Adding a Correspondence

Mohammed Jamal Updated by Mohammed Jamal

Correspondences is used to record and link contact details of anyone who can be contacted in relation to a Person (Person We Support / Care Receiver / Service User), Prospect or Referral.

This is different from the general Contacts because correspondence form has a field called Regarding, which is used to link the correspondence directly to the Person concerned.

A Correspondence can be added to a Person record in the following way:

  1. Navigate to People > People > Correspondences. The 'Correspondences' page is displayed.
  2. Select the Create new record button on the toolbar. The 'Correspondence: New' page is displayed.
  3. Complete the fields on the page, mandatory fields are marked with a red asterisk *.

The key fields are described in the table below.

Field

Description

Contact Id*

Generated automatically upon saving the record in the format "CON-#" (where the # represents a number).

Regarding

This is used to link the Correspondence to the Person record.

Date/Time Contact Received*

This would be the date and time the details of the contract were received.

Relationship

This would be the relationship between the Person and Correspondence. For example, it might be a Sibling, Doctor or Social Worker.

Contact Type*

Use this field to define the contact type, e.g. if the Correspondence is an Emergency Contact.

More options can be added to the Contact Types Reference Data.

Contact Source

The following out-of-box options are available:

  • Family Member
  • General Practitioner
  • Other
  • Other NHS
  • Social Services

More options can be added to the Contact Sources Reference Data.

Is the Person/Group aware of the Contact?*

Is the Person in care aware of this Correspondence record?

The following options are available:

  • Yes
  • No
  • Not Known

Is Parent(s)/Carer(s) aware of this Contact

The following options are available:

  • Yes
  • No
  • Not Known

Is N.O.K/Carer aware of this Contact?

The following options are available:

  • Yes
  • No
  • Not Known

Does Person/Group agree/support this Contact?*

The following options are available:

  • Yes
  • No
  • Declined to comment
  • Not Known

Do you consent to the collection and use of your data*

Yes or No should be selected.

  1. Select the Save or Save and Close button on the toolbar.

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