Client’s Profile: Editing or Adding Information

To edit or add information to a Client's Profile –

Step 1 - To add missing information- Hover over ‘’Click to add’’ and click. Or To edit existing information- Hover over the field you wish to edit to reveal the edit pen icon. Click and the field will become editable.

Client Deactivation:

How to deactivate a Client-

Step 1 - To deactivate a client, click on the ellipsis icon and then click on ‘’Deactivate Client’’. Alternatively select “Deactivate” from the bottom of the Client’s basic details tab.

Step 2 - Once you have clicked ‘’Deactivate Client’’ a confirmation window will appear > select a cancellation reason and click ‘’Confirm Cancellation’’. Your Client will now be deactivated.

Client Alert:

The Client Alert allows you to communicate vital information regarding the Client to office staff when completing a booking. This alert appears at the top of the Client profile and within the client card on the “Create new booking” page.

Step 1 - From within the Client’s profile hover over and click on “Click here to add a client alert” in the top right hand corner of the profile.

Step 2 - Populate the required information for the alert within the text field and select save. Step 3- The Alert will now appear at the top of the Clients profile page and below their vital details within the Clients contact card on the “Create New Booking” page.

Audit Log:

The client Audit log allows you to view changes made to the client’s profile. Step 1- From the Clients profile within the top Client heading tab select “Audit log” to view the audit log.

Step 2- Click on the grey “xx Properties changed” tile to view details of the changes made. PLEASE NOTE: For visibility of the Client Audit log the setting “View Activity Logs” must be selected within the permissions for the Users role.

Allocations Alert:

The Allocations Alert allows you to flag and communicate vital information regarding the Client to office staff that is relevant when allocating. This alert appears beside the Client’s name within the allocations page.

Step 1 - From the Client’s profile within the Basic Details tab hover over and click on “Click to add” beside the “Allocations Alert” heading.

Step 2 - Populate the required information for the allocations alert within the text field and click out of the field to save.

Step 3 - To Edit existing information, hover over the field and click the text to activate the field and enable editing/clearing. Click out of the field to save changes.

Step 4 - The “Allocations alert” will now appear within the Clients “Basic details” tab and populate beside their name in the “Allocations” page. When the “Allocations Alert” icon is hovered over a pop out box will appear to display the alert.

Emergency Contacts:

Emergency Contacts allows you to record multiple contacts for a Client.

To Add/Edit a Clients Emergency Contact/s:

Step 1 - Select Add Contact to enable you to add a new contact.

Step 2 - Complete all mandatory fields marked with a red asterisks and select "Create Contact”.

Step 3 - Alternatively select the three dot menu to enable you to edit or delete the existing emergency contact.

Notification Preferences:

Notification Preferences allows you to select the relevant notification preference for the Client.

To edit the Client’s notification preferences:

Step 1 - Hover and click on the field to activate the edit icon and display the drop down menu.

Step 2 - Select the notification preference from the drop down menu.

Step 3 - Click save.

PLEASE NOTE: App Push Notification, Booking Created and Booking Cancelled is not a valid selection and has no functionality currently. These features are still being built out. TRIPS Web - Client's Notification Preferences

Bookings:

The Bookings tab provides visibility of the Client’s bookings within the one location. Initially displaying from day off. By selecting the Filter option you can filter by view, date range and status. View Booking Details - Click on the booking “Reference number” to open the “Bookings Details” window, allowing you to edit or delete the booking.

Edit Times - Hover and click on the Origin or Destination times to update the Bookings times, without having to open up the “Bookings detail” window.

Edit Booking or View History(Audit log) - Click on the ellipsis icon and select either “Edit Booking” or “View History”. Reschedule identifier- Visual colour coding recurrence icon grouping recurrences, ability to hover over icon to view reschedule identifier and ability to click on the icon, thus copying the reschedule identifier, allowing you to paste it into the search field and view only those recurrences.

Default Booking Requirements:

The Default Booking Requirements tab allows you to add and edit the relevant Transport Requirements of the Client when transporting. Does the Client have a wheelchair? Assistance requirements, Cargo requirements, suitable Vehicle and seating requirements and if the Client requires isolation when traveling.
PLEASE NOTE: These requirements can also be adjusted at a Booking level.

Step 1 - To activate the fields, hover over the right hand corner of the box you wish to edit. A blue edit icon will appear. Click on the edit icon.

Step 2 - . To update the requirements within allocated bookings select “Also update future allocated bookings”.

Step 3- Make the required updates and select Save to finalise PLEASE NOTE: Does the Client have a wheelchair? Will default to no. If the answer is yes, depending on the option selected, Cargo and Assistance requirements will auto populate, such as hoist operation and Wheelchair Transportation if “Non Transfer Manual Wheelchair” is selected. Additional Cargo and Assistance requirements can be added.

Invoices and Charges:

PLEASE NOTE: This tab has basic functionality and will be built out in the future.

Transactions:

Ability to void incorrect charges to the Client- If a transaction has been created incorrectly, this record can be removed by voiding the record.

Step 1 - To void a transaction, click on the ’invoices and charges’’ tab within the client’s profile page.

Step 2 - Click on ‘’void’’ to remove the recorded charge.

Step 3 - Enter the reason for the need to void the transaction, then click on Confirm.

Step 4 - On returning to the main Invoices and Charges tab on the Client profile, the user will see the status now showing as Void, with the line strike through the invoice number to indicate a cancelled charge.

Comments:

Recording Comments against a Client profile- Step 1 - To record a comment against a Client record, click on the “Comments” tab. Click on Add Comments.

Step 2 - Enter the information being recorded against the client record. Click on Save.

Step 3 - To edit an existing client comment, click on the edit icon beside the comment, then click on “Edit’’.

Step 4 - Update or add the requirement information to the comment, then click on save.

Carers:

Does the Client travel with a Carer whom is non funded?

To add a Non funded Carer-

Step 1 - Click on the Carers Tab within the Client’s profile.

Step 2 - To add a Carer click on the “Add Client Carer” button.

Step 3 - Fill out all the fields that are marked with a red asterisks. Step 4 - Select if the Carer is the Client’s primary Carer. Step 5 - To finalise click Save. Step 6 - To add another Carer select the Add Client Carer button again. PLEASE NOTE: Clients can have multiple non funded Carers and the Carer can be assigned at the booking level.

Edit or Delete an existing Carer- Step 1 - To edit or delete a Carer click on the three vertical dots menu a drop down will appear giving you the option to Edit or Delete.

-Selecting Edit will allow you to update any details relating to the Client’s Carer.

-Selecting Delete will allow you to delete the Carer. You will be ask if you wish to delete the Clients Carer>Select Delete.

Attachments:

How to attach files to a clients Profile-

Step 1 - To add attachments to a Client’s profile, click on ‘’Attachments’’.

Step 2 - Click to open your documents folder or drag and drop your file into the outlined area.

Step 3 - Rename the document is required and click “upload”.

- You can view, delete or download a document by clicking the ellipsis icon

Referrals:

Here you can add a referral after a Client profile is created by clicking on the drop-down menu then clicking on the “+” icon, or remove an existing referral by clicking the “-” icon.

Billing Details:

Ability to store alternate Client “Billing Details” after the client’s profile has been created.
To add Billing details: Step 1 - Within the Billings Detail tab click on “Add Details”. Step 2 - Populate all required fields marked with an asterisks. Click save to finalise the action.

To edit existing billing details: Step 1 - Click on “Edit”, make the required changes/updates and click save to finalise the action. To delete the billing details: Step 1 - From within the Edit window you can also delete the billing details by clicking on “Delete biller details”.