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Client Profile - Create, View, Edit, Deactivate, or Suspend

Client Profile - Create, View, Edit, Deactivate, or Suspend

Description: In this topic, the user will learn how to create a new client profile, and view, edit, or deactivate client profiles.

*Please note: Client profiles cannot be deleted, but the status can be changed to inactive. Alternatively, Super Users can create both retroactive and future-dated suspensions when there is a pause or break in eligibility. The system will then update the Client’s status when the suspension starts and ends. For more information see Client Suspensions section below.

Role Required: Super User

Permission Required: Client Admin

Required Entities Before Creation:

  • Cost Center

Table of Contents

Create Client

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Clients on the submenu

  4. Click Actions

  5. Select Add New Client. Complete the form wizard.

    1. Basic Demographics tab:

      1. First Name (required)

      2. Last Name (required)

      3. Full Name (optional)

      4. Gender (required): Defaults to Unknown. Select Male, Female, Other, or Unknown.

      5. Address (required): Client’s physical address

      6. GNIS Code (required): Click the blue search location link after entering the address. This will generate the GNIS Code.

      7. Time Zone (optional): Select from drop-down

      8. Phone (required)

      9. *Alternate Phone (optional)

      10. Mobile (optional)

      11. Email (required): If EVV will be used, a valid and unique email address for the client must be entered.

      12. DOB (required)

      13. **Profile reference (optional)

      14. *SSN (optional)

      15. *Verify SSN (required if SSN was entered)

      16. Allow SSN Retrieval: Yes or no options, default is no. If yes is selected, the SSN will be stored in a retrievable format for EVV aggregation. Only select yes if the funding source requires SSN to be aggregated.

      17. Attach Photo (optional): Required if facial recognition will be used for EVV

    2. Click Next

    3. Client Information tab:

      1. Client Id (required): Unique Id usually provided by the funding source

      2. Medicaid No (optional)

      3. Insurance Group No (optional)

      4. Insurance Plan No (optional)

      5. Insurance Payer No (optional)

      6. Insurance Number (optional)

      7. Certification Template (optional): Select if there are a set of certification requirements for employees working with this client

      8. Cost Center (required): Select the client’s home cost center

      9. Preferred Language (optional): Select the language spoken by the client

      10. *Received Date (optional): The date the client entered the company’s services

      11. *Packet Mailed (optional): The date the company completed and returned to the funding source all required documentation for the client to enter its services

      12. Client Status: Defaults to active. Select inactive when no longer a client.

      13. Discharge Date (optional): Enter at time of the client’s discharge

      14. Suspended Date (optional): Enter the date the client suspended services, i.e., for a hospitalization.

      15. **Code (optional)

      16. *Region (optional): The region in which the client receives services, as designated by the funding source.

      17. *Guardian (optional): Client’s guardian name if the client is not his or her guardian

      18. *Fee (optional): The fee charged to the program for serving the client

      19. *Primary Diagnosis (optional): The ICD-10 code that enables the client’s eligibility for service, as required by some funding sources.

      20. *Cost Share (optional): The client’s responsibility for payment toward services

      21. Enable Caregiver Rating Emails (optional): If checked the client and/or guardian will receive emails to rate their experience with their caregiver.

      22. Enable Care Management (optional): If checked the client will be available in the care management module for a plan of care and goal tracking.

      23. Enable Vendor Payment (FI mode only - optional): If checked the client will be eligible to make vendor payments.

      24. Enable Employer Reimbursement (FI mode only - optional): If checked the client will be eligible for reimbursements.

      25. Enable Schedule Management (optional): If checked the client will be able to manage their own schedule (create and edit schedule entries; publish, copy, and delete schedules)

    4. Click Next

    5. EVV Location tab:

      1. Copy from Profile Address (optional): Copy the address from the basic demographics tab of the form.

      2. EVV Location Name (required if completing the form): The name of the location, i.e., home.

      3. EVV Location Type (required if completing the form): Select from drop-down

      4. Address (required if completing the form): The location address

      5. Country (required if completing the form)

      6. Phone Number (optional): Required for Phone EVV

      7. Phone Verified (required): Select yes or no, has the phone number been verified for Phone EVV?

      8. Phone Type (optional)

      9. Phone Carrier (optional)

      10. Begin Date (required if completing form): The first date the location is approved for use

      11. End Date (optional): The last date the location is approved if known.

      12. Status (required): Select from the drop-down.

      13. Primary (optional): Select if this is the primary location to receive services

    6. Click Next

    7. Authentication Information tab:

      1. Enable Client Login (optional): Required if client portal sign-off will be used for EVV. If enabled, DCI will send a system-generated email (sender email address is: return@dcisoftware.com Note: Your instance may be using a customized email address.) This email must be validated. 

        1. Password (required): Enter a temporary password. Hover over the white “i” (information) for password requirements. The client will be prompted to change their password when they log in.

        2. Confirm Password (required): Enter the same as above to confirm.

        3. Pin (required): Can be used instead of a password on mobile devices.

      2. Username (optional to change): Will be used by the client for all future logins.

      3. Authentication Status: Defaults to active if enable client login is checked. Defaults to disabled if enable client login is not checked.

    8. Click Next

  6. Review client information, click Save to continue, and Yes to confirm.

View, Edit, or Deactivate Client Profile

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Clients on the submenu

  4. Enter the client's name in the filter and click Search

  5. Click anywhere in the client row to open the Client Details page

  6. Click Actions 

  7. Select Edit Client from the drop-down menu

  8. View and make edits in the Edit Client form wizard

    1. To deactivate the client profile, change the status to Inactive on the basic demographics tab.

  9. Click Save and Yes to confirm

Client Suspensions

Client Suspensions are available via an instance-level setting. When enabled, Super Users can add temporary suspensions to Client profiles during periods of ineligibility, which will restrict any type of entry creation within the configured period. This functionality intends to address use cases where periods of ineligibility overlap with active authorization periods; the most common use case being hospital stays. During this period of ineligibility, no services can be billed, so a Client Suspension helps ensure entries are not submitted or processed for those service dates. Super Users can create both retroactive and future-dated suspensions and will update the client’s status when the suspension starts and ends. To enable this feature, please submit a DCI Support Ticket.

Add Client Suspensions

To add a Client Suspension:

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Clients on the submenu

  4. Enter the client's name in the filter and click Search

  5. Click anywhere in the client row to open the Client Details page

  6. Click Actions

  7. Click Add Suspension. Complete the form wizard.

    1. Suspension Dates:

      1. Suspension Start Date (required): Enter Client suspension start date using MM/DD/YYYY format

      2. Suspension End Date (optional): Enter the date for the Client suspension to end using MM/DD/YYYY format

        1. Please note: Suspension Start and End Dates can be the same. In this case, the system enforces restrictions on Time fields below ensuring Suspension End Time is always later than the Suspension Start Time.

    2. Suspension Times

      1. Suspension Start Time (optional): Enter the time indicating when the Client suspension will begin. Time can be entered directly into the field or selected from the drop-down.

        1. If left blank, the system will assume the time is 12:00 AM

      2. Suspension End Time (optional): Enter the time indicating when the Client suspension will end. Time can be entered directly into the field or selected from the drop-down.

        1. If left blank, the system will assume the time is 11:59 PM

    3. Reason (required): Click the drop-down field to select one of the following options:

      1. Hospitalization

      2. Medicaid Eligibility

      3. Unresolved Tax Issue

      4. Client Out of State

      5. Other

    4. Note (required if "Other" is selected for Reason): Enter additional information for the Client suspension.

      1. May be left blank if anything besides "Other" is selected for Reason

  8. Click the blue Save button

    1. Please note:

      1. An Alert appears when the Client has one or more entries within the suspension date range. Click the blue OK button to display the list of entries.

      2. Click the blue Entry ID hyperlink to navigate to a specific entry’s detail page in a new tab of the browser and make any adjustments as needed.

      3. After adjustments are made, repeat steps 7 and 8 above to display an updated list of entries.

  9. Click Yes to confirm

View & Manage Client Suspensions

To view Client Suspensions:

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Clients on the submenu

  4. Enter the client's name in the filter and click Search

  5. Click anywhere in the client row to open the Client Details page

  6. Scroll down the Client Details page and click the Suspension Activity tab (Note: Suspension Activity tab is visible to Super Users, Case Workers and Employers)

  7. Optionally, use the Search filters to sort by:

    1. Start Date

    2. End Date

    3. Reason

    4. Added By (visible to Super Users only)

    5. Status:

      1. Open - Prevent entries from being created for the client with dates of service on or after the start date/time. Applies for as long as the status is Open.

      2. Closed - Prevent entries from being created for the client with dates of service on or between the start date/time and end date/time. Applies to historical entries created for dates of service within the start date/time and end date/time.

      3. Cancelled

  8. Click anywhere on the Suspension row to view the Suspension Details page.

  9. The Suspension Details box displays the following:

    1. Start Date

    2. Start Time

    3. End Date

    4. End Time

    5. Reason

    6. Added By (visible to Super Users only)

    7. Added Date

    8. Status

    9. Canceled Date

    10. Note: If the user selected “Other” as a Reason for the Client Suspension, the note displays in the Suspension Details box and in the Notes tab.

  10. Optionally, click the Actions button to add:

    1. New Note

    2. New Attachment

  11. To edit an existing suspension, click the Actions button

  12. Click Edit Suspension

  13. Make necessary changes in the Edit Suspension wizard

  14. Click Save

    1. Please note:

      1. An Alert appears when the Client has one or more entries within the suspension date range. Click the blue OK button to display the list of entries.

      2. Click the blue Entry ID hyperlink to navigate to a specific entry’s detail page in a new tab of the browser and make any adjustments as needed.

      3. After adjustments are made, repeat steps 7 and 8 above to display an updated list of entries.

  15. Click Yes on the Alert pop-up

Cancel Client Suspension

To cancel an existing Client Suspension:

  1. Log in to DCI

  2. Click Home on the main menu

  3. Click Clients on the submenu

  4. Enter the client's name in the filter and click Search

  5. Click anywhere in the client row to open the Client Details page

  6. Click the Actions button

  7. Click Cancel Suspension

  8. An alert appears verifying, “Are you sure you want to cancel the suspension for [Client Name] starting [Suspension Start Date] at [Suspension Start Time] and ending [Suspension End Date] at [Suspension End Time]?”

  9. Click Yes

  10. The status for the suspension updates to Canceled.

    1. Note: Adding a New Note and New Attachment are the only options available in the Actions menu for a suspension in Canceled status.

  11. Entry creation will now be permitted by the system within the canceled suspension's service dates.

Client Status

When enabled, Client Suspensions functionality will also manage the Client's Profile Status by updating it to Suspended and setting the Suspended Date to the Start Date configured on the Suspension when the current date is greater than or equal to the Suspension Start Date.

Conversely, the system will update the Client's Profile Status back to Active and remove the Suspended Date when a Suspension is Canceled or the date is beyond the configured End Date of the Closed Suspension.

Please note that Client status fields may take up to an hour to update when Suspensions are added, updated, or canceled, however, the Suspension itself will automatically restrict or allow entry submission based on the configured dates and status, regardless of the current Client Status.

 

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