5.2.1 Profile Tab
On the profile page, you will see more information about that person, including contact information, personal information, and information on their current and past supports, helpers, and collaborations.
As seen in Figure 5.2.a, the Profile Tab includes the following accordion sections: Contact Info, Personal Info, Supports, Helpers, and Collaborations. When you first view the profile, only the contact info window will be expanded. You can expand each section by clicking the arrow button on the right. If you have read/write access in the system, you can make edits to a person’s profile by clicking “Edit Person”.
For example, if a person moves and you need to change their address or telephone number, you can do that here. If support people or their contact information changes, you can update that here. And if their helper or collaboration status changes you can change it here.
When in edit mode, the Contact Info Section collects information on the name, phone, email and address for the person as seen in Figure 5.1.a. Only name, phone number, email, birth date, gender, race/ethnicity, one helper and one collaboration are required fields for creating a new person. Users with the Helper-RW, Supervisor and Organization Administrators-RW roles have access to the edit mode for people.
The Personal Info Section collects information on the demographics as well as any identifiers. Users can select to add as many ‘Race/Ethnicities’ for a person as needed. Users can select to add as many identifiers for a person as needed. Each identifier includes a pair of fields: ‘Identifier Type’ and ‘Identifier.’ Storing person identifiers which relate to other data systems, such as the social welfare case ID and the behavioral health ID and the criminal justice ID, facilitate the ability to track people between data systems, supporting the concept of a golden record in human services. All drop-down options in this section are managed in the Settings Module by Organization Administrators.
The Supports Section collects information on person support contact information and relationships. Supports include caregivers, family members, natural supports, and other non-professional collaboration team members. When supports are added, if they do not have an end date in the past, they placed in the upper section. However, supports can be identified as ‘Past’ supports by providing an end date, which moves them into the lower section once the record is saved.
The Helpers Section identifies the ‘Lead’ Helper as well as any secondary helpers. The first helper assigned to the person is automatically considered the lead helper. The primary setting can be assigned to any helper added, but there must be one and only one lead helper while the person is actively enrolled in a collaboration. The start date must be entered; it cannot be null. The ‘End Date’ is null by default. Once the ‘End Date’ is completed and in the past, the helper is considered a ‘Past Helper’. All displays and reports which show people by helper, show the person under the most recent helper.
The Collaboration Section identifies the ‘Primary’ collaboration (i.e. program or intervention) as well as any secondary collaborations. The first collaboration assigned to the person is automatically considered the primary collaboration by default. The primary setting can be assigned to any collaboration, but there must be one and only one primary collaboration while the person is active. When a collaboration is added, the ‘Start Date’ cannot be null. The ‘End Date’ is null by default. Once the ‘End Date’ is completed and in the past, the collaboration is considered a ‘Past Collaboration’. When the person profile is saved, the audit table will capture any changes with date/time for the primary collaboration. All displays and reports which show people by primary collaboration, show the person under the most recent primary collaboration. However, the person’s information should be included for any collaboration for which they participated during the respective time periods, when displaying information about that collaboration during a time period.
- A Few Things to Note in the Profile Section:
- The red asterisks here signal that this is a required field. Your agency may have additional requirements beyond what’s minimally required in P-CIS. In P-CIS, each person must have their first name, last name, email, and phone number. Their address is optional information. Each person must have a date of birth, identified gender, and race/ethnicity.
- A person can have multiple race/ethnicities identified in the system. Use the plus icon here to add more than one race/ethnicity.
- In the personal info section, there is an option to add an identifier. The identifier types are set up by your organization administrator. If you add an identifier, such as a Behavioral Health ID or Medicaid ID, you must fill in both ID fields, indicating the Identifier Type, as well as the identifier itself. You must choose the ID type first, for example Medicaid ID here, and then you will be able to enter the person’s Medicaid ID.
- A support may include caregivers, family members, natural supports, and other non-paid collaboration team members. Adding a support here is optional, but when there is a support listed, there must be a first and last name, phone number, email, relationship and start date. If you click “Add New” by accident, and there is no new support to add, you can delete the section by clicking here, on the red icon.
- For both the person and the supports, it is important that the contact information is up to date. If there is an indication of need that requires a time sensitive response, it is imperative that the information is at hand when you need it. For example, if you email a support person an assessment to complete for a person and those scores come back indicating immediate follow-up necessary for the person you are helping, it is important that you have their most up to date contact information at hand.
- Each person must have a Lead Helper. There may be multiple people helping the person, but one and only one helper must be identified as the lead in the system. The start date indicates the beginning of a helper’s work with the person, and end date marks the end of their work with the person.
- Similarly, a person may be participating in more than one collaboration, but one and only one must be identified as their Primary Collaboration. A collaboration can identify the start and end dates of a program, an evidence-based practice, a care modality or an episode of care, depending on the level of information that is tracked. The start date indicates the beginning of the person’s time in the collaboration, and the end date marks the end (their discharge or transition to different care).
- Past supports, helpers, and collaborations are moved to a “Past” designation when they are given an end date. Past Collaborations and Helpers are not deleted, but instead are kept as “Past” so that historic information is preserved.
- If you make an error when you are adding information about supports, helpers, and collaborations, you can cancel by clicking the cancel button here in the bottom right. But once the person’s profile has been saved, the only way to correct a mistake related to support, helper, or collaboration information is to contact your Organization Administrators. Only they can fix that error in the system for you.
- Finally, click “Save” to save any changes or additions you have made. If you leave in the middle of completing this information, and the system auto-logs you out, you may lose the information you started to enter.