Adding a Client in CAC CareNet

Adding a Client in CAC CareNet

To add a client in CAC CareNet, click on "Client"



Click on "Add New" from the drop down menu




The "Client Viewer" Window will appear with text boxes for "First Name" "Last Name" and "Date of Birth"

First, let's verify that the client you are looking to add does not already exist.

CareNet will have you search the database to verify this BEFORE allowing you to add a new client. In other words, you have to search by First Name, Last Name, or Date of Birth to make the "Add New Client" button active. 

For this example, we will use the first name "Adam" and type this into the "First Name" text box then click "Search"




All search results with the first name of Adam will appear and the "+Add New Client" button is now active.

Once you have verified that the client you are looking to add does not exist in this list, click on "+Add New Client"





NOTE: You can enter as few characters or as many as you like in the "First Name" and "Last Name" text boxes to search for existing clients. For example, if your client's name is Adam Williams, you can type in "Ad" in the "First Name" text box and "Will" in the last name text box and all clients with a name that contains at least those characters will appear once you click on "Search."  See the example below.

 

After clicking on "+Add New Client" the "Edit Client" window will open




* We STRONGLY recommend you enter everything you possible can in this screen. If your agency reports on age, gender, race, ethnicity and/or Special VOCA Classifications, this is where your reports pull from. If it's not entered, it does not exist. If you are in a hurry, you can get by with only filling out the fields in red, but be sure to come back and complete the client's profile to ensure accuracy in reporting down the road.

Start by indicating whether you wish to have this client excluded from reporting. If you are not sure, leave it unchecked. If client belongs to a military family, check this box.

Enter the date you are registering them in CareNet. This should be the date the client first presented to your agency, but check with your agency administrator if you are not sure. 

Use TAB key on your keyboard to move between fields.


No seriously, we know you can click, but check out what happens when we get to zip code if you use the TAB key!

Enter as much of the following as you can - in order: Living Arrangement > CPS Custody Status > Title > First Name > Last Name > Suffix > Alias > Middle Name > DOB > Gender > and/or SSN.

Now, enter the client's address (if known) and hit "TAB" on your keyboard until you get to Zip Code.

Enter the zip code for the client and hit "TAB" on your keyboard again.

If you have entered a valid address, you will see the City, State and County automatically populate for you. Now when you return to the client profile screen, you will have a hyperlink for the address you can simply click on to get a directions through Google Maps. 


Entering addresses as described above (using the TAB key) also ensures uniformity in the way the city and county are entered to avoid issues with reporting caused by misspelled or inconsistent entries in these fields. 

Continue entering Email Address > Race > Ethnicity > Primary Language > Secondary Language > Employer > School > and Special VOCA Classifications.

You have two dialogue boxes available to you to enter notes around Special Needs, or to add Comments. 

To add phone numbers, click the "+Add" button:



Enter the type of phone and the phone number. The number will be automatically formatted for you








Check the box next to "VM" and "Text" if you have confirmed with the client that it is safe to leave a voicemail and/or text. 




Once you have finished adding all phone numbers for the client and all of the information has been entered, 

Click "Save" 




There's one last step before you're done!

After entering a new client and clicking "Save" in the "Edit Profile" screen, you will be returned to the "Client Profile" screen. 

Here you will notice "AFR" in the upper right corner of the "Client Profile" screen is flashing red. 

Click on "AFR"



Now, enter the date you are activating the client for reporting. Think of this as the date you want this client's information and the services provided to be included in your reports. Most agencies will make the Registered Date (this was entered when adding the new client), and the AFR date the same. 

Once you have entered a date in the "Date Activated for Reporting" field, the "Activate" button and "Save" button will become active. 

Click "Activate"

Click "Save"



We will cover "End of Reporting" and when to make a client inactive in other tutorials.

Congratulations! You have successfully added a new client to CAC CareNet!



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