Overview
The client management area is where you create/edit a client profile, view appointments, take payments, and more. This area is for creating and managing client accounts in PIMSY.
Required Permissions and Prerequisites
- This article is in reference to our Desktop application
- Permissions for this area vary based on your workflow and what information you require when charts are created. At a minimum, please assign the Create, Modify, View, and/or Delete permissions for the following rule(s):
- Client
- Client Admin checkbox selected
- Client Reporting View and Print
- Client Status Log
- Client Activate
- Client Inactivate
- Client Main Menu
Step-by-Step Instructions
Step 1: Navigate to Client Management
From the top navigation menu, go to:
Clients > Client Management
Step 2: Details Tab - Fill Out Required Fields
The Client Management screen hosts a number of features, buttons, and tabs. To begin, let's create a new client and go through these items one by one.
When entering the Client Management page, the Details tab will be open. Here you can enter all client details such as their Name, Date of Birth, Email, Phone Number, and Address to name a few. Be sure to fill out as much information as possible, especially the required fields which will be highlighted in brown.
Below the Misc. Notes text box are four different categories. Clicking each category will open up to reveal more fields to complete.
- Administration Information - The Administration Information section provides a place to complete info for administrative purposes such as Date of Admission, Primary Therapist, Default Division, Referral Source, and Default Location, etc...
- Demographics - The Demographics section covers all information pertaining to the client's demographics such as Gender Assigned at Birth, Gender Identity, Ethnicity, Race, Language, Disability, Marital Status, School, etc...
- Additional Information - The Additional Information section hosts Q&A forms which can be selected from the Select Category dropdown. These Q&A's are located and built in the Q&A Question Set Up area under Administration.
- Insurance - The Insurance section provides a place to input all client related insurance information.
When done, hit Save. This will create the new client and their name will now show up in the client list on the left side panel.
To Inactivate a client, simply uncheck the Active checkbox under the Administration Information section of the Details tab.
Step 3: Documents Tab
The Documents tab houses the uploaded files relevant to the client. Signature pages, guardianship documents, insurance cards, consents for release, letters, etc. The Documents area has Tree and Classic views.
To learn more on how to upload documents into the client’s chart, check out our article on How to Create and Manage Documents in Document Management.
Step 4: Contacts Tab
The Contacts tab provides an area where client contacts such as emergency contact, legal guardian, responsible party, and/or referring provider can be stored. The lower portion is the Disclosures List. This is where all the Release of Information (ROI) as well as Breach of Information is kept in order to comply with HIPAA regulations.
Step 5: Checklist / Comments / Request
The Checklist / Comments / Request tab is where the chart deficiency information is entered and tracked. There are three tabs:
- Check List - Provides an area within the client chart to utilize checklists.
- Comment - Provides an area within the client chart to track important information regarding the client. Checking the Private checkbox will make the comment private to the user who entered it. Checking Reminder will make the comment show on the SAL appointment.
- Request - Provides an area within the client chart to track requests
Step 6: Medical
The Medical tab provides an area where all medication and allergy information for the client to be tracked.
Clicking the Medical Details / Assessment button will bring up a page in the client chart where further medical information can be entered.
For those using DrFirst, the eRX Prescribe button can be found here. If the button is orange, then the client has not yet been registered in DrFirst. Click the button to being the registration process. Once completed, the button should appear green, which means the client is ready to be prescribed medication via DrFirst/eRx Prescribe.
Step 7: Diagnosis
The Diagnosis tab provides an area where all the diagnosis for the client to be tracked. Ensure one of the diagnosis are marked as the Primary Diagnosis. You can have one primary diagnosis for each division or diagnosis type combination.
Click the New Diagnosis to add a new diagnosis to the client chart. The View Diagnosis button brings up a window with the diagnosis information, which can be modified and saved.
The Education Resources button will automatically redirect you to a browser where you can learn more information on a specific diagnosis.
The WHODAS button will bring up a window with the WHODAS Q&A that can be filled out and scored.
Step 8: Treatment Plans
This section contains the treatment plan and goals for the selected client. These treatment plans can be updated or modified as necessary. Additionally, treatment plans can be set as Primary, Secondary, or Tertiary and once a plan has been created a report can be generated by clicking the Treatment Plan Report button.
For practices that are enrolled, Wiley Practice Data is available here and when opened, it offers a variety of needs and goals that can be selected and imported directly into the client’s chart.
Step 9: Renewals
The Renewals tab provides a place for tracking client renewals, such as insurance and forms. Renewals can be specified by type and timeframe (i.e. 30 days, 90 days, annually). Be sure to save after creating or modifying renewals.
Step 10: Auths
The Auths tab is where service authorizations for the client are managed. An authorization (auth) grants permission to write a note using a particular service code. An auth must be assigned to the client, whether issued by a specific payer, or as a placeholder created by support or admin. Without valid units and a date range covering the date of service, documentation with that service code isn't allowed.
Step 11: Notes
The Notes tab provides an area to view all of the assessment notes relevant to the client. To create a new note click New Assessment Note. To view or modify a note, highlight a note from the list and then click View Assessment Note. Note reports can also be generated from the Note Report button.
Step 12: Clinical Tools
From the Clinical Tools tab, client audits can be selected from the dropdown and filled out. The name of this tab is customizable and may be different for each site. To edit or create new client audits, you will need to go to the Q&A Question Set Up and scroll down to the client audits section.
Step 13: Client Forms
Like the Clinical Tools tab, the Client Forms tab houses where client surveys can be viewed and filled out. The name of this tab is customizable and may be different for each site. To edit or create a new client form, you will need to go to the Q&A Question Set Up and scroll down to the client surveys section.
Step 14: Referral Log
The Status tab has moved and is now located under the Administration menu of the client's detail page. This easy-to-read table, labeled "Referrals", maintains a log of all activations and deactivations associated with the client record. Each time a record is marked as inactive, it indicates a termination or discharge from services.
Step 15: Client Portal
The Client Portal tab enables clinicians to efficiently manage client portal access and functionalities for clients. This page facilitates the handling of portal login credentials, communication with client representatives, and assignment of necessary Q&A forms.
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