Clients

CLIENT VIDEO TRANSCRIPTS BELOW

Clients are the starting point to building appointments and trips. We can not create appointments until we have clients. To create a client click on create client from the quick links on the left, or click on create client from the clients drop down on the top bar. To start we need the first and last name of our client. This is required information. Next we need an address, city, state, and zip. Some clients may have a second line address. This would include apartment number, suite numbers, room numbers, etc. The county field is optional and for the most part should not be used. The counties will automatically update in the system as long as the zip code is correct. To help with address accuracy and ease we have a google search helper. This box is only a helper and is not saved. Always double check the information provided from using the google helper. Not every address will be in google and this is a helper to make things easier and more accurate in most situations. A phone number is not required to add a client, but is highly recommended and will be used most of the time. If more phone numbers are needed they can be put in the notes below. The next step is choosing the client restrictions. A client will either be wheelchair or ambulatory meaning they can walk. Wheelchair clients will always need a wheelchair van, but ambulatory clients may have more refined restrictions. We can choose none, sedan only, minivan only, or no wheelchair van if they can be sedan or minivan. Next we have notes, driver notes, and billing notes. Driver notes would include information helpful for drivers. Information such as go around back, or 2^nd driveway, things the driver would need to know if any. Notes and Billing notes are determined internally, but are available for use as needed. If a client has a medicaid billing number please enter it. Only admins can set when the medicaid form expires, depending on the program settings. Lastly we need to choose all billing codes the can apply to the client. Some clients will only have 1 billing code, and some clients will have multiple billing codes. Information can be edited later as it is obtained or as the information changes.

Clients can change addresses, phone numbers, and other information. From the side menu or from the top menu, we can click on the all clients link to edit existing clients, or check if a client already exists. We can click on the name of any client to pull up detailed information. Here we can see everything that we entered when the client was created. To change information simply click the edit button. Now we have the same form from before, when creating the client, where we can adjust client information. We must click the edit client button at the bottom after making any changes. This will not effect existing appointments or trips. In the near future there will be a second button to edit the client and any existing appointments in one step. Back on the main all clients screen we have a very advanced search box to find our client. By default you can search using part of a name, address, phone, and notes. Usually less information is better, and then we can refine depending on how many results we have. For example, if Thomas Smith calls in, he might say his name is Tom, so searching Thomas will not find him. Searching Smith may produce too many results to quickly locate our client. Try name variations or search by phone. When we do successfully locate our client we can click on the client name to edit. By clicking the back to clients button we keep our search parameters. If we click on all clients we loose our search parameters and start fresh. The same holds true after clicking the edit button. Using the back to client button will keep our search parameters.