Client Record Management

Please note that though this article mentions client records, navigator records are managed the same way

Topics covered in this article:

• Record Management - The Basics
• Locate Record
• Upload Record Image
• Change Record Case Number
• Set Client Type
• Change Client Record Status
• Change Client Portal Record Status
• Add or Remove Client from Group
• Assign Navigator to Client Record
• Unassign Navigator From Client Record
• Send Direct Invitation to Client Portal
• Resend Direct Invitation to Client Portal
• Delete Client Record
• FAQ

Record Management - The Basics

The record information box is the area above the left sidebar in client records that displays:

• Name
• Uploaded image
• if the record belongs to a Client or agency Employee
• Case number
• if the record has a Client Account
• any selected Warning Indicators
• Created date

Below the record information box are four navigation icons:

•  Status
  
  • Client Type drop-down menu (if applicable)
  • Record Status
  • (Where applicable) Client Portal Status

•  Groups
  • all assigned Groups

•  Navigators
  • all assigned Navigators
    

•  Options
  • Send direct Client Portal Invitation (only available to organizations who have set up their Client Portal)
  • Option to Delete record

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Locate Record

The Global Search feature is available throughout eLogic Genesis and is located in the the system navigation bar. 

Learn more about the Global Search feature here.

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Upload Record Image

1. Open client record
2. In the record information box, click the Change link under the record image placeholder
3. Click Choose File
4. Locate image from your computer directory, click Open
5. Click Upload

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Change Record Case Number

To be able to change a record's case number, your role must have the "Case Numbers" Role Permission enabled. Speak with your Agency Administrator to enable this permission.

1. Open client record
2. In the record information box, click the record case number
3. Enter new case number
4. Click anywhere to save

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Set Client Type

Client types must first be established by Agency Admins before this option becomes available.

To learn more about Client Types, see Client Types.

1. Open client record
2. Under the record information box, click the Status navigation icon
3. Select the desired client type from the drop-down list
4. Click Save

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Change Client Record Status

1. Open client record
2. Under the record information box, click the Status navigation icon
3. Click the Change link to the right of Status:
4. Select Inactive, Active, or Closed
5. Click Save

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Change Client Portal Record Status

1. Open client record
2. Under the record information box, click the Status navigation icon
3. Click the Change link to the right of Client Portal Status:
4. Select Agency Enrollment Pending, Active, or Banned 
   • Agency Enrollment Pending - client is not yet enrolled in your organization's Agency Enrollment Program (where applicable); client is able to login; status will automatically update to "Active" once enrolled in your organization's Agency Enrollment Program
   • Active - Client Portal account is active; client is able to login
   • Banned - Client Portal account is suspended; client is unable to login 
5. Click Save

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Add or Remove Client from Group

1. Open client record
2. Under the record information box, click the Groups navigation icon
3. Select "Manage Groups"
4. Search for the desired group in the drop-down
5. Select the group. Selected groups will appear under "Assigned Group(s)"
6. To remove a client from a group, press the Delete/Trash icon next to a group name under "Assigned Group(s)"
7. Close the "Manage Groups" overlay to save your changes

To add or remove multiple clients from a group at once, use the Bulk Action feature on the Groups page. 

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Assign Navigator to Client Record

IMPORTANT: All system, email, and dashboard notifications for client records are delivered only to the navigators assigned. 

1. Open client record
2. Under the record information box, click the  Navigators navigation icon
3. Click the drop-down "Assign client to:" and select navigator name from the list
4. Click Assign
5. Navigator is assigned to client record and will receive notifications for all qualifying events

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Unassign Navigator from Client Record

IMPORTANT: All system, email, and dashboard notifications for client records are delivered only to the client record's assigned Navigators. 

1. Open client record
2. Under the record information box, click the  Navigators navigation icon
3. Locate the navigator you wish to unassign from client record
4. Click the delete icon  next to their name
5. Navigator is unassigned from client record and will not receive notifications for qualifying events

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Send Direct Invitation to Client Portal

Sending a Direct Invitation to the Client Portal is only available to organizations who have set up their Client Portal and have enabled the Client Account Invitations Role Permission for your role.

1. Open client record
2. Confirm with the client that their email address is updated and accurate in their record
3. Under the record information box, click the  Options navigation icon
4. Click Send Client Invitation
5. System will prompt for confirmation that you wish to send the client an invitation to the Client Portal - Click Confirm
6. Confirm with the client that the email address entered in their record is accurate
   • IMPORTANT: the client's email address will become their username when accessing the Client Portal. Confirm that:
     • The client does not already have Client Portal access
     • This is the client's primary email address 
7. If the client does not already have Client Portal access and that the email address supplied is their primary email address, click Yes
8. Invitation is sent to supplied email address

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Resend Direct Invitation to Client Portal

1. Open client record
2. In the record information box, confirm that Client Portal Invitation Sent is displayed 
3. Click Resend
4. Invitation will be resent to the email address that was entered when the original invitation was sent

If the client still does not receive their invitation, request they check their spam folder and add [e-mail] to their contacts.

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Delete Client Record

To be able to delete a client record, your role must have the "Delete Clients" Role Permission enabled. Speak with your Agency Administrator to enable this permission.

1. Open client record
2. Under the record information box, click the  Options navigation icon
3. Click Delete 
4. Warning message will appear confirming record deletion
5. Click Delete to confirm, Cancel to cancel

Deleted client records are not scrubbed from the system. If you accidentally delete a client record, please reach out to our Support Team to reenable the record.

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FAQ

What are the client types, and are they customizable? 

• Client types are customizable and configured by the Agency Administrator in eLogic Genesis. Common client types include:

               1. Potential Client

               2. Direct Service Client

               3. Case Management

Will closed or inactive clients still appear in reports?

• Yes, clients will appear in reports if they meet the reporting criteria, regardless of their status.
  

Why is a closed client still receiving autoassessments?

• To disable this, navigate to Agency Admin → General and enable the checkbox for Disable Notifications for Closed Client Records. This applies to both closed and inactive clients.

Why can't I delete a client?

• The ability to delete clients is controlled by role permissions. Please contact your Agency Administrator to adjust this setting.

What if I deleted a client by mistake?

• Contact CAMP for assistance in restoring the client record.