Clients

The Client Screen offers a comprehensive view of all client records, providing users with a streamlined interface to access detailed client information, including financial transactions, billing configurations, notes, locations, agreements, files, and adjustments, for efficient client management and analysis. It provides seamless options to create, edit, and update client profiles for streamlined client management.

• Client Grid
• Create, edit and update Client Record.
• Overview.
• Billing Configuration.
• Expenses.
• Notes.
• Location.
• Files.
• Documents
• Adjustments.
• Agreements.
• CDC Statement.
• Settings

Client Grid

When a logged-in user with the necessary permissions accesses the system, they will see a hamburger menu on the left side of the screen. From there, they can select the "Client" submenu, which will display the client grid with default client information, such as Client Name, Client Type, Reference Number, Client Status, etc. From the column menu user can add more columns like mobile number for more client info.

Create New Client

When a logged-in user with the necessary permissions accesses the system, they will be presented with a hamburger menu on left side of the screen that allows them select sub menu "Client" and initiate the process of creating a new client.

Here's the step-wise description for creating a client:

Step 1: Access Client Creation

1. Action: Select the option to create a new client.
2. Result: A new side window opens, prompting the user to begin the client creation process.
   

Step 2: Choose Client Types

1. Action: Within the side window, choose the appropriate client type from options like "Aged Care," "NDIS," "iCare," or "Other (Private)."
2. Result: Specific attributes and requirements tailored to the selected client type become visible, ensuring adaptability to diverse business scenarios.
   

Step 3: Fill Out Detailed Fields

1. Action: Proceed to a detailed set of fields displayed in a structured manner.
2. Action: Input necessary information, including client name, contact details, address, case manager, subsidiary, govt./provider funds, management and IFT fees, subsidy reduction, supplements, subsidy level and any other pertinent details for client management.
3. Result: The form is carefully filled out, providing comprehensive client information.
   

Step 4: Save Client Information

1. Action: After entering all required details, locate the save button at the bottom of the client creation window.
2. Action: Click the save button to save the client information.
3. Result: A successful record creation message is displayed, confirming the client's information has been saved. The newly created client record becomes visible in the "View all clients" screen.

Client Overview

In the Client Overview tab, the user will be able to view all the credit and debit transactions of that client, like government, provider funds (personal funds), subsidy amounts, expenses, adjustments, etc. Subsidy level and supplements are also displayed on this screen.

Note : If a client is marked as inactive than all future shifts assigned for that client will get auto deleted/unpublished from the system.

Billing Configuration

In the Billing Configuration tab, users will be able to create and view all the billing contacts, which can be shared billing contacts, agency billing contacts (only available for NDIS clients), or planned manager contacts.

Note : If a Billing contact is marked as inactive than all future shifts assigned will get auto deleted/unpublished from the system.

Expenses 

In the expenses tab user will be able to create and view the expenses for client. All expenses created here will also be visible under expense approval screen.

Notes

In the "Notes" tab, users can create, edit, delete and view shift notes for the client/resource. Select the category and shift ID if mandatory to create notes for the client or support staff. Shift notes can be marked as private or critical using the toggle button provided, and they can also be downloaded from the filter options. Show for mobile resource toggle is provided, which by default will be active when selected category "Shift Notes" rest for all other category type it will be inactive, but user can make it active if required.

FAQ: How do 'Show for Mobile Resources' functions work in Client notes?

To edit a shift note, click on the shift note, it will open on the right window and user can edit or perform other actions on the note. Action button are visible to user based on the permissions granted.

Show Deleted Notes: Now user can see the deleted notes also, it they have the permission, to see all the deleted notes user needs to go to the filter section and enable to show deleted notes toggle, by default it will show all the deleted notes, which can be further filtered based on notes category or critical/private state by enabling/selecting the appropriate options.

Location

In the location tab, users will be able to create, edit and retire locations for the client.

Action:
Navigate to the "Location" tab and click on the "Create" button.

Result:
A new window will open, allowing you to add an address. Fill in the search address field and user will get a drop-down list of matching addresses and need to select the correct address from the dropdown and click the "Save" button to save the location. If address is not selected from the drop down list, then it can impact the rates while creating shifts for the client.

Files

In the Files tab, users with permission will be able to add or edit files, along with an expiry date. Users can also download the uploaded files. When a file expires, an email will be triggered to the subscribed users.

Action:
Go to the "Files" tab and locate the "Add File" button. Click on the button.

Result:
A new window will appear, enabling you to upload a file. Complete any necessary information or fields and then click the "Save" button to add the file.

Documents

Under documents tab staff can select and add predefined forms by filling all the mandatory fields. Only permission assigned user can access this tab and perform action. Document review expiry email alerts will be sent to the subscribed users. 

Adjustments

In the Adjustment tab, users can create and view shift and client billing adjustments for the client. Under the Shift Adjustment tab, users can perform various shift adjustments, such as deleting shifts or adjusting shift timing and price line items. In the Client Billing Adjustment section, users have the ability to add funds, specifically limited to government funds for NDIS/iCare/Other. For aged care clients, users can modify subsidy level/management fees/supplements, and funds from both government and provider sources.

Under client billing adjustment user can modify/adjust Subsidy level, management fees, supplements and funds (govt/provider).

Agreements

In the agreement tab, the user will be able to create a physical or digital agreement for the client. Both Physical and digital can be created for the client. But the latest one will be active, and all the previous ones will get inactive. User can upload up to 20MB file for physical agreement. All types of clients should have an active agreement (Physical or Digital) to assign for a new roster, if not client is excluded from the shift creation also rates will be picked based on the agreement type like national/remote/very remote.
Note : If client agreement is marked as inactive than the future shifts assigned for that client will get auto unpublished from the system.

CDC Statement

The CDC statement is a financial summary exclusively tailored for aged care clients. It comprehensively outlines all financial transactions within a specified date range, offering a clear and concise overview of the client's financial activities during that period.

Action:
Access the "CDC Statement" tab, exclusive for aged care clients.

Result:
Generate a CDC statement that encompasses all financial transactions within the specified date range. The statement will provide a comprehensive overview of the financial activities during the selected period.

Settings

In the "Settings" tab, users have the option to enhance their experience by adding or modifying their preferred client services. This includes Client alerts,  customizing price line items and staff restrictions for these favorite services. These personalized service preferences prove invaluable during roster creation, allowing users to efficiently tailor schedules to meet specific client needs. Upon accessing the "Settings" tab, users will find a dedicated section where they can manage and customize up to three services according to their preferences.

1. Client Alerts: Users can create, modify, and delete alerts. These alerts will be displayed to Sygnal mobile users when they clock in for a shift with the respective client. Each alert includes details such as the creator, date and time of creation, title, and description. Additionally, a new user role permission has been introduced, allowing administrators to enable or disable alerts for mobile users.

2. Favorite Services: Users have the option to include their clients' preferred price line items within the "Favorite Services" section. This feature facilitates a streamlined shift creation process by allowing the easy selection of these favorite price line items.

3. Staff Restrictions: Within the "Staff Restrictions" feature, users can specify certain staff members to be restricted for a particular client. The list of restricted staff can be adjusted at any time. In the roster creation staff info tab, staff members designated as restricted will be clearly identified. However, the shift manager retains the flexibility to assign these restricted staff members if necessary.