Client Services Households
Process Description:
This main page displays any Active households, there are options to view the inactive households, export data and to add a new household. This is a utility for creating a profile to track the households served by your agency. Household are assigned a unique reference number and family members are added to the household. Family members are also assigned a unique reference number as well. As an example you may have a household for the Smith's where there are members of John Smith, Mary Smith and John Smith Jr. You may call the household Smith01.John and the members would be Smith.John, Smith.Jane and Smith.John jr. Or if you prefer you could have a household called Smith01.john and the members can be Smithj01, Smithj02, Smithj03. It really doesn't matter how you decide to number/name the members or households, just as long as a household is created and all members of the household are added.
Process:
EDIT/VIEW
Click Edit and a new page displays the household information. There are four tabs: Household, Members, Notes and Order History. If any changes are made click Save.
Adding a new Household is a multi-step process. First the house hold is created and given a unique reference code. Then household members are added, not all member may be authorized to do pickups but are still members of the household for tracking purposes.
ADD NEW
Click +Add New Household Member and a new page displays. Complete the fields on this tab then select the complete any applicable fields on the Members and Notes tabs. To add members to the household click on the Members tab and select + Add New Household Member. Each household member will have a unique reference code, if it's a family an example would be using Smith.J01, Smith.J02, Smith.J03, etc. Then complete the Additional Information and Verification tabs. When finished click Save.
Field Definitions:
HOUSEHOLD TAB
Reference Code Create a unique identifier for this client.
Head of Household This person is identified as the head of the family.
Housing Type Select the housing type for the family. Created through System Element Setup
Certification Status Select from the drop-down menu. Created through System Element Setup
Last Certification Date Select the date that the household was last certified if applicable.
USDA Eligible Check this box if the client is eligible to receive USDA products.
Alert Check this box to create an alert for the next time this client shops.
Alert Type Select the type of alert for the client. Created through System Element Setup
Alert Reason Select the reason there is an alert for this client.
Primary Address Add the primary client address Secondary Address Add a secondary address line if needed.
City State/Province Postal Code County Complete these fields accordingly.
MEMBERS
CLIENT
Reference Code Create a unique identifier for this client. When creating a reference be consistent in your numbering/naming system !
Name Enter the first, middle and last name of the client
Family Relationship Select from the drop down menu Created through System Element Setup
Gender/ DOB Enter the gender and date of birth
Telephone/Mobile Enter any phone numbers
Email Address Enter the client's email address
Authorized To Pickup Check mark this box if this household member is authorized to pickup product from the agency.
ADDITIONAL INFO (these fields are all optional)
Employment Status Select from the drop-down menu. Created through System Element Setup
Education Level Select from the drop-down menu the highest level of education Created through System Element Setup
Healthcare Status Select from the drop-down menu. Created through System Element Setup
Immigration Status Select from the drop-down menu if applicable. Created through System Element Setup
Is Disabled Check this box if applicable.
Disability Type Select from the drop-down if applicable. Created through System Element Setup
Military Status Select from the drop-down if applicable. Created through System Element Setup
Is Pregnant Is Breastfeeding Is Postpartum Is Deceased Check any of these applicable boxes.
VERIFICATION (these field are optional, however your agency may require them to be completed)
Identity Verified Check this box if the client's identification has been verified.
Verification Type Select from the drop-down menu Created through System Element Setup
Drivers License No Drivers License State Enter these fields if applicable