Staff members from organisations that have referred or received a client can view the client’s details. Administrators have the necessary permissions to search for and view all clients within their system.
Overview
The Overview section provides a summary of the client’s details, including their full name, pronouns, and a brief overview of the issues for which they have been referred.
It also displays the client’s personal information, such as:
- Date of birth
- Gender
- Email address (if applicable)
- Phone number
- Alternative phone number (if applicable)
- Address
- Residing local authority
- Contact preferences
Updating client details
Any staff member with permission to view the client can update the client’s personal details. Once updated, these details will be reflected across the account, including in historical referrals.
Updating client details may be necessary to correct errors or to reflect changes since the client’s last interaction with the system.
Personal Details
To modify a client’s personal details, click the ellipsis (⋮) menu and select “Edit Client Details.” After making the necessary changes, click “Save” to confirm.
If the Edit Client Details slide-over is opened by mistake, the user can close it by clicking “Cancel” or anywhere outside the overlay.
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Address
To update a client’s address, click the ellipsis (⋮) menu and select “Edit Address.” Make the necessary changes, then click “Save” to apply them.
If the Edit Address slide-over is opened by mistake, the user can close it by clicking “Cancel” or anywhere outside the overlay.
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Contact permissions
To adjust a client’s contact permissions, click the ellipsis (⋮) menu and select “Edit Contact Permissions.” Make the necessary changes, then click “Save” to confirm.
If the Edit Contact Permissions slide-over is opened by mistake, you can close it by clicking “Cancel” or anywhere outside the overlay.
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Client notes
Client notes enable organisations to share important client information internally. These notes are accessible to all users with the appropriate permissions to view the client’s details.
If a note relates to a specific referral, it should be added directly to the referral rather than to the client’s general file section.
Adding notes
Users can add notes to a client by navigating to the Notes tab and clicking the “Add Note” button. They can then enter the required text and save the note.
Once saved, the note appears on the client’s profile, displaying the content, the name of the user who created it, and the date and time it was added.
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Editing and deleting notes
Notes can only be edited or deleted by the user who created them or by the system administrator. To edit or delete a note, the user can click the ellipsis (⋮) menu on the note and select the desired action.
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Client files
Client files allow users to share information that cannot be captured through notes or questionnaires. However, users should be aware that these files will be accessible to all users with permission to view the client.
If a file relates to a specific referral, it should be uploaded directly to the referral rather than to the client’s general file section.
Adding files
Users can add files to a client by navigating to the Files tab and clicking the “Add File” button. They can rename the file for clarity and select a file to upload, and the user’s details are attributed to the file upload.
The following file types are permitted for upload, with a maximum file size of 50 MB:
- Documents:
.docx,.odt,.rtf,.pdf,.txt - Spreadsheets:
.xlsx,.ods,.csv,.tsv - Images:
.JPG,.JPEG,.GIF,.PNG,.SVG
If you need to upload a larger file or a different file format, we recommend using your organisation’s cloud storage platform and securely sharing the file with the intended recipients.
For convenience, users can insert a link to the stored file within client notes to ensure easy access.
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Deleting files
Files can only be deleted by the user who uploaded them or by the system administrator. To delete a file, the user can click the ellipsis (⋮) menu on the note and select Delete.
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Referrals
Users can view a summary of all referrals sent on behalf of the client, providing organisations with better context on the client’s journey to date.
The summary includes:
- The sending and receiving organisations
- The referral date
- The issue
- The status of the referral
Referral Status Icons
- 🕓 Clock Icon – Indicates the referral is overdue.
- ⚠️ Exclamation Icon – Marks the referral as urgent, requiring an accelerated response from the receiving organisation.
- 📄❌ File Icon with a Cross – Indicates that consent has expired.
To explore full referral details, users can click on the referral. However, complete details are only accessible to staff from the sending and receiving organisations or system administrators.
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Activity
When viewing a client, users can access the Activity tab, which provides a log of updates made by other users regarding the client.
Purpose of Activity Logging
Tracking user actions helps maintain professionalism and accountability when handling sensitive client data. It also allows system administrators to identify specific users and organisations to contact regarding any queries about changes.
Types of Logged Activities
The activity log records the following actions:
- Client Creation
- Client Viewed
- Client Updates
- Notes Management
- File Management
This log provides a clear record of client-related actions, ensuring transparency and facilitating efficient oversight.
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