Persons, Companies and Roles
|
Persons, Companies and Roles |
|
|
Clients and Caregivers are central to the operation of your business, but you may also have other individuals and companies whose information you need to have handy. Rosemark helps you keep track of anyone that has anything to do with your business, including all interactions you have with them. Roles The underlying contact (Person or Company) can play different roles within your database. A Role identifies that contact's relationship with your Agency, and has a big impact on what information is collected. A person whose Role is Caregiver will need information about their availability and work history, while a person whose Roles is Client may require detail about their needs and condition. Some information is common to all contacts, regardless of their Roles. These include things like name, address, phone, directions, etc., as well as Pending and Completed Actions. An individual may play more than one Role. For example, you may have a Caregiver whose health declines and they become a Client. This is still the same Person, just with a different Role. A common situation that calls for multiple roles is when a Client pays for his/her own Service, making that person both a Client and a Customer.
You can add a Role to a contact at any time. For example, you may have someone whom you have entered as a contact who later becomes a Caregiver. To add a Role to a contact, go to the contact's Summary Tab, select Add next to the Roles field. A menu of possible Roles will appear (it will NOT include Roles which the contact already has). When you have chosen the Role, the appropriate form will appear. You can delete a Role from a contact as long as that Role is empty. In other words, there can't be any field that is specific to the Role still present. For a Client, that includes Services as well as anything from the Condition, Emergency or Inquiry Tabs. For a Caregiver, this includes Availability, Assignments and anything from the Credentials, Payroll and Hire tabs. If you try to delete a Role that is not empty, a list of the things that are preventing the deletion will be displayed. You can then go remove those things. When you have cleared all of those fields, you will be able to remove the Role. Customer Role The Role of Customer is a bit different than other Roles. You don't normally add or remove the Role of Customer directly (though it is possible to do it). A Person has the Role of Customer if they have one or more Payment Obligations. See the section on Customers for more information about this.
Contact List You can get a list of all of the Persons and Companies in the system by clicking on the Office menu, Contact List. This includes all contacts who are Clients, Customer, Caregivers, Referrers and Responsible Parties, as well as those without a Role. Companies (which can currently only be Referrers) will be shown at the top of the list by default.
Click on the one you want to look at in the list and their details appear below, separated into tabs for Name, Address, Phones and Online, as well as the initially-opened Summary tab. As in all tabbed lists, the tab you select will stay selected as you select different items in the list. You can get to the screen that is associated with the particular role they play (e.g. Client form) by clicking on the role and clicking View to the right of the Roles list.
Figure 55: Contact list To add a Person, go to the Office menu and click on Add new Contact. At that point, a new Person form will appear, as shown in the figure below. You can add as much detail as you like to the Person here, then click Apply. You can always come back and add more, but a name is sufficient to begin with.
This form shows you everything you see in the tabs on the Contact List, all on one screen. You can always get back to this screen by double-clicking on a Contact in the list, or by opening the Person form from any Client or Caregiver form.
Figure 56: New Person form
If you have added a Person by mistake, you can delete them. From the Person form, click on File, Delete Person. From the Contact List, select the person, then click on File, Delete selected Person, or press the Delete key on the keyboard.
In order to be deleted, a Person must be completely empty, without any data in any of their fields (even their name). This helps protect against accidental deletion of real Persons, whose history you would not want to lose. If you attempt to delete a Person who is not empty, a warning will come up that tells you what parts are not empty. If you really want to delete them, you must visit those places and blank out or delete anything in them.
Companies Most of the time you will likely be working with individual Persons in Rosemark. In some cases, you'll want to keep track of companies and organizations, as well as the individuals within the organization. In that case, you can mark the entity as a Company. Just go to the Info tab, check the Is Company box and hit Apply. Note: at this time, only Referrers can be Companies, so you have to do this from the Referrer form. To see how to work with Referrers and Companies, see the Referrers section of this guide.
Figure 57: This Referrer is a Company |
