Create a client profile and allocate service units.

---

Before You Begin

Have ready:

• Client's full name and date of birth
• Contact information (phone, email, address)
• Case manager details
• Service authorization (units per month, authorization dates)
• NEMT broker (if transportation is needed)

---

Creating a Client Profile

Step 1: Start New Client

1. Go to Clients in the sidebar
2. Click + Add Client

Step 2: Basic Information

Field	Required	Notes
First Name	✓	Legal first name
Last Name	✓	Legal last name
Date of Birth	✓	Used for age calculations
Gender		Optional
Phone		Client or guardian phone
Email		For portal access (optional)

Step 3: Address

Enter the client's primary address:

• Street address
• City, State, ZIP
• County (used for case manager assignment)

Tip: Start typing the address — it will autocomplete from Google Maps.

Step 4: Save

Click Create Client to save the basic profile.

---

Allocating Service Units

After creating the client, allocate their authorized units:

Step 1: Open Units Tab

1. Go to the client's profile
2. Click Units tab

Step 2: Add Authorization

1. Click + Add Units
2. Fill in:

Field	Description
Service Type	CE, SH, SFC, or STAB
Units	Number of 15-minute units authorized
Start Date	When authorization begins
End Date	When authorization expires

Step 3: Save

Click Save — units are now available for scheduling.

Understanding Units

• 1 unit = 15 minutes of service
• Example: 120 units = 30 hours per month
• Units reset based on authorization period (monthly, quarterly, etc.)

---

Assigning a Case Manager

Link the client to their DSHS case manager:

1. Go to client profile → Case Manager section
2. Click Assign Case Manager
3. Search for existing case manager or add new:
   • Name
   • Email
   • Phone
   • Agency (DSHS office)
4. Click Save

Note: Case managers can be invited to the Case Manager Portal to view reports.

---

Setting Up Transportation (NEMT)

If the client needs transportation services:

1. Go to client profile → Transportation section
2. Enable NEMT Eligible
3. Select NEMT Broker (Hopelink, Access, etc.)
4. Add mobility information:
   • Mobility status (wheelchair, walker, etc.)
   • Special needs notes
5. Save changes

---

Adding Client Goals

Set up goals for the client's care plan:

1. Go to client profile → Goals tab
2. Click + Add Goal
3. Enter:
   • Goal title
   • Description
   • Target date (optional)
4. Add Tasks under each goal (things to complete during visits)
5. Save

Goals and tasks appear in the mobile app for caregivers to track.

---

Inviting to Client Portal (Optional)

Give families access to view appointments and communicate:

1. Go to client profile → Portal Access
2. Click Invite to Portal
3. Enter the family member's email
4. Click Send Invitation

They'll receive an email to set up their portal account.

---

Client Status

New clients default to Active. Other statuses:

Status	When to Use
Active	Currently receiving services
On Hold	Temporarily paused (hospitalization, etc.)
Archived	No longer receiving services

To change status: Client profile → Edit → Status

---

Tips

• Add emergency contacts immediately
• Upload the service authorization letter to Documents
• Set up client preferences (preferred caregiver, schedule notes)
• Create facilities if serving clients in group homes

---

Troubleshooting

Can't schedule appointments

Check that:

• Client has units allocated
• Units haven't expired (check dates)
• Client status is Active

Units showing as "overused"

The client has more scheduled hours than allocated units. Either:

• Add more units (if authorized)
• Cancel/reschedule excess appointments

---

Next Steps

1. Creating Appointments — Schedule your first visit
2. Managing Service Units — Deep dive on unit tracking
3. Inviting Clients to Portal — Set up family access

---

Related Articles

• Client Facilities — Group home management
• Client Documents — Uploading files
• NEMT Request Management — Transportation setup