The client record Contact tab is a place to record and share contact information (phone numbers and email address) for a client. Multiple contact records can be created in a client record, allowing staff members to save contact information for family members, case workers, employers, and other important contacts.
Depending on the sharing settings of the agency and the staff member's access role, contact information can be shared, edited, and deleted within and across agencies. Individual contact records can also be made private to the agency where they were created, regardless of the agency's sharing settings.
Creating Contact Records
To create a contact record, click the Contact tab within the client record and click Add Contact (figure 1).
Select an appropriate Contact Type. The options available are populated by the Contact Type field which is editable by system administrators in Field Editor. If “Client” is selected, this will record the client’s name with the contact record. Any other selection will include a Name line to record the name of the contact (figure 2).
Enter an email address, phone number, or both, for the contact. The contact can be marked inactive, if the contact is no longer accurate or applicable but should be retained for historical purposes. Marking the record private will make it only accessible to staff members within the agency, regardless of agency sharing settings (for more information, see Making Client Data Private). Select a date to associate with the contact and. If applicable, a note can be included with the contact record. Click Save Changes.
After the record is saved, your name and the date the record was created (which may be different than the selected Contact Date) will be saved to the record.
Viewing and Modifying Contact Records
Available Contact records will display in the Contact tab and include the name of the staff member who created the record and the Contact Date. Depending on your access role and the agency's sharing settings, you may have the ability to view, edit, or delete records created by users at other agencies.
To view and/or edit a record, hover over it from the Contact tab and click the edit icon (figure 3).
If Location is set to "Basic Shared" by the creating agency, this option will not be available to staff members at other agencies. If the contact record has an associated note, this will display with an icon which, when hovered over, will display the text of the note.