Description: In this topic, the user will learn how to create a new client profile, and view, edit, or deactivate client profiles.
*Please note: Client profiles cannot be deleted, but the status can be changed to inactive.
Role Required: Super User
Permission Required: Client Admin
Required Entities Before Creation:
- Cost Center
Create Client
- Log in to DCI
- Click Home on the main menu
- Click Clients on the submenu
- Click Actions
- Select Add New Client. Complete the form wizard.
- Basic Demographics tab:
- First Name (required)
- Last Name (required)
- Full Name (optional)
- Address (required): Client’s physical address
- GNIS Code (required): Click the blue search location link after entering the address. This will generate the GNIS Code.
- Time Zone (optional): Select from drop-down
- Phone (required)
- *Alternate Phone (optional)
- Mobile (optional)
- Email (required): If EVV will be used, a valid and unique email address for the client must be entered.
- DOB (required)
- **Profile reference (optional)
- *SSN (optional)
- *Verify SSN (required if SSN was entered)
- Allow SSN Retrieval: Yes or no options, default is no. If yes is selected, the SSN will be stored in a retrievable format for EVV aggregation. Only select yes if the funding source requires SSN to be aggregated.
- Attach Photo (optional): Required if facial recognition will be used for EVV
- Click Next
- Client Information tab:
- Client Id (required): Unique Id usually provided by the funding source
- Medicaid No (optional)
- Insurance Group No (optional)
- Insurance Plan No (optional)
- Insurance Payer No (optional)
- Insurance Number (optional)
- Certification Template (optional): Select if there are a set of certification requirements for employees working with this client
- Cost Center (required): Select the client’s home cost center
- Preferred Language (optional): Select the language spoken by the client
- *Received Date (optional): The date the client entered the company’s services
- *Packet Mailed (optional): The date the company completed and returned to the funding source all required documentation for the client to enter its services
- Client Status: Defaults to active. Select inactive when no longer a client.
- Discharge Date (optional): Enter at time of the client’s discharge
- Suspended Date (optional): Enter the date the client suspended services, i.e., for a hospitalization.
- **Code (optional)
- *Region (optional): The region in which the client receives services, as designated by the funding source.
- *Guardian (optional): Client’s guardian name if the client is not his or her guardian
- *Fee (optional): The fee charged to the program for serving the client
- *Primary Diagnosis (optional): The ICD-10 code that enables the client’s eligibility for service, as required by some funding sources.
- *Cost Share (optional): The client’s responsibility for payment toward services
- Enable Caregiver Rating Emails (optional): If checked the client and/or guardian will receive emails to rate their experience with their caregiver.
- Enable Care Management (optional): If checked the client will be available in the care management module for a plan of care and goal tracking.
- Enable Vendor Payment (FI mode only - optional): If checked the client will be eligible to make vendor payments.
- Enable Employer Reimbursement (FI mode only - optional): If checked the client will be eligible for reimbursements.
- Click Next
- EVV Location tab:
- Copy from Profile Address (optional): Copy the address from the basic demographics tab of the form.
- EVV Location Name (required if completing the form): The name of the location, i.e., home.
- EVV Location Type (required if completing the form): Select from drop-down
- Address (required if completing the form): The location address
- Country (required if completing the form)
- Phone Number (optional): Required for Phone EVV
- Phone Verified (required): Select yes or no, has the phone number been verified for Phone EVV?
- Phone Type (optional)
- Phone Carrier (optional)
- Begin Date (required if completing form): The first date the location is approved for use
- End Date (optional): The last date the location is approved if known.
- Status (required): Select from the drop-down.
- Primary (optional): Select if this is the primary location to receive services
- Click Next
- Authentication Information tab:
- Enable Client Login (optional): Required if client portal sign-off will be used for EVV. If enabled, DCI will send a system-generated email (sender email address is: support@dcisoftware.com) to the email address on the client profile. This email must be validated.
- Password (required): Enter a temporary password. Hover over the white “i” (information) for password requirements. The client will be prompted to change their password when they log in.
- Confirm Password (required): Enter the same as above to confirm.
- Pin (required): Can be used instead of a password on mobile devices.
- Username (optional to change): Will be used by the client for all future logins.
- Authentication Status: Defaults to active if enable client login is checked. Defaults to disabled if enable client login is not checked.
- Enable Client Login (optional): Required if client portal sign-off will be used for EVV. If enabled, DCI will send a system-generated email (sender email address is: support@dcisoftware.com) to the email address on the client profile. This email must be validated.
- Click Next
- Basic Demographics tab:
- Review client information, click Save to continue, and Yes to confirm.
View, Edit, or Deactivate Client Profile
- Log in to DCI
- Click Home on the main menu
- Click Clients on the submenu
- Enter the client's name in the filter and click Search
- Click anywhere in the client row to open the Client Details page
- Click Actions
- Select Edit Client from the drop-down menu
- View and make edits in the Edit Client form wizard
- To deactivate the client profile, change the status to Inactive on the basic demographics tab
- Select Save to save the changes and Yes to confirm
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