Client Management›Adding a Client (Demographics)

Adding a Client (Demographics)

Overview

Adding clients to Ankota is a simple process. By adding in a few key demographics such as name, address, phone, primary diagnosis code, and IDs, the client's basic profile is built. This profile is one of the foundations that later supports the care plan, authorization information, and schedule.

State Specifics

The directions below are universal. If state specifics apply, ensure those requirements are also met. See the applicable state guide for further details.

Adding a Client

Before adding a new client in the system, ensure the client has not been with the organization previously.

To do this, click on the Clients tab from the Main Menu. Under Clients, change the status from Active to All and filter with the client's first or last name. Click Search to see if the client is already set as a client within the system.

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If the client has not been added previously, click the Add New button on the Clients page.

The Clients page displays filter options including a CRM Status dropdown set to "All" and a Client Id search field, with a Results Per Page setting of 20 and Status filter set to "Active". The page includes a Search button and a red-outlined Add New button in the top right corner, with a note that queries return a maximum of 500 records per search.

Fill in the Client ID with the Medicaid ID number. Then select the Referring Program (which may be listed as Agency or Payer Descriptor, depending on the state/environment) from the drop-down list if applicable.

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Next, fill in the starred mandatory fields of Name, Address, Phone, and Primary Diagnosis. Include any apartment numbers or other information in the Address 2 area. If Medicaid IDs or Member IDs are available, add those as well. For private pay clients, it is recommended to also add an email. When finished, click the Submit button.

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Enabling Text Message Consent

To enable the ability to text a client, enable the "Consent to receive text messages" functionality. The process is as follows:

  1. Go to Clients from the main menu.

The left navigation menu displays dashboard options including Dashboard, Action Center (72), Visits, Staff, Providers, and Clients, with the Clients option highlighted in red at the bottom of the menu.

  1. Search for the client whose number should be added to receive text messages.
  2. Click on their phone number.
  3. Check the box next to "Consent to receive text messages".
  4. Click "Save".

The "Add new phone" dialog displays a form to enter phone contact information with fields for phone number, phone type (set to "Home"), note, extension, time of day, and order number. A red-highlighted section at the bottom shows a checkbox for "Consent to receive text messages" with a Save button positioned below the form.

Additional Contacts

There is also an option to add multiple contacts. This section can be skipped if desired.

Client Contact form with fields for First Name, Last Name, Relationship to client (dropdown set to "Referral Source"), Phone number to call, Mobile, Home, Email, and a Note text area for additional information.

Click Submit.

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Next Step

For the next step in adding a client, go to Authorizations.

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