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Client Information – Contacts & Key Contacts

Contacts

Types of Contacts

There are three types of contacts within FileVision, the level of information collected for each type of contact can be different. The types are:

 

  1. Key Contacts: Are contacts who are providing a support role to the client and are authorised to make decisions on behalf of the child or young person.
  2. Relationships: Are family/whanau or members of the local community that the child/young person and the Key Contacts identify as being significant relationships. This could include siblings, grandparents or close family friends.
  3. Professional Contacts: Are people who interact with the child and their family/whanau in a Professional capacity. Including but not limited to Social Workers, Oncologists, Teachers, GPs etc. By default, the Health Professional who referred the client.

Key Contacts

Enter a New Key Contact

Procedure: A new contact can be added to an active client case record at any point in time.  The process for adding a new contact is the same no matter whether the contact record is added during the processing of an accepted referral for a client or throughout the Client’s care

To add a new contact, the user must first open the client record.  This can be done in either the Client Information screen or the Client Summary screen.

From the Client Information Screen

Go to the Contacts Tab

  • Select the Add New Contact You will be asked what type of Contact you want to add.
  • Select the Key Contact button

From the Client Summary Screen

From the Key Contact Widget

  • Select the Add Key Contact.

If you find an Existing Contact to Link to your Client:

 

If your search results show an existing Key Contact that you wish to link to your client, click the tick box the left of their name, the Link Key Contact button is now active, click on this button.  You will see a confirmation message when the linking is successful, press OK to the message

If you wish to review the Contacts details prior to linking the contact then click on the hyperlinked name.  If you then wish to link this contact to your client, click the back arrow on the browser and tick their name and click on the Link Key Contact button

By default Mobile Phone field is mandatory as it is ticked under the Preferred section along the right hand side of the Contact Section if the client doesn’t have or prefers another method of contact please tick the appropriate box, this includes Postal Address.

You can choose Do Not Contact if the Key Contact has indicated they do not want to be contacted.  For example Post, when you select this you are given an additional field to type in the reason.

If Key Contact information needs to be updated – select Edit, make your changes and press the Save button.

Case Notes Updates

Each new edit in Key Contacts will also be updated into the Case Notes

Moving Key Contact to Relationship

Procedure: It may be necessary to move or remove a Key Contact if a new one needs to be entered

To move a Key Contact to the Relationship Module, check the box to the left of their name from the Key Contact Screen. The Move to Relationship Button will now be active

 

When the Key Contact is ticked press the Move to Relationship button this will move the Key Contact to the Relationship Tab, allowing you to enter in a  New Key Contact

Removing a Key Contact

Procedure: It may be necessary to move or remove a Key Contact if a new one needs to be entered

To remove a Key Contact, check the box to the left of their name from the Key Contact Screen. The Remove Button will now be active

 

When Key Contact is ticked press the Remove button – this Contact will be removed from the Client record but their record will remain in the FileVision Database you select

If you DID NOT find an Existing Key Contact to Link to your Client:

If your search is unsuccessful and you do not find a match, click on the Add New Contact button.  This will take you to a new blank screen, ready for data entry.

Email Address – If an email address is saved the address becomes a hyperlink, when clicked on will open up the FileVision Email screen.

Preferred Communication Method – A tick box is available against each type, (only one can be ticked) this identifies the Contacts preferred communication method. By default the Mobile Number is ticked and will be displayed as the best communication method in the Client Summary Screen and Client Information screen.

Press Save to save the new record.

To go back to the main Client Information record, press the clients Hyperlinked name on the top left hand corner

  • To search for a new client you can enter in the new name in the search field on the top right hand corner

To Correct Information: You can select the Edit Button to update or change the information

Case Notes Updates

Each new edit in Key Contacts will also be updated into the Case Notes

Address Fields

Both the Primary and Physical Address fields work with Google Maps, you can start typing in a address and you will be presented with possible matches, if you can’t see a match keep typing it in manually, FileVision will accept this.  If you find the address and want to alter it you can select the address from the Google options and then over type it.

 

For Example Google has 96 Manchester Street but you want Unit 2/96 Manchester Street and can’t find it, select the 96 Manchester Street and add Unit 2/ at the beginning.  You can also add additional information such as C/- ABC Residential Home etc

 

If you have a Physical Address that is also the same as the postal address you do not need to enter this information again, when you save the record you will be asked “Do you want to update the Postal Address to be the same as the Physical Address?”  if you select Yes then the Postal address will update with the same information as the Physical address, if you select No then the field will not update.  You will be asked this question each time you change an address field.

Professional Contact – How to create or edit

Procedure: A new Professional contact can be added to an active client case record at any point in time.  The process for adding a new Professional contact is the same no matter whether the contact record is added during the processing of an accepted referral for a client or throughout the Client’s care.

The Professional Contacts are maintained by an Administrator, if an address or phone number is changed on the master record then all clients linked to that Professional Contact will also be updated.

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