Add associations to keep track of a client's support network

This article explains how to use items under the Associations tab to keep track of a client's support network. It covers the client's contacts, associated providers, education settings and personal identifiers.

The Associations tab allows you to keep track of the network of people and organisations that are involved in the client's care. Under the tab, you can add:

• a client's personal contacts, for example, their next of kin and relatives
• associated providers, which are other organisations involved in the client's care
• education settings, for example, schools or day care centres, and
• personal identifiers.

You can also use the blocklist to indicate clients that should be kept apart to avoid conflict. Find out more about using the blocklist in a separate article.

Associations can be added to intake or client contact records. To add associations:

1. Navigate to the relevant intake or client contact record.

Intake records can be found by clicking on a client's name on their enquiry record. Client contact records can be found by clicking on the Contacts tab.

2. Click on the Associations tab. This will show related list sections where you can add each of the different types of associations.

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Client Contacts

The Client Contacts section captures information about people who may need to be contacted about the client's care. This can include family and friends, employers and employees, and any other people that may need to be contacted. To add a client contact:

1. Scroll down to the Client Contacts section and click on the New button.

2. This will open the New Client Contact form. Click in the Related Contacts field.
3. You can either search for an existing contact by typing into the field or select + New Contact to create a new record.

4. Once you've found or created a new contact, use the Type drop-down list to show how the person is related to your client.
5. If you put a tick in the Display As Alert checkbox, a link to the client contact (CC) record will appear as an alert on the client's record.

6. The Additional Information section includes a list of checkboxes that allow you to show more about the client's relationship to this contact and when that person should be contacted. Options include showing that the person is a primary contact, emergency contact, next of kin and/or carer.

7. Once you've added as much information as you can to the New Client Contact form, click on the Save button.
8. Your new contact will now be listed under Client Contacts. To edit this record, click on the drop-down arrow at the end of the row and select Edit.

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Associated Providers

The Associated Providers section captures information about other organisations that are involved in the client's care. This can include doctors and other medical practitioners, NDIA planners, and/or other health care providers. To add a provider:

1. Scroll down to the Associated Providers section and click on the New button.

2. This will open the New Associated Provider form. Click in the Provider field.
3. You can either search for an existing contact by typing into the field or select + New Contact to create a new record.
4. If the provider is associated with or working at a particular organisation, you can also link the organisation's account to this record by clicking in the Organisation field. Search for an existing organisation or select + New Account to add a new one. Find out more about the relationship between accounts and contacts.

5. You'll also need make the association active. Click in the Status drop-down list and select Active.
6. If the provider is an emergency contact for the client, put a tick in the Emergency Contact checkbox.
7. Click on the Save button.

8. The provider will now be listed under Associated Providers. To edit this record, click on the drop-down arrow at the end of the row and select Edit.

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Education Settings

The Education Settings section captures information about places where the client goes to learn. This information is saved in an account record and could include a day care centre, school or higher education institution. To add an education setting:

1. Scroll down to the Education Settings section and click on the New button.

2. This will open the New Associated Education Setting form. Click in the Education Setting field.
3. You can either search for an existing account by typing into the field or select + New Account to create a new record. 

4. Once you've added or found the relevant education setting, click on the Save button.
5. The setting will now be listed under Education Settings. To edit the record, click on the account name.

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Personal Identifiers

The Personal Identifiers section captures information used by other organisations to identify the client. This includes things like Medicare, pension and tax file numbers, and may include information that's used by the system to claim funds. To add a personal identifier:

1. Scroll down to the Personal Identifiers section and click on the New button.

2. This will open the New Personal Identifier form. Select the record type that you're adding and click on the Next button.

The options on the New Personal Identifier form may be different for your organisation.

3. This will launch a form that captures the relevant details about the identifier that you've selected. Fill out this form and then click on the Save button.

4. The new record will now be listed under Personal Identifiers. To edit this record, click on the drop-down arrow at the end of the row and select Edit.

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