Extended Client Intake

Procura® Health Management Systems

Contact Procura / Corporate Office: / 1112 Fort St., Suite 600
Victoria BC,
Canada, V8V3K8
Phone: 1.877.776.2872
FAX: 250.380.1866

Software version / Procura 8.0
Documentation version / 8.0
Last Update Date / 2014-07-16

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Director of Customer Service

Phone: 1.877.776.2872 ext. 6425

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Table of Contents

Table of Contents

Extended Client Intake 1

Setting up the Extended Intake Form 1

Adding a Client Record 6

Introducing Find Client 6

Extended Intake 9

Extended Client Intake 9

Appendices 22

What if my client already exists? 22

i

Extended Client Intake

Extended Client Intake

Setting up the Extended Intake Form

Client Intake and Extended Client Intake Access Rights

Allows you to control access to a specific version of the intake form and to specific sections of the intake form.

Access Right / Description / Related User
Access Rights
Client Intake Form / Allows access to the Client Intake form.
Client Intake / Allows the client intake process to take place via a button on the client menu. This access right is mandatory in order to use this form.
Client Intake Form Extended / Allows access to the extended Client Intake form via a button on the client menu. This access right is mandatory in order to access this form. The Department and Personal Information sections will be displayed. If a user has been given the access rights for Client Intake Form and Client Intake Extended Form the client intake access right will be overridden by the client intake extended access right.
Client Intake - Referral Information / Allows access to the Referral Information section of the extended client intake form.
Client Intake - Scheduling Groups / Allows access to the scheduling groups section of the extended client intake form. / Client Tab - Scheduling Groups
Client Intake - Supervisor / Allows access to the supervisor section of the extended client intake form. / Client Tab - Supervisor
Client Intake - Address / Allows access to the address section of the extended client intake form. / Client Tab - Address
Client Intake - Reference Numbers / Allows access to the reference numbers section of the extended client intake form.
Client Intake - Contacts / Allows access to the contacts section of the extended client intake form. / Client Tab - Contacts
Client Intake - Phone Numbers / Allows access to the telephone numbers section of the extended client intake form.
Client Intake - Diagnosis / Allows access to the diagnosis section of the extended client intake form. / Client Tab - Diagnosis/Procedures
Client Intake - Allergies / Allows access to the allergies section of the extended client intake form. / Client Tab - Allergies
Client Intake - Hazards / Allows access to the hazards section of the extended client intake form.
Client Intake - Nutrition / Allows access to the nutrition section of the extended client intake form. / Client Tab - Nutrition
Client Intake - Comments / Allows access to the comments section of the extended client intake form. / Client Tab - Comments
Client Intake - Additional Information / Allows access to the additional information section of the extended client intake form.
Informal Contact Client Relationship Carer Fields / Displays Carer properties, which provides for an updated form layout that improves upon data entry.

Template | Appendix__Extended_Client_Intake_Access_Rights.htm

To Generate a Client Reference Upon Client Intake or Client Add

This optional system reference ensures that a unique client reference number is always created when a client intake or client add is performed. Note that a unique client reference number is also required. The label for the system reference must be Generate Client Reference and must be assigned a value that equals the name that is assigned to that client reference.

When the user is prompted to create a client record, Procura will find all system references with this label. Procura will then determine the names of the reference numbers by looking at the Value field. If a client reference number with that name has been validated to the department to which the client is being registered, t will generate the client reference. If the user registers that client to any other departments that also have that client reference number validated, any currently recorded value for the client reference will not be overwritten.

To Force Users to Select Area from the Drop-down Boxes

If you want to restrict the input of client area information, your System Administrator can define a System Reference with the label CLTAREAFREEFORM and a value of NO. This restriction applies to both adding and editing from the Client Information form, or from the Client Intake forms. For the Client Information form, this restriction can be department specific.

To Disable the Entry of Free Form Text

These optional system references disable the entry of free-form text in the “Marital Status”, “Living Arrangement”, “Ethnicity” and “Country of Birth” drop-down boxes that exist in the General folder on the Client Information form:

LABEL / VALUE
CLTMARITALSTATFREEFORM / NO
CLTLIVINGARRANGEFREEFORM / NO
CLTETHNICITYFREEFORM / NO
CLTCOUNTRYBIRTHFREEFORM / NO

Department References

There are several fields that can be made mandatory (required) on the Client Intake and Client Information forms. There are also several fields that can be hidden from view. To do this, your System Administrator must use references. The type of reference that must be defined is dependant upon whether you want the field(s) to be hidden for only specific departments or for all departments. If you want a field to be hidden for all departments, they must define a system reference; if you want it to be hidden for a specific department, they must define a department reference. Keep in mind that all values must be YES.

References that disable fields / References that make fields required
Consent to Share Data / DISABLE_CLIENTS_CONSENT / Salutation / REQUIRED_CLIENTS_SALUTATION
Est. / DISABLE_CLIENTS_ESTBIRTH / Middle Name / REQUIRED_CLIENTS_MIDDLENAME
Country of Birth / DISABLE_CLIENTS_COUNTRYBIRTH / Alias / REQUIRED_CLIENTS_ALIAS
Alias / DISABLE_CLIENTS_ALIAS / Birth Date / REQUIRED_CLIENTS_BIRTHDATE
Middle Name / DISABLE_CLIENTS_MIDDLENAME / Gender / REQUIRED_CLIENTS_GENDER
Prefix / DISABLE_CLIENTS_SALUTATION / Marital Status / REQUIRED_CLIENTS_MARITAL
Gender / DISABLE_CLIENTS_GENDER / Living Arrangement / REQUIRED_CLIENTS_LIVING_ARR
Marital Status / DISABLE_CLIENTS_MARITAL / Home Ph. No. / REQUIRED_CLIENTS_HOME_PHONE
Area / DISABLE_CLIENTS_AREA / Work Ph. No. / REQUIRED_CLIENTS_WORK_PHONE
Living Arrangement / DISABLE_CLIENTS_LIVING_ARR / Work Tel. Extension / REQUIRED_CLIENTS_WORKEXT
Date of Birth / DISABLE_CLIENTS_BIRTHDATE / Fax No. / REQUIRED_CLIENTS_FAX
Admission Date / DISABLE_CLIENTS_ADMISSDATE / Cell No. / REQUIRED_CLIENTS_CCELL
Ext / DISABLE_CLIENTS_WORKEXT / Pager No. / REQUIRED_CLIENTS_CPAGER
Home / DISABLE_CLIENTS_HOME_PHONE / Admission Date / REQUIRED_CLIENTS_ADMISSDATE
Work / DISABLE_CLIENTS_WORK_PHONE / Referral Source / REQUIRED_CLIENTS_REFERRAL
Fax / DISABLE_CLIENTS_FAX / Referral Date / REQUIRED_CLIENTS_REF_DATE
Email / DISABLE_CLIENTS_EMAIL / Reason for Referral / REQUIRED_CLIENTS_REF_REASON
Mobile / DISABLE_CLIENTS_CCELL / Ethnicity / REQUIRED_CLIENTS_ETHNICITY
Pager / DISABLE_CLIENTS_CPAGER / Permanent Address / REQUIRED_CLIENTS_PERMADDR_1
Source / DISABLE_CLIENTS_REF_SOURCE / Permanent City / REQUIRED_CLIENTS_PERM_CITY
Date / DISABLE_CLIENTS_REF_DATE / Permanent Province / REQUIRED_CLIENTS_PERM_PROV
Reason / DISABLE_CLIENTS_REF_REASON / Permanent Postal/Zip Code / REQUIRED_CLIENTS_PERM_POST
Ethnicity / DISABLE_CLIENTS_ETHNICITY / Permanent Address 2 / REQUIRED_CLIENTS_PERMADDR_2
Deceased / DISABLE_CLIENTS_DECEASED / Current Address / REQUIRED_CLIENTS_CURR_ADDR1
Current City / REQUIRED_CLIENTS_CURR_CITY
Current Province / REQUIRED_CLIENTS_CURR_PROV
Current Postal/Zip Code / REQUIRED_CLIENTS_CURR_POST
Current Address 2 / REQUIRED_CLIENTS_CURR_ADDR2
Type of Residence / REQUIRED_CLIENTS_RES_TYPE
Date of Residence / REQUIRED_CLIENTS_RES_DATE
REQUIRED_CLIENTS_DIRPHOME
REQUIRED_CLIENTS_DIRCHOME

Template | Appendix__System_References_for_General_Info.htm

Adding a Client Record

Introducing Find Client

Procura is designed to keep a record of each of your clients in a relational database. It stores each record within a table in the database so you can find and display it quickly and easily.
Before you can add a new client record to your Procura database, it is very important to ensure that he/she does not already exist there. This can be accomplished easily by entering some simple information into a window called Find Client. Using this window, you can instruct Procura to search for the information that is most relevant to your client, (e.g., his/her name or reference number). /

Template | Introducing_Find_Client.htm

To Check Your Database for Your Client

  1. On the Clients tab, click Find ; or enter Ctrl+L. The Find Client window displays.

  1. To perform a basic search by your client's name, select the Find using General Information option, then de-activate all checkboxes except Last Name and First Name, and type the first few letters of their first and last name into the corresponding textboxes.
  1. Click Find.
  1. If the following message appears, click OK to return to the Find Client window. Otherwise, see Appendix: What if my client already exists?
  1. To add your client as a new record in your database, click Intake to display the Client Intake form. Otherwise, click Cancel to close the Find Client window.

Template | To_Check_Your_Database.htm