Create the client record

3 Connect for counsellors, telephone counsellors and financial counsellors : Creating a therapeutic or financial counselling case for a new client : Create the client record

Identity and contact preferences

Counselling

Other demographic information

Justice Clients

Self exclusions

Save the client record

At a minimum you need to record client identity and contact information. The client page has five sections:

Client identity and contact preferences – where you specify the client’s identity details and their contact preferences and expectations.

Completion of this section is essential both for therapeutic or financial counselling and callback cases.

Counselling – where you specify the address details for therapeutic or financial counselling clients as well as optionally including tags to alert all users of this client record to important attributes of the client such as a disability.

Other demographic information – where you specify demographic and socio-economic descriptors of therapeutic or financial counselling clients.

Justice clients – where you specify relevant details of clients referred to the program from the justice system, such as a client referred as part of a community corrections order.

Self exclusions – where you specify details of any current self exclusion deeds the client might have.

The illustration of this screen is presented in sections for better viewing.

Identity and contact preferences

In the first part of the client record you record the person’s identity and contact preferences including how and when they want to be contacted. It is very important that you complete this section fully.

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1 Enter the client’s identity details:

Full Name
The Name to use in correspondence defaults the given name from your entry in this field, you can change it if appropriate. This is the name that displays in template letters and SMS reminders.

Where clients are known by more than one name, such as a maiden name and a married name, or where they have alias names, just enter each name separated by a comma. Any of these will then show up in a search.

Date of Birth
Select the Estimated DOB checkbox where you are not able to specify the date of birth with full confidence.

Main Phone Number – this can be a landline or mobile number. If the client wants to receive SMS reminders of appointments it must be a mobile number.

Sex

Language Spoken at Home.

2 Specify the client’s contact preferences. This is really important information for clients with any case type.

Preferred mode of contact

Callback Preference - enter the client’s preferred times and days for contact.

Counsellor Sex Preference select the client’s preference.

Can Message be left on answering machine/voicemail

If someone else answers, can caller identify themselves?

Counselling

The next section of the page is Counselling. You use this section of the page to record the client’s address details for therapeutic or financial counselling cases and to add any relevant tags.

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1 In the Search Postcode/Suburb field, enter the postcode or suburb for the client and then select the suburb that displays.
The Suburb, Postcode and State fields all default from your selection.

2 Optionally, add:

The client’s street address in the Address Line 1 field.

The client’s preferred Title.

An alternate phone number in the Other phone number field.

3 Optionally, in the Tags field

select a tag to apply to the client record and then, in the Tags Description field enter a brief description.

Don’t forget that tags, being applied to the client record, are visible to all Gambler’s Help Connect users with a therapeutic counsellor, financial counsellor or telephone counsellor profile.

Other demographic information

The next section of the page is Other Demographic Information you use this section to establish the demographic profile of the client. It is understood that all this information might not be available when the client first presents, and the circumstances of the presentation might mean that seeking this information might not be appropriate at the time. However, the information you record in this section is critically important in adding to our collective understanding of the help-seeking population.

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1 Complete the clients ethnicity details:

Country of Birth

Cultural Identity

Indigenous Status.

2 Complete the client’s family details:

Marital Status

Household Type.

3 Complete the client’s employment and education details:

Education Level

Employment Status

Occupation Group

Annual Income.

4 Complete the client’s communication preferences for appointment reminders:

Does the client agree to receive communications via SMS?

Does the client agree to receive communications via email?

You must record a mobile number as the main phone if the client is to receive SMS reminders.

Justice Clients

The next section of the page is Justice Clients. You use this section to record details of clients who have been referred to the program via the justice system.

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1 IF the client was referred via the justice system, specify:

Justice Client Type, the program from which they have been referred

Justice Client Status.

Self exclusions

The next section of the page is Self Exclusions. You use this section to record details of any self exclusion deeds for the client.

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1 IF the client has a current deed of self exclusion:

select Self Exclusion Deed Signed.

Self Exclusion Types – use the predictive search to select either AHA or Crown and then enter the expiry date for the deed.

Save the client record

1 When you have completed all the relevant sections of the page, click

.
The client page closes and the case page displays.

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The client’s name now displays in the Clients field and a link to the client record also displays under the Parties heading. You can return to the client page at any time by clicking either of these links.