Department of Human Services

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Adding Clients via Direct Entry

Transcript

The first thing you need to do is to go to the client section (cursor lands on the Client bar on the right-hand side of the screen and clicks. A new screen opens).

And then the next step would be to search to see if the client has been added before. So, we can see that there's already a few clients that have been added, so I probably don't need to search in this case.

If I’m say, wanting to add a client name ‘Jim’, (cursor clicks on the magnifying glass to search. Search fields open) but you could do that by say, going like this (enters Jim in the search field) and clicking the Go button. (Display: No Results Found.) Since that client hasn't been added I’m going to go ahead and add them but basically, if for example they did exist, if I was going in with the intention of adding Pam Beesly, I can see she's been added (Pam Beesly’s name is on the screen). I wouldn't need to add her again.

To add a client via direct entry, click this Create Client button (top left of the screen) and then it's a case of filling in the displayed form fields, particularly those that have an asterisk as those are the ones that are mandatory. (The trainer completes the fields: unique identifier, client’s name, date of birth, email and mobile, residential address and demographics, which include the client’s gender, whether or not they are an Aboriginal or Torres Strait Islander person, whether they are CALD and whether they have a disability.)

Date of birth is not mandatory, just year of birth, but if you have it, it's recommended. Just making up a date of birth for the purpose of this exercise. Email and mobile is there more for future development in case we ever reach the capability to email or text out survey links. So, it's not compulsory to provide at the moment. We haven't released that functionality, but it's just there for future development.

Next, we've got residential address, so again, postcode's the only mandatory field, but if you do have the full address, and consent to share it, if you search in the Notes field and begin typing the address, you should be able to select the person’s address from a list. This will automatically enter the client’s address in the correct fields. If the address is not there, you can manually enter the details.

If you didn't have the client's postcode data available, you could enter quadruple zero, and that's a way to flag that the postcode is unknown.

Finally, we have demographics. None of those are mandatory at the point of client entry, but if you have that information it is recommended. Just select from the drop-down fields. If you haven't had an opportunity to collect that data, and the client, for example, is already disengaged, or there's not going to be a capability to provide it, you could for example choose ‘not stated’ or ‘inadequately described’ from the drop-down field. That's a way to show that yes, you've made an effort to collect it, but you don't have it. You can also come back to this client profile later and edit it if you do learn that information. But basically, it's better than leaving it blank.

So, now that I've added all that information, I just need to click that Create button (bottom left side of the screen. The screen refreshes to show the new client’s details).

And now that client has been added, but they're in inactive status, and that means that we can't go to the next step, which is to assess the client, until the client has been activated or made so that the status is active. So, to do that, I just click that green Activate button (above the Client Details information), and now Jim is activated and he's ready for the next step, which is to create an assessment.

Page last updated : 19 Sep 2022

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