02 How to Use the Identification Tab

Using the Identification Tab: Personal Details

The identification tab contains the minimum required information to successfully save a client record.

With the Clients Desktop active, Click the Add Client button (if you need to add a brand new client record)

• Note: double-click on an existing client record to make edits.

• Personal Details:
  • The First Name and Last Name are required fields denoted by a red asterisk (*). It is very important that the name entered into these fields matches the insurance card, as any deviation could result in a denial on a claim.
  • Accuracy of information entered is also important for the next three required fields, Date of Birth, Social Security Number, and Gender, as any deviation from the insurance card could also result in a denial on a claim.
  • Other fields in this area include Middle Initial, Preferred Name, and Client Code.
    • Note: Client code may be used as a way to identify the client other than by their first and last names. For example, client codes entered manually can be based upon a client’s record number.

Helpful Hint: If you want client codes to be system generated, go to Configure > List Configuration > Clients > Rules > Automatically Generate Client Codes (checkbox).

• The Inactive check box is useful for marking clients as active or inactive. The option to browse to and upload a picture of the client is also in this area

• High Risk Category:
  • The High Risk Category is a means of identifying a client according to any particular high risk needs. For example, a life-threatening allergy.
  • High Risk Categories must first be configured from Configure>List Configuration>Clients>High Risk Categories.

Using the Identification Tab: Address and Contact Details

• Address Details:
  • Street Address, City, State, and Zip Code are all entered under address details.
    • Note: these are all required fields.

Helpful Hint: A View on Map button is also included. When clicked on, the client’s address is shown on a map.

• Contact Details:
  • This section includes contact details for Home Phone, Work Phone, Cell Phone, Fax, E-mail and Preferred Communication (cell/email/pager/etc).

Using the Identification Tab: Other Details

• Many of the drop down boxes in this area must be pre-configured under the Configure Desktop in the List Configuration section.
• Other Details:
  • Cost centers are usually distinguished by physical locations so that information about each cost center can be reported separately (ex. billing per location, # of employees per location). Note that cost centers are typically pre-configured at the onset of implementation. Cost centers may also be added under the list configuration area of the Configure Desktop.
  • Target Population is useful for assigning a client to a particular target population. Target populations may be pre-configured within the Configure Desktop.
  • Jurisdiction is the entity with authority over the client (typically the county of service origin). Jurisdictions are managed by going to Configure > List Configuration > Clients > Jurisdictions.
  • Legal Status is the current legal definition of the client's state of being. Examples would be DSS, minor child, self-guardian, guardian. Please note that this must be pre-configured within the list configuration area of the Configure Desktop.
  • Smoking Status is critical to input if using the system for meaningful use certification.
  • Supervisor is typically the QP assigned and is valuable in managing an individual's caseload. This link is especially important, because this is typically the QP assigned to the client and is useful in managing an individual’s caseload as reports can be run by the supervisor’s caseload. This is also an important link for notes implementation. The supervisor name will auto-populate to the note and that person is then responsible for reviewing and approving the note for billing and payroll purposes.

Helpful Hint: In order for specific employees to be made available under the "supervisor" drop-down, a job title with Supervisor/Approver status must be linked. Job titles are configured within the list configuration area of the Configure Desktop.

• Ethnicity and Race are especially useful fields for data filtering and generating reports based on these demographics.
• LME Name is the entity/MCO governing services for the client.
• Client is an Employee is useful if the client receives a paycheck through the agency.
• Preferred Language is useful indicating the language preference for the client.

Click on the Save button

Using the Identification Tab: Other Details