and want to immediately create a CSFP record for that client, click Save and CSFP upon creation.
This will open the CSFP screen:
The CSFP screen shows a history of all CSFP events for the individual client. The first event is the pending application. As you complete and certify the application, these events will also show on the event list. Visits, missed visits, and certifications will also show on this screen.
3. Complete CSFP Application
From here you have the following options available:
- Complete and Sign: This is to sign the application electronically.
- Complete Offline: Use this option to indicate an application exists and is stored outside of PantrySoft.
- Complete and Upload: This option will prompt you to upload the application from your computer. If you are on a mobile device, you may upload from the camera.
Once complete, you'll notice that the current status will update. The Due Date will also be set to ten days in the future as per stated in the regulations to help you track when eligibility or denial notification is required across your CSFP clients.
4. Certifying or Denying a CSFP Client
Clients must be certified or denied AND notified by the due date. Recording the date of these events in PantrySoft will document your compliance with the regulation. These steps will complete the certification or denial part of that process.
If you click Certify, you will be prompted to enter the effective date or indicate that the client has been added to the Waitlist.
If you click Mark Ineligible, you will be prompted to enter the reason.
5. Complete Notification
Clients must be certified or denied AND notified by the due date. Recording the date of these events in PantrySoft will document your compliance with the regulation. These steps will complete the notification part of that process.
Send Notification Via Email
If there is an email address on the client record and an email notification is desired, the Notify Via Email checkbox can be used to send an email notification to the client of their certification or denial.
This will open a dialog box that can be edited if desired. The corresponding form will be populated based on the the fields indicated by the previous step and will be attached to this message.
Send Notification Outside of PantrySoft
To indicate that the notification was completed outside of PantrySoft, make sure that the Notify Via Email checkbox remains unchecked and click Complete Notification.
Congrats! Your CSFP participant is ready to be served in PantrySoft!
Once you've completed these steps, you'll see each of the previous steps and their timelines, as well as the active certification and expiration information.
