How to Assign Clients

Configuring for Assigned Clients

If you will be assigning clients to specific employees, you will need to complete some basic configuration first.

First, In the OTC Global Permissions section of Desktop Security, there is an option to allow users to only see their assigned clients.
This security setting is found by going to the following: Configure → Security → Configure Roles → Select Role → OTC Global Permissions → Only show assigned clients (checkbox).
When this rule is enforced, the user can only view the clients added to their roster. It is crucial to have defined processes for who manages employee rosters and how clients get added so that caregivers can write notes and/or perform other client-related tasks.

If the “Only show assigned client” check-box is NOT checked and clients are assigned to a particular employee, users still have the option of toggling their assigned caseload as desired. This is handled under the Options menu.
If the option to uncheck the box is available, then doing so provides access to all of the clients within the assigned cost center(s). If available, users can toggle the cost center checkboxes in order to display required clients/info.

Validations Related to Assigned Clients

The Don't Send check box (discussed later in this course) becomes important when the client/employee relationship is no longer valid. If the client is added at the assigned clients tab and this box is checked, then the scheduler will be notified not to schedule the two for services. The following shows the validation rule in securities that manages how this notification is handled.

There is another validation that pertains to the Roster, called Employee Client Training. This works in conjunction with a check box on the Service Authorization screen. When setting up an authorization, there is an option to enforce rosters to be used per service. When scheduling for the service, the system will perform a check to ensure the client/employee relationship is valid.

Assigning Clients

The Assigned Clients tab of the employee record is used to link client(s) with an employee for service delivery. This is also where client specific training can be documented and where important links are made for validating employee/client training and compliance.

Click on the Employees desktop, navigate to the employee record you want to assign clients to, and double-click to open the record.
Click on the Assigned Clients tab
Click on the Add button

Select the client you want to assign from the drop-down.
Click Update to save the client assignment

Assigning Clients: Optional Fields

Date Completed, Date Expired, and Date Reminder are optional fields.
The "Relative" checkbox works with the corresponding 'RAP Services' configuration, found under Configure>List Configuration>Employees>RAP Services. In addition to identifying a client/relative relationship within the system, it's also a means for filtering only to services that relatives as providers, are allowed to provide (based on specific state guidelines, for your specific state).
The "Don’t Send" checkbox works with the corresponding validation (as mentioned earlier in the course). An Inactive checkbox is available for marking the assigned client link as inactive.

Helpful Hint: A View Plan link is available for viewing client treatment plans.