Client Information Tab

The Client Information tab is used to display, add, or update detailed client information and provider organization-specific client information.

Field Name

Description

Tracking Schedule

This is the assigned tracking schedule the client is following. This pick list will always default to the CDC/ACIP schedule. Other provider organization-specific tracking schedules can be assigned only after they are created using the manage schedules screens. Assign the desired tracking schedule using 'Tracking Schedule' pick list. *Note*

Selected Programs/Eligibilities

The 'Selected Programs/Eligibilities' list box determines the applicable financing source of any immunizations a client has or will receive in the future. Assign or change a funding program/eligibility using one of the following:

1.)	Highlight the desired funding program/eligibility from the 'Funding Programs/Eligibilities' list box by clicking on it, and then hit the Add > button to move it to the 'Selected Programs/Eligibilities list box. To remove a funding program/eligibility, highlight the desired program/eligibility to remove from the 'Selected Programs/Eligibilities' list box and hit the < Remove button.

2.)	From the 'Funding Programs/Eligibilities' list box, double-click on the desired funding program/eligibility to assign, and that selection will automatically be moved into the 'Selected Programs/Eligibilities' list box. To remove a funding program/eligibility, double-click on the desired program/eligibility from the 'Selected Programs/Eligibilities' list box, and that selection will automatically be removed.

Field Name

Description

Chart #

Chart number is used to capture provider organization-specific identification numbers assigned to clients. The chart number field is used as a simple and easy means for any organization to distinguish among and track its clients. It is also a very quick way to locate clients using the manage client/immunizations screen. Assign or change the chart number by typing the letters and/or numbers into the 'Chart #' text box.

Ethnicity

This is the clients ethnic background. Assign or change the ethnicity using the 'Ethnicity' pick list.

Race

This is the clients racial background. Assign or change the race using the 'Race' pick list.

Provider (PCP)

This is the clients doctor, or primary care provider. This list is derived from entering all associated physicians into the registry using the manage physicians screen. Assign or change the physician using the 'Provider (PCP)' pick list.

School

This is the clients current school of attendance. This list is derived from entering all associated schools into the registry using the manage schools screen. Assign or change the school using the 'School' pick list.

This field is not shown to users with school-only access.

Status

This pick list is used to select whether the client is Active, Inactive, or Permanently Inactive - Deceased. Below are descriptions for each option.

If Active is selected, the client is considered to be a member of your provider organization and will be included in any reporting and you have administered an immunization. Selecting Active without an immunization present by your organization will revert the status to blank. Once an immunization is given, the status will display as Active.
If Inactive is selected, the client is no longer considered to be a member of your provider organization and thus will be excluded from any reporting.
If Permanently Inactive - Deceased is selected, the client will become inactive throughout the entire system under any organization. The client will be excluded from any reporting under any organization. *Note*

Allow Sharing of Immunization Data?

This pick list is used to determine whether different provider organizations, other than the one that initially entered the client, are able to view the information captured by the registry for that particular client. If 'Yes' is selected, other provider organizations are allowed to view the clients information. If 'No' is selected, only the organization that initially entered the client is able to view the clients information.

This field is not shown to users with school-only access.

Allow Reminder/Recall Contact?

This pick list is used to determine whether reminder and/or recall notices are to be sent to the client. If 'Yes' is selected, then it is allowed. If 'No' is selected, then it is not allowed and this will override any 'Notices?' checked on the Responsible Person(s) Tab. A client with 'No' selected will not appear on a reminder recall until 'Yes' is selected.

This field is not shown to users with school-only access.

Insurance Providers

The selected insurance providers information box allows a client to be associated with any number of pre-selected insurance plans. Insurance information is used for reporting purposes only. Assign or change insurance providers using one of the following:

1.)	Highlight the desired insurance provider from the 'Insurance Providers' list box by clicking on it, and then hit the Add > button to move it to the 'Selected Providers' list box. To remove an insurance provider, highlight the desired provider to remove from the 'Selected Providers' list box and hit the < Remove button.
2.)	From the 'Insurance Provider's list box, double-click on the desired insurance provider to assign, and that selection will automatically be moved into the 'Selected Providers' list box. To remove an insurance provider, double-click on the desired provider from the 'Providers Selected' list box, and that selection will automatically be removed.

This field is not shown to users with school-only access.

In order for the registry to create and maintain a record for a client, school, etc., there is a minimum amount of information necessary that must be provided by a user. These select pieces of information are the Required Fields and are denoted in the registry by the blue information field labels as seen in the example below.

If the status is set to Permanently Inactive - Deceased, you will be unable to change the status later. Please be absolutely certain this is the correct status for the client.

Field Name	Description
Graduation Year	The graduation year is used to determine what grade level the client is at for reports. If no graduation year is entered, the year will be calculated based on the client's date of birth.
Date Enrolled in WI Schools	The date that the client was first enrolled in Wisconsin Schools. This field is used on school reports.