Creating Records Quickly and Easily

HIFIS was designed to allow users to create records in a way that best suits the way they work. Users who offer one or two services to many clients may find it more convenient to enter the screen related to the service and identify the clients that are receiving the service (link the clients to the service). Users who offer a variety of services to each client may find it easier to enter the client screen and record all the services offered to that client (link the services to the client). The order used is a matter of preference and makes no difference to the data itself.

In the training, we have generally provided directions from the service side, through the feature itself, but the instructions are easily adapted to working from the client side. However, large organizations with significant numbers of records, may notice that HIFIS works faster when features are accessed directly, rather than through a second screen.

Linking Clients to a Service

When Janine chooses Goods and Services from the Front Desk, the first thing she sees is a list of the goods and services records for all the clients who have received either a good or a service.

Goods and Services List

She learns that you do not need to exit out of the feature to add a record for a different client. This method would be useful for someone who wants to see all the goods and services records or wants to add a record for a number of different clients, one after the other. This type of screen also frequently links to other relevant screens directly, through the Plus button. For example, the Goods and Services screen links to Food Bank Items, Clients (to edit not add), Reservations, Diet and Questionnaires.

If you are offering different types of services to the same client, for example, food bank and housing placement services, you will have to exit to the Front Desk each time.

Linking Services to a Client

To link services to a client, Janine must choose a client. If the client record does not exist, she must first create it. She can then use the More button to access most of the features available in HIFIS. When you use the Client screen to access a feature, only the records related to that client will appear on the list and if you add a record, it will add a record for that client.

Clients screen with the Plus button selected and Quick-Links showing.

Janine sees that starting from the client screen allows you to add clients as needed and access more information about an individual client.

Creating Records Through Reception

As Janine explores the various buttons she realizes that the Reception screen is likely where she will be doing most of her work. The Reception screen is a little different from the other screens because it allows her to complete a variety of tasks quickly.

Some features are specific to shelters:

  • Booking a client in or out of the shelter
  • Adding details about the client’s stay
  • Attributing a client’s stay to a particular program
  • Reserving Beds

Some features are common to many service providers:

  • Adding a new client to the Client list
  • Recording goods and services
  • Barring clients for a specific period of time
  • Turning away clients when you cannot currently offer a service
  • Case management

In the Reception screen, Janine must choose a client (or anonymous) before she can access a feature. When she selects the Goods and Services button, the client’s name appears in the client field and the screen is ready for editing.

Reception Screen – List view

Helpful Hint
Reception is the only screen that highlights which clients have been barred from receiving services. (For more information about how to bar clients, please see the Barring, Turnaways and Reservations module in Basics).


References

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