Difference between revisions of "Template:Rac3clients"

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==Recording contacts with clients==
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==Section 4: Starting a new referral==
  
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It is most common to record contacts with Clients, but you can also record contacts with Volunteers, Organisations and so on. We'll look at recording contacts with Clients first, then consider other types of Organisation/People at the end of this section. The most common scenario when using Charitylog is that you want to record a contact with a client, who may or may not already be on the system. Remember that when your organisation starts using Charitylog, you all share the same pool of clients, so a client may well be on the system even if you haven't personally dealt with them before.
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[[File:rac_1.png|thumb|right]]
  
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This flow chart shows the process for recording contacts on Charitylog. '''Disclaimer''': the process of Recording Contacts can differ widely between organisations, because you will be using it the best way that fits you. Your administrators will have decided on some options which have a bearing on how the process looks to you, the end user. This means that there will be things in this section of the manual which you might not use. Don't worry and don't get disheartened, and if you need help, give us a call.
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Now we come to section 4 of our flow chart (right), where we decide whether we're starting a new referral or continuing an existing one. First of all we'll look at starting one from scratch. Whatever way you've got there, you should now be at the screen where you can select which project you're recording the contact for, as shown:
  
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This flow chart is an attempt to cover all the bases, but there are some sections which need further explanation. We'll go through these in detail later on.
 
  
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[[File:rac_clients_1.png|border]]
  
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[[File:rac_1.png|border]]
 
  
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This screen is fairly simple: just put a tick in the box next to the relevant project, and click the "Create New Referrals" button...
  
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===Section 1: Running a search for a client to see if they are already on the system===
 
  
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Click the "Clients" menu item.
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[[File:rac_clients_2.png|border]]
  
  
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[[File:rac_2.png|border]]
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You will then be taken to the "Record a Contact" screen.
  
  
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You will be presented with a search form which you can use to look for the client you are working with and see if they are already on the system. You should always run a search, rather than assuming the client isn't already on the system. This is because it's very important to avoid duplicating clients (or any other kind of Organisation/Person). See [[Reporting_and_Outcomes#Why_it.27s_important_that_there_are_no_duplications_on_your_Charitylog_system|this note]] in the [[Reporting and Outcomes]] section for an explanation.
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[[File:rac_clients_3.png|border]]
  
  
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[[File:rac_3.png|border]]
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So let's take the fields from the top down;
  
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* Date and time - these default to the time you opened the "Record a Contact" form, but can be altered to any date and time, past or future - so it's no problem to backdate recording of work, or indeed anticipate it.
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* Referred by - enter a [[link|Referrer]] to say who referred the client to you. Click the yellow button to get a lookup list of the Referrers on your system. You can also start typing in the box, and after three letters, the system will give you a drop down list of matching Referrers.
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* Contact method - whether this is a phone call, email, office visit, etc. This list is editable by administrators, see [[link|Drop-Down Lists]].
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* Details of contact - enter brief details of what the contact was. '''Note''' - don't enter ''what needs to be done'' - this comes later.
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* Done by - defaults to you, but you can replace this with another staff member if required.
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* Project subcategory - this is a customisable system for categorising activity across Projects. For more information, see [[link|Project Subcategories]] in the Administrator manual.
  
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The search box gives you the following fields:
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==Section 4: Identifying if we are recording a contact for an existing referral==
  
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====Surname====
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One of the best things about Charitylog is that it makes it much easier for people to share work across the organisation.  
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The most common, and most useful, way of searching for a client is to use their surname. You can use all or part of the surname, for example:
 
  
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* Entering '''O'Brian''' will return all clients with the surname "O'Brian"
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Make sure you don't enter double referrals - check existing ones - etc
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* Entering '''Brian''' will return all clients with the surname "O'Brian", but also those with the surname "Brian"...
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===Entering a Referrer===
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* Entering '''Br''' will return all the clients with the surnames "O'Brian" and "Brian", and also those with the surnames "Brown", "Brian", "O'Brien", "Bryan", "Obree"...
 
  
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So you can see that using only part of the surname can be useful if you aren't sure how the client spells their name, or (perhaps more usefully) if you're not sure how another member of staff might have spelled it when they entered it.
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====Adding a new Referrer when recording a contact====
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====Forename(s)====
 
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Search by forename.
 
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====Client Number====
 
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When anyone is added to Charitylog they are assigned a unique ID number which never changes. See [[Organisations_And_People#ID_numbers|this page]] for more information. This field allows you to search by this number.
 
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====First address line====
 
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Search by first line of address. Like the [[#Surname]] field, this will accept only part of the address line.
 
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====Postcode====
 
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Search by postcode. Use only the first half of a postcode to broaden the search.
 
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====Telephone Number====
 
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Search by telephone number - again, partial searches accepted.
 
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====eMail Address====
 
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Search by email address.
 
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====Details/Notes====
 
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This field allows you to search for text that has been entered/saved in the "Notes / General Description" text box on the [["Details"_Screens#Notes_.2F_General_Description|Client Details]] screen.
 
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====Usual Support Worker====
 
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Allows you to search only clients that are assigned to a member of staff, using the "Support Worker" drop-down list on the [["Details"_Screens#Support_Worker|Client Details]] screen.
 
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====Service User Group====
 
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Allows you to search by Service User Group. Service User Groups are customisable for whatever your organisation needs them for - see [[System_Setup_Guide#Service_User_Groups|this page]] for the Service User Group section of the Admininstrator Manual.
 
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====Status====
 
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Allows you to search by Status. Like Service User Groups, you can use the Status list for anything you need - see [[System_Setup_Guide#Status|this page]] for how to set it up and use it.
 
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====Emergency Card Number====
 
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Allows you to search by Emergency Card number.
 
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{{Emergencycards}}
 
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====Active====
 
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Lets you search active or inactive clients. This defaults to "Active", as it's rare that you will want to search for inactive clients.
 
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====Selecting the relevant client====
 
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Once you have run your search and identified the client - or not - you're ready to proceed;
 
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* If you have found the client is already on the system, you can click the "Record a Contact" button in the results list.
 
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[[File:rac_4.png|border]]
 
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* If you want to view the full details of the client before recording the contact, simply click their name to be taken to the Client Details screen. Once there you can use the "Record a Contact" button in the top right hand corner of the screen.
 
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[[File:rac_5.png|border]]
 
  
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==Section 5: Extra Options==
  
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===Section 2: Creating a new client from scratch===
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==Section 6: Classification Codes==
  
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Suppose that the client you are working with isn't on the system. What then?
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==Section 7: Decide where to go next==
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===Entering a Referrer===
 
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====Adding a new Referrer when recording a contact====
 

Latest revision as of 22:47, 3 January 2013

Section 4: Starting a new referral

Rac 1.png

Now we come to section 4 of our flow chart (right), where we decide whether we're starting a new referral or continuing an existing one. First of all we'll look at starting one from scratch. Whatever way you've got there, you should now be at the screen where you can select which project you're recording the contact for, as shown:


Rac clients 1.png


This screen is fairly simple: just put a tick in the box next to the relevant project, and click the "Create New Referrals" button...


Rac clients 2.png


You will then be taken to the "Record a Contact" screen.


Rac clients 3.png


So let's take the fields from the top down;

  • Date and time - these default to the time you opened the "Record a Contact" form, but can be altered to any date and time, past or future - so it's no problem to backdate recording of work, or indeed anticipate it.
  • Referred by - enter a Referrer to say who referred the client to you. Click the yellow button to get a lookup list of the Referrers on your system. You can also start typing in the box, and after three letters, the system will give you a drop down list of matching Referrers.
  • Contact method - whether this is a phone call, email, office visit, etc. This list is editable by administrators, see Drop-Down Lists.
  • Details of contact - enter brief details of what the contact was. Note - don't enter what needs to be done - this comes later.
  • Done by - defaults to you, but you can replace this with another staff member if required.
  • Project subcategory - this is a customisable system for categorising activity across Projects. For more information, see Project Subcategories in the Administrator manual.

Section 4: Identifying if we are recording a contact for an existing referral

One of the best things about Charitylog is that it makes it much easier for people to share work across the organisation. 

Make sure you don't enter double referrals - check existing ones - etc

Entering a Referrer

Adding a new Referrer when recording a contact

Section 5: Extra Options

Section 6: Classification Codes

Section 7: Decide where to go next

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