Client Master - Enter Client Information

The Client Master allows you to track a wide range of information about the individuals you serve.

As you are entering information on the various tabs:

  1. SAVE will save the record and clear the client from the screen.
  2. APPLY will save the record and keep the client on the screen so you can move to the next tab.

NAVIGATION: MAINTAIN menu > Client Master

  1. In the CLIENT NUMBER field, type the client number or use the magnifying glass to browse and select the client you wish to modify. This will bring the selected Client to the current view.
  2. CLIENT STATUS FILTER: Every time you open the Client Master, only ACTIVE individuals will be available to select based on the status selected for the individual.  
    1. To see only inactive individuals, select INACTIVE.
    2. To see both active and inactive individuals, select ALL.
  3. Main Tab
    1. PARAMETERS section
      1. Select the client's status, either ACTIVE or INACTIVE.  Inactive Clients are not available for income or expense entry. Required
      2. Select the Vendor # or leave it blank.  This field is currently used to create payout transactions; most organizations do not use this field.
      3. If this is a Rep Payee Client, check the field for "Rep Payee Client". Otherwise leave this field blank.
    2. HOUSE/PROGRAM INFORMATION section
      1. Click the search icon (magnifying glass) from within the House entry box. Select the house.
      2. Click the search icon (magnifying glass) from within the Program entry box. Select the program code. Required
    3. PAY GROUP ASSIGNMENT section
      1. The Pay Group will tell the program which checkbook the client's money is kept in.
      2. If you have multiple checkbooks, this must be filled in.
      3. See Client Master - Add Pay Group
  4. General Tab
    1. Type the social security number in the Soc Sec # field.
    2. OTHER section: If the person has passed away, check the box and enter the date of passing.
    3. IMPORTANT DATES section: enter the date of birth, date of admission, and date of discharge.
    4. CLIENT IDENTIFICATIONS section
      1. If you enter a discharge date, remember to change the STATUS to Inactive on the MAIN tab.
      2. Enter the Medicare number, Access Card number, BSU case number, and Bank link.
      3. You can customize the field descriptions in the master tables, i.e., change Bank Link to say PA ABLE #.
    5. CUSTOM IDENTIFICATIONS section
      1. You can setup four custom fields to track any information you want.
      2. To add the field titles, go to SYSTEM menu > Settings > Rep Payee Settings > Interface Settings tab
      3. In the CUSTOM IDENTIFICATIONS section, enter the ID Label
      4. Click SAVE.
      5. Log out of the system and log back in.
      6. The Client Master General tab will update with the custom fields.
  5. Recurring Income Tab
    1. When recurring income entries are created for the client, they will appear on this tab.  
    2. Click the ADD INCOME icon to setup a new recurring income template.
      1. Select the Frequency, i.e., monthly, annually, etc.
      2. Select the Transaction Code.
      3. The Modified Description will appear based on the transaction code selected.  You can leave as is or modify.
      4. Select the paygroup that this income will be deposited to.
      5. Enter the amount of the income transaction.
      6. Click SAVE.
    3. Recurring Income can also be setup on the Recurring Menu. 
    4. Review Income - Maintain Recurring Income.
  6. Recurring Expenses Tab
    1. When recurring expense entries are created for the client, they will appear on this tab.  
    2. Click the ADD EXPENSE icon to setup a new recurring income template.
      1. Select the Frequency, i.e., monthly, annually, etc.
      2. Select the Transaction Code.
      3. The Modified Description will appear based on the transaction code selected.  You can leave as is or modify.
      4. Select the paygroup that this income will be deposited to.
      5. Enter the amount of the income transaction.
      6. Click SAVE.
    3. Recurring Income can also be setup on the Recurring Menu. 
    4. Review Expenses - Maintain Recurring Expenses.
  7. Address Tab
    1. If you assigned the Client to a house on the MAIN tab and this is the address you wish to assign to the client, click the Update Address to House Address button. This will fill in the address that you assigned to that specific house when you initially entered that house.
    2. If you wish to enter an address other than the address assigned to the house, or if this client is not assigned to a house, you may simply enter the appropriate information in the address, city, state and zip code fields.
    3. Add any notes in the General Comments section.
  8. Tracking Tab
    1. Click the ADD TRACKING ITEM button.
    2. Select the tracking code.  Press TAB.
    3. Enter the date.
    4. Type any notes in the comments field.
    5. Click SAVE.
    6. The Tracking tab grid will update with the new item.
  9. Guardian Tab
    1. Click the ADD GUARDIAN to create a new contact.
    2. Complete the guardian contact information.
    3. Enter any notes.
    4. Click SAVE.
    5. The grid will update to show the new guardian.
  10. Assets Tab
    1. Click the ADD ASSET to create a new asset item for this client.
    2. Select the ASSET TYPE. 
    3. The Modified Description will appear based on the transaction code selected.  You can leave as is or modify the text.
    4. In the BALANCE field, enter value of the asset you are adding.
    5. Enter a date for the last update.
    6. Enter the contact information.
    7. The NOTES filed will allow you to type a note related to the asset.
    8. Click SAVE.
    9. The grid will update to show the new asset.
  11. Employment Tab
    1. Click the ADD EMPLOYER to create a new employer for this client.
    2. Complete the employee information and contact.
    3. Select the start date.
    4. The NOTES filed will allow you to type a note related to the employer.
    5. Click SAVE.
    6. The grid will update to show the new employer.
  12. Notes Tab
    1. Click NEW NOTE to add a new note.
    2. To print a note, select the note you want to print in the grid.  Click the PRINT NOTE icon.
    3. To print all notes, click the PRINT ALL NOTES icon.
    4. A new line will appear in the grid with the current date.
    5. On the new line, click in the Subject field to add a description of the note.
    6. Below the grid, click in the text box and enter the comments.
    7. If the note is something that you want everyone to see, click the SPECIAL column.  This will add a blue SEE NOTES icon to the client master whenever the client is selected.
  13. Attachments Tab: see Client Master - Work with Attachments

12/2023

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388