Introduction to capturing client information

This article provides an introduction to the various ways you can add a client to the system. It also explains how to find out about adding extra information, like medical histories and plans.

Most of the things you do in the system will involve clients. There are a lot of ways you can add clients and information about them. The three main ways to add information about a client to the system are:

• through the client enquiry form
• as an intake, or
• directly as a new client.

Once you've added a client, you can also:

• add additional information, for example, medical histories, and
• create plans.

Articles in this section of the Help Centre will help you to use each of these features. But first, let's take a look at when to use each of these approaches.

Client enquiry form

The client enquiry form is a great way to capture information about people who are considering your services but aren't ready to become full clients. If your role involves responding to enquiries about your organisation's services, you can use this part of the system to keep track of these interactions.

Find out more about how to capture an enquiry.

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The intake process

The intake process can be useful for larger businesses that need to keep track of clients who are being assessed before they become full clients. At this step of the process, you can add extra information about things like service requests and risk assessments.

The page layout for an intake record is slightly different, as it captures less information than a full client contact record.

Your business may choose to bypass this step in their client onboarding process. You can capture the same information against the full client contact record, but if you're assessing a lot of clients it can be a good way to keep this process separate.

For most implementations of the system, you'll need to create an enquiry before you can create an intake record.

Find out more about how to convert an enquiry into an intake record.

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Create a new client contact record

An active client's information is stored on a client contact record. This is a type of record and shouldn't be confused with the client's contacts, which are people who communicate about the client's care.

There are three main ways to create a new client contact record. You can convert them from an enquiry or an intake record, or you can make a new record directly under the Contacts tab. Some parts of the system also allow you to create a new client from a Client form field.

The approach you use will depend on your organisation's policies and where your client is in the onboarding process.

Find out how to create a new client contact record.

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Add information

You can add a lot of information about a client, especially once they have a client contact record. You can include details about:

• people involved in their care
• their medical details and medications
• assessments of their circumstances
• their criminal record or legal orders, and
• requests about their personal information.

You can also use the system to create and track:

• goal achievement plans
• personal support plans, and
• care plans.

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