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  • Clients – General: Identification

Clients – General: Identification

  • Personal Details Area:

(To make edits to an existing client record, either double-click the client listed in the client list view, or click on the "edit client" icon). 

  • To add a client, click on the "+ Add Client" button.  

  • After doing this, the identification tab of the general section will be shown.  The identification tab contains the minimum required information to successfully save a client record.  The first two fields in this area are  "first name" and "last name".  Note that these are required fields denoted by a red asterisk (*).  It is very important that the name entered into these fields matches the insurance card, as any deviation could result in a denial on a claim.

  • Accuracy of information entered is also important for the next three required fields, "date of birth" and "social security number", and "gender", as any deviation from the insurance card could also result in a denial on a claim. 

  • Other fields in this area include “middle initial”, “preferred name”, and "client code".  “Client code" may be used as a way to identify the client other than by their first and last names. For example, “client codes” entered manually can be based upon a client’s record number. Client codes may be system generated or may be entered manually depending on a company's security settings.  In order for client codes to be system generated, go to Configure–>Edit Company Settings (see below).
     


     

  • Click on "Automatically Generate Client Codes" to enable system generated client codes. 

  • This Personal Details area also includes an "inactive" box which is useful for marking clients as active or inactive as well as the option to browse to and upload a picture of the client.

  • It is recommended that all fields (including optional fields) be completed under the identification tab.
     

  • Address Details Area: ​
  • The next area is the address details area.  The "street address"," city", "state", and "zip code" are all entered into these fields.  Note that these are all required fields.  A view on map button is also included in this section, and when clicked on, will show the client’s address on a map. 

  • Contact Details Area:

  • Although not required, it is recommended that information be entered into the next area.  This area includes contact details for home/work phone, cell phone (if available), fax, email, and preferred communication (cell/email/pager/etc).

  • Other Details Area: 

  • Many of the drop down boxes in this area must be pre-configured under the Configure Desktop in the List Configuration section.

  • The first drop down box in this area is "home facility".  This drop down is used for clients living in a residential setting and allows for billing to occur under the Facility Billing screen in OTBO .  Please note that this must be pre-configured within OTBO by going to Facilities–> Set-up–> Facilities.    

  • The next drop down box in this area is "cost center".  This drop down is used to assign a client to a particular cost center.  Cost centers are usually distinguished by physical locations so that information about each cost center can be reported separately (ex. billing per location, # of employees per location).  Note that cost centers are typically pre-configured at the onset of implementation.  Cost centers may also be added under the list configuration area of the Configure Desktop.     

  • The next drop down box is "target population".  This assigns a client to a particular target population.  Target populations may be pre-configured within the Configure Desktop.

  • The next drop down box is the "jurisdiction" field.  This is the entity with authority over the client (typically the county of service origin).  Jurisdictions are managed by going to Configure–>List Configuration–>Clients–>Jurisdictions.  

  • "Legal status" is the current legal definition of the client's state of being.  Examples would be DSS, minor child, self-guardian, guardian.  Please note that this must be pre-configured within the list configuration area of the Configure Desktop. 

  • "Smoking status" is critical to input if using the system for meaningful use certification.

  • The next drop down box (a required field) is for "supervisor".  This is typically the QP assigned and is valuable in managing an individual's caseload.  This link is especially important, because this is typically the QP assigned to the client and is useful in managing an individual’s caseload as reports can be run by the supervisor’s caseload.  This is also an important link for the notes implementation. The supervisor name will auto-populate to the note and that person is then responsible for reviewing and approving the note for billing and payroll purposes.  On a related note, all employees must be assigned to a job title under the Employees Demographics tab.  In order for specific employees to be made available under the "supervisor" drop-down, a job title with Supervisor/Approver status must be linked.  If a company is enrolled for payroll services, this link occurs in OTBO by going to Payroll–>Set-up–>Job Titles.  This may be set up in OnTarget Clinical by going to Configure–>List Configuration–>Employees–>Job Titles if the agency is not enrolled for payroll services. 

  • The next drop down boxes are for "ethnicity" and "race".  Client assignment within these drop downs is especially useful for data filtering and generating reports based on these demographics.    

  • "LME name" is the entity/MCO governing services for the client).

  • "Client is an employee" is useful if the client receives a paycheck through the agency).

  • "Preferred language" is useful indicating the language preference for the client.  

  • Click on the Save icon at the bottom right corner of the window to save the information to the client record.  Doing so will populate additional tabs and areas within the client record.