Contents

Adding Person Records

Mohammed Jamal Updated by Mohammed Jamal

The Person record is the master record for a Care Receiver/Service User, and many other record types and functionality within the system will use the information contained within it.

See the Managing Existing Person Record article for more information about maintaining the Person record.

When creating 'People We Support' records and their child records (such as About Me, Care Plans and Daily Care Records), the 'Responsible Team' field determines which System Users can see those records. System Users need to have a membership the same as the 'Responsible Team' on the 'People We Support' records to see them in the system.

Creating a Person Record

A Person record is created and accessed in the following way:

  1. Navigate to People > People We Support.

Alternatively, you can navigate to People > People.

The 'People We Support' page is displayed:

Perform quick searches using the filters on the left to find a Person. A more effective and dedicated Person Search functionality is detailed here.
  1. Select the Create new record button on the toolbar.

The following page is displayed:

A search needs to be made for the Person first to determine if the record already exists. 

  1. Enter a First Name and Last Name.
  2. Select Search.

If no record is found, it will take you to the 'Person Search' page:

  1. Select the Create new record button on the toolbar.

The 'Person: New' page is displayed:

Notice the First Name and Last Name fields are populated.

  1. Complete the fields in the Key Information section. This will allow you to add the record quickly.
  2. Select the Save or Save and Close button on the toolbar.

Fields in the Person Record

When creating or updating a Person record, information is split across a number of sections which store different types of information:

  • Key Information: This contains all of the required mandatory fields to quickly add a new Person record.
    • This includes the Person Type field which groups the record into: 
      • Person We Support: A Care Receiver, Client, or Service User, i.e. the Person receiving care/support.
      • Prospect: This person or someone on their behalf has made an enquiry about receiving care in their own home, moving into care, or becoming a Person We Support.
      • Referral: This person has referred themselves or someone on their behalf as referred them. They are agreed as going to become a Person We Support. They may have been a Prospect before they were officially "referred".
      • Contact: This is anyone who can be contacted in relation to a Person We Support, for example, a Partner, Next of Kin, Wife, Husband, Neighbour, Friend, Support Worker.
        • Please note: GPs and other Professionals are managed in their own respective areas of the system.
  • Personal Details: Core demographic information.
  • Death Information: You can marked the Person as deceased in this section.
  • Legal Information: Is a LPA for Health and Welfare in place. Is a LPA for Property and Financial Affairs in place.
  • Risk Information: If EVAC is required or not.
  • Address: Primary address information.
  • Access Information: Property access instructions and passwords essential for providing care.
  • Phone and Email: Contact information which can be used to send out invoices.
  • Communication Preferences.
  • Additional Information: Extended demographic information.
  • Finance Details: Finance invoicing related information.
  • External Identifiers: ID numbers for other services or organisations.
  • Care Status.

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Person Search

Managing Existing Person Record

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