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Background
Users should use the Contact tab to add contact information for clients, because this will make it easier to share contact information across all HMIS participating agencies. This can also include entering emergency contacts, and case manager contacts.
Adding a New Contact
Step 1: Search for the client record and navigate to the client's Profile Page, for more instructions on this review this Knowledge Base article
Step 2: Select the Contact tab, click on the Add Contact button to add a new contact record
Step 3: Identify the Contact Type that is being entered:
- Client: Contact information that belongs to the client
- Emergency Contact: contact information that belongs to the client's emergency contact
- Case Manager: Contact information that belongs to the client's case manager
Step 4: Enter the contact information, select Active Client to acknowledge that the information is valid, the Contact Date that will reflect the date that information was provided and then click the Save Changes button
Once a contact has been saved, it will appear on the client's Contact tab.
Editing a Clients' Contact Information
This feature should only be used if there is an error the existing contact, or the contact is no longer active. If a client has a new contact, a new contact should be created. The existing contact should not be edited with the new contact information.
Step 1: Search for the client record navigate to the Contact tab, and select the Edit button next to the contact you wish to update
Step 2: If the contact is no longer valid, unselect the Active Contact field, and select Save Changes
Active/Inactive Contacts
If the Active Contact button is not checked, it will be recorded as being Inactive and will be hidden from sight on the Contact tab unless a user selects the Show Inactive Contacts button. Selecting that option will expand the screen to show past contact information on the client. Inactive Contacts can be hidden again by clicking the Hide Inactive Contacts button.
No Client Contact Information
In cases where clients do not have contact information, the current case manager or alternate should be added in its place.
