Details Screen

The Client Details screen

All of the "Details" screens look fairly similar, but the Client Details screen is the one that most users see most, so we will look at the Client Details screen in detail now.

System Administrators do have control over which fields display on which screen, and whether fields are displayed or not. Therefore, the Client Details screens on your system may look slightly different to the ones below. Contact your system administrators if you have any questions.

General Details tab

The General Details tab stores basic information about a client - the sort of information you would use to tell one client from another. Many of the fields on this page are driven by Drop-Down Lists, so if you think some of the available options are incorrect (or need adding to), then speak to your system administrators.

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Personal Details tab

The Personal Details tab shows more sensitive/personal information. Depending on your user settings, you may not be able to see the Personal Details tab.

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History tab

The History tab shows the activity that has been logged for this client. All actions are visible, and you will be able to see the details of appointments, phone calls and so on. You can update outstanding actions from this screen.

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Summary tab

The Summary tab shows this client's activity too, but summarised by Referral. Think of a Referral as one chain of actions. On the History tab you would see all of the individual actions; on the Summary tab you would only see the chains of actions - so if a client had called for some advice, then come into the office for further information, then had a home visit, and finally been referred to another organisation to deal with the issues raised - on the Summary tab, you would only see one line representing this chain of actions.

Outcomes can also be updated from the Summary tab.

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Projects tab

The Projects tab shows which of the projects and services in your organisation the client is involved with.

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Risk Assessment tab

The Risk Assessment tab is for users to log simple risks to do with the client. This is not intended for long and involved risk assessments; rather, it is for things that a member of staff going to visit the client might need to know. For example, in the example screenshot, Mr Abrams lives on the sixth floor of a building and there is no lift, so a staff member would know not to go with a heavy bag of paperwork, etc.

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Extra functionality (top)

• Clicking on the pair of people will take you to the Relationships Screen, where you can see and edit relationships this person has with others on the system.
• The "New Diary Entry" button is deprecated and not present in new builds of the system (so it can be ignored).
• "Print Record" allows you to print out details of this client - see Print Record.
• "Letters and Emails" shows letters and emails created by the system to this client as part of mail merges, and also allows you to auto-create them a letter.
• "Uploaded Docs" allows you to upload documents to keep with this record - this would be the place for full risk assessment forms, as well as scanned documents, pictures and so on. See Uploaded Documents.
• "Record a Contact" will allow you to Record a Contact.

Extra functionality (bottom)

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Benefits & Income

• Charitylog's "Benefits and Income" feature allows users to record details of the benefits and income that their clients receive. Click here for more information.

Contact & Consent Rules

• "Contact & Consent Rules" lets you specify how this client is to be contacted, e.g. if they do not want to receive mail.

Club & Clinic Membership

• "Club & Clinic Membership" shows if the client is a member of any Clubs/Clinics, and allows you to add them to memberships. Click here for more information.

Club & Clinic Attendances

• "Club & Clinic Attendances" is a report for this particular client. The report will show if they have attended any meetings, functions, groups etc that are managed with the Clubs and Clinics module.

Disabilities

• "Disabilities" shows details of any disabilities the client may have. Click here for more information.

Emergency Card

• "Emergency Card" is a system for linking clients with their carers. Click here for more information.

Other

• "Equipment" shows if the client is currently borrowing any items.
• "Groups & Skills" shows categories that this client belongs to/skills they have, etc. More information
• "Job Cards (Vols)" shows whether this client has had involvement with volunteers.
• "Merge Record" allows you to merge this client with another organisation/person (this option is usually turned off for almost all users).
• "NoK and Contacts" can be used to store details of the client's next of kin.
• "Old Addresses" - if the client changes address, the old addresses will automatically be stored here.
• "Private Notes" can be used to store confidential information about the client - you can specify which staff members can see them when you create them.
• "Supporting People" is an add-on module, see Supporting People.