Manage Clients (Adding or Exiting from a Service, Removing from a Waitlist)

Table of Contents

Overview

Clients are the people that you provide services to. Before you add clients to services you should have decided on your Security and Permissions model, and have added services to you site.

Clients are added from the Client Portal using the "Add Client" button that launches a wizard (form chain) which will lead you through the steps to add a client. The "Add Client" button is available to users who are in the role Site Administrators. It is possible to permit additional roles to be able to add new clients, but it should be limited to those who play an administrative role. The managers role is an idea candidate for a role to use. It already has role permissions set to include add new client, add to service and exit from service.

The forms that are included in the Add Client Wizard may not contain all the fields that your agency needs. It is possible to add additional fields and to rename the existing fields once you are familiar with form management.

Clients are active in services when the Service History record for a service contains a current Start Date, and the Exit Date is empty or is in the future.

Clients are waitlisted for a service when Referral Date is entered, and both the Start Date and the Exit Date are empty, or the Start Date is in the future and the Exit Date is empty or in the future.

Clients have exited a service or the waitlist for a service, when the Exit Date is not empty and is equal to today or is in the past.

You are ready to start adding clients when you have:

• Decided on the Security and Permissions model you are going to use

• Added Services

☑️ Requirements/Dependencies

• Login with Site Administrator permissions. Or if permitted, login with Manager permissions.

\uD83D\uDCD8 Instructions

The first step in adding a client is to search the system to see if they already exist. If they do not exist, you can add a new client. If they already exist, you can edit their existing record and add them to a new service or move them from a waitlisted service. Both scenarios are described below.

Add New Client

Follow these instructions if the client you are adding is not found after the search process.

1. Click on the Clients Portal

2. Click Add Client

3. Step 1 - Search for Client

   • Type all or part of the first or last name of the client you wish to add and press enter to perform a search.

• If you don't see the client you are trying to add then click the Add New Client button.

4. Step 2 - Add Client Name

   • Click into the First Name field and type in the first name of the client. You can include a middle name or middle initial. i.e. Mary Alice or Mary A.

   • Click into the Last Name field and type in the last name of the client. i.e. Heart

   • Notice that the Full Name field is automatically filled in using the format Last Name, First Name. i.e. Heart, Mary Alice.

   • Click Next

5. Step 3 - Add Contact Info

   • Person field is auto-filled with the name of the client

   • Assigned Worker(s) field is used to assign specific staff to a client. When staff are assigned during the intake process permissions are automatically granted to the named Assigned Worker(s). This field can be left empty.

   • Enter the client's Email. This field is available in the Notification Manager, type email.

   • Enter the client's Phone, Address, City, Province, Postal Code. Leave empty if not known.

   • Photo can be uploaded now or the field can be left empty.

   • The Contact Information form can be updated from the client details page at a later time.

   • Click Next

6. Step 4 - Add Client Intake Info

   • Fill in as many fields as are known at this time.

   • The Client Intake Information form can be updated from the client details page at a later time.

   • Click Next

7. Step 5 - Add To Service

   • Choose No if you are not ready to add to a service at this time (then click Finish).

   • Choose Yes if you are ready to add this client to a service.

   • Clicking Yes opens a Service History Form

   • Client is auto-filled

   • Service is a required field; select the Service.

   • Referral Date can be used to assign this client as being on the waitlist for the service. To waitlist a client, enter a referral date but do not enter a start date.

   • Start Date is used to activate the client in the service.

   • Click Finish if you are done adding this client to services; click “Add to another service” to add the same client to another service.

You are returned to the Clients Portal.

Update Existing Client (not on a waitlist)

Follow these instructions if the client you are adding is found in the search process and is not yet waitlisted for any services

1. Click on the Clients Portal

2. Click Add Client

3. Search for Client

   • Type all or part of the first or last name of the client and press enter to perform a search.

   • The page will load with found names and display current services and waitlisted services. Assuming there are no waitlisted services...

   • Click the Add To Service button next to the name of the client you are going to update.

4. Would you like to add or refer this client to a service?

   • Choose Yes

   • Clicking Yes opens a Service History Form

   • Client is auto-filled

   • Service is a required field; select the Service.

   • Referral Date can be used to assign this client as being on the waitlist for the service. To waitlist a client, enter a referral date but do not enter a start date.

   • Enter a Start Date to activate the client in the service.

   • Click Finish

You are returned to the Clients Portal.

Update Existing Client that is currently on a waitlist for a service

1. Follow these instructions if the client you are adding is found in the search process is waitlisted for service(s).

2. Click on the Clients Portal

3. Click Add Client

4. Search for Client

   • Type all or part of the first or last name of the client and press enter to perform a search.

   • The page will load with found names and display current services and waitlisted services. Assuming that there are waitlisted services...

5. Click the Add To Service button next to the name of the client you are going to update.

   • Would you like to add or refer this client to a new service? Or move this client from a waitlisted service?

   • Click Move From Waitlist

   • Service History forms opens with the waitlisted service auto-populated; if more than one click into the Waitlisted Services field and choose the correct service.

   • Client and referral dates are auto-filled

   • Enter a Start Date to activate the client in the service.

   • Click Finish

You are returned to the Clients Portal.