Sections of the Individual Data Page

The Individual Data page contains basic information required to provide care to Individuals. When an Individual Data page is opened it is in the Individual Detail View. This is used to view the information available in the Individual Data page. To edit Individual information, users may switch to the Individual Edit View, where most fields of the Individual Data Page will be editable.

Below is a detailed description of sections of the Individual Data Page that are editable from the Individual Detail and Individual Edit views.

Individual Data View

In the Individual Data View of the Individual Data page, the following sections can be edited:

Oversight (for Multi-Provider Agencies only)

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1. This section contains Oversight Agency information. If the Individual belongs to an Oversight Agency, the name of the agency and the ID assigned to the Individual from the agency will be pre-populated from the Parent Provider.
   
   
   
   

   Multi-Provider Agencies An Oversight Agency is an organization that oversees other agencies providing services to Individuals. The Oversight Agency assigns and maintains a unique ID for these Individuals. For example, State DD office is an Oversight Agency. State DD office oversees all Providers providing services to Individuals within the state. The Oversight ID is the unique ID of an Individual assigned by the Oversight Agency. The Oversight ID is the key component for the Oversight Agency to uniquely identify Individuals in their referred Child Providers. This feature will help Providers avoid duplication of Individual Data.

   
   
   

2. You may click on the Edit link to view the Oversight Agency name and Oversight ID
   
   
   
   
3. You may also click on the Add Oversight link in order to select Oversight Agency from the drop down list. Once you are done, click on the 'Save' button.
   
   
   
   

   Once an Oversight ID is assigned to an Individual it cannot be removed or edited from the Individual Data page.

Active Program & Site Information

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This section lists the Program(s) (Sites) the Individual is enrolled in.



Click on the Edit Program Enrollment link to edit the Programs the Individual is enrolled in.

• Click on the check boxes to add or remove the Individual from Program(s).
• Click on the Calender button to change the Enrollment Date.
• Click on the Save button to save your changes and go back to the Individual Data page.
  
  

Medical Information

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1. This section contains the Individual's basic medical information. The Active Diagnoses can be edited by clicking on the Edit Diagnoses List link.
   
   
   
   
2. On the Diagnoses List page, you may click on the Add New Diagnosis button to add a new diagnosis for the Individual.
   
   

Allergies

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1. This section contains Allergy information of the Individual. To edit the Allergy Profile for the Individual, click on the Edit Allergies link.
   
   
   
   
2. To add, delete or edit allergy related information, click on the Add Allergy Information button at the bottom. This will take you to the Allergy Detail Information page. Click on the 'Save' button once you are done.
   
   

Advance Directives

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1. Provides instructions given by the Individual specifying what actions should be taken for their health in the event that they are no longer able to make decisions. To edit advanced directives click on the Edit Advance Directives link.
   
   
   
   
2. When you click on Yes for any advanced directive the date is automatically populated as the current date. To change the date, click on the Calender icon.
   
   

Contacts

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1. This section contains Contacts and Shared Contacts of the Individual.
   
   
   
   
   • To edit a particular Contact, click on the Edit link for that contact.
     
     
   • To remove a Shared Contact, click on the Remove link for that shared contact.
     
     
2. In order to create a contact for the Individual, click on the Create link below the Contacts section. This will take you to the Add New Contact page. Once you have entered all the information, click on the 'Save' button.
   
   
   
   

   2012.0 :: Feature available from January 15, 2012 In the Add New Contact page, "Attention or in care of", "Additional Phone", "E-mail" and "Web Address" fields have been included. Also, a 'Mailing Address' section has been added to this page.

   
   
   

   • A success message will appear when the contact is successfully added to the Individual Data form.
     
     
     
     
3. To add a new Shared Contact, click on the Add Shared Contact link below the Shared Contacts section. This will take you to the Shared Contact page where you will find a list of all contacts shared by you agency.
   
   
   • Click on the Add link to add the Shared Contact to the Individual's Individual Data page.
     
     
     
     
   • Once the Shared Contact is added successfully to the Individual Data form, a success message will appear.
     
     
     
     
4. To add a new shared contact for your agency, click on Create New Shared Contact on the Shared Contact page.

   Users with Shared Contact Administrative Role are able to add Shared Contact.

   
   
   

   • On the Create/Update Shared Contact page enter all the fields marked with an asterisks (*). Once you are done click on the 'Save' button to save the form.
     
     
     
     

     2012.0 :: Features available from January 15. 2012 In the Create/Update Shared Contact page, "Address" and "Mailing Address" sections have been added for users to record more information regarding the Shared Contact. 'Attention or in care of' and 'Country' fields have been included in both "Address" and "Mailing Address" sections. Users will now be able to select from a number of countries included in the drop down list. Please note that "State" is required if user selects 'Country' as "USA" or "Canada". The 'Phone' field has been renamed to 'Primary Phone' and an option for 'Secondary Phone' has been added. We have also included an 'Additional Phone' field in both 'Address' and 'Mailing Address' sections. This field may contain multiple phone numbers along with other descriptions. 'E-mail' and 'Web Address' fields are now available under the "Address" section.

     
     
     

   • Once you are done, you will be taken back to the Shared Contact page.

Multi-Provider Agencies Parent Provider users will be able to add Shared Contact for Individuals in Child Providers. They will be able to create and add 'Shared Contacts' for Individuals.

Attached Files

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1. In this section you may add or remove file attachments for the Individual Data page. To add a file click on the Attach External Documents link.
   
   
   
   
2. This will take you to the External Document page where you will be able to add files up to 10MB from your computer or directly from your scanner. You may click on the 'Add' button in order to add files.
   
   
   
   
3. Once you click on the 'Add' button, a pop-up window will appear where you will need to click on the 'Browse' button in order to attach a file from your computer. Click on the 'Attach' button once you are done.
   
   
   
   
4. You may click on the Edit link in order to make remove the attachment from the Individual Data form of the Individual.
   
   
   
   
5. Once you click on the Edit link you will be directed to the External Document page. You may remove the attachment by clicking on the 'Remove File' button. Click on the 'Save' button once you are done. You may return to the 'Individual Data' form by clicking on the 'Back' button.
   
   
   
   
6. After the deletion of an attachment a confirmation message will appear to ensure that the file has been successfully removed. Click on the Back link to return to the Individual Data form.
   
   

Emergency Data Form

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• The Emergency Data Form (EDF) can be viewed directly from the Individual Data page of admitted Individuals. Click on the Emergency Data Form link to view the Emergency Data Form (EDF).
  
  
  
  

Pending Admission Notes

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2012.0 :: Features available from January 15, 2012 The Pending Admission Notes is accessible from the Individual Data form of Individuals in 'Pending Admission' status. Click on the Pending Admission Notes in order to view the Pending Admission Notes. Next, you will be viewing the Pending Admission Notes of the Individual that was entered before the Individual was admitted. You may also add notes for Individuals in 'Pending Admission' status and click on the 'Add' button.

For more information on 'Pending Admission Notes', you may click here

Individual Data Edit

• In the Individual Data form in editable mode, the following sections can be edited:

Identification Data

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• This section contains the Individual's basic demographic information. All fields in this section are editable from this view.
  
  

  The following fields in Individual Data can only be edited/updated by users with the Individual Admit/Discharge Role or the Individual Administrative Role: Name of Individual Social Security Number (SSN) Date of Birth (DoB) Gender Medicaid Medicare Insurance Admission Discharge Death Date Individual Time Zone ID Types and Numbers

  
  
  You may add or remove photos by clicking on the Add or Remove links in the Photo area.
  
  
  
  

  2012.0 :: Feature available from January 15, 2012 A 'Suffix' field has been added to the form where users can add suffixes like Sr., Jr., I, II, III, etc. 'Eastern Orthodox' type has been added under Religion. The Race field now has more items in the list. Also, Users will now be able to add multiple items from the Race list by clicking on '+' and may remove items by clicking on '-'. The Gender type 'Unknown' has been added to the 'Gender' drop down list. The 'Citizenship' list now contains the option 'Canada'. The 'Language' field has been renamed to 'Primary Oral Language'. A new field named 'Primary Written Language' has been included. A field named 'Interpreter Needed' has been added with the options 'Yes', 'No' and 'Unknown'. 'Hispanic' is now an option for the 'Ethnicity' drop-down. Users will now be able to record Marital Status Date. 'Attention or in care of' field has been added to both 'Residential Address' and 'Mailing Address' sections. The 'Phone' field has been renamed to 'Primary Phone' and an option for 'Secondary Phone' has been added. We have also included an 'Additional Phone' field. This field may contain multiple phone numbers. A 'Country' field has been added within 'Residential Address' and 'Mailing Address' sections.

  
  
  

  2012.0 :: Feature available from January 15, 2012 The 'Living Arrangement' field has been added.

Medical Information

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• This section contains basic information required for the Individual's medical care.
  
  
• To add a Physician click on the Primary Care Physician button. You may also remove a Primary Care Physician by clicking on the Clear button
  
  
  
  

  Please note that only the Shared Contacts of type "Physician" will appear in the list when the Primary Care Physician is being selected for any Individual in the Individual Data page.

  
  
  

  2012.0 :: Feature available from January 15, 2012 Mental Retardation has been changed to Intellectual Disability in the 'Medical Information' area.

Guidelines

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• This section contains basic guidelines for care providing and daily living issues.
  
  

Insurance

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• The Insurance section of the Individual Data page contains Insurance related information for the Individual, including Medicaid details.
  
  

Behavior

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