In an effort to adhere to HIPAA standards, the system has built-in caseload rules.
If you need to restrict which clients can be seen by staff for scheduling purposes, a "link" can be established the following ways:
- Create an appointment with the client and staff.
- This will establish a caseload "link" that will remain active for 30 days (the number of days can be customized).
- After 30 days, the client drops off the staff's caseload.
- Add the staff as a contact on the Client Record -> Personal Tab -> Contacts page.
- Unlike method 1, this "link" is permanent as long as the staff is a contact.
- Make sure to select the existing staff contact from the Address Book under the "Staff" contact type.
- Do not create a brand-new contact, just locate the existing staff in the Address Book.
Frequently Asked Questions
Q: I removed my staff from the client's contacts. Why can the staff still select the client for scheduling?
A: Does the staff have an appointment with the client in the last 30 days? If yes, then Method 1 is keeping the client on the staff caseload, after 30 days passes, they should no longer be visible.
Q: I added the staff to the client's contacts. Why can't they select the client as an option for scheduling?
A: Make sure that the contact that was added is a Staff contact and not as a guardian/parent.
Staff contact's fields will be grayed out because they come from the staff profile and cannot be edited.
Parent/guardian contact fields will be white and editable.
If the staff was added as a parent/guardian, refer back to Method 2 to locate and add the Staff type contact.