Client & Facility Contact Lists
Learn how to manage contacts at the client and facility levels.
Written by Jess Hamilton
Updated at August 22nd, 2024
Table of Contents
Contacts may be associated with one or more facilities, and may be managed at the Client level or the Facility level.
Tip: If there is a chance the contact may need to be associated with more than one facility, we strongly recommend using the Client-Level Contact List.
Client-Level Contact List
To locate the client-level contact list, click the nine dots icon at the top left of the screen to open the global menu. Under Home, select Contact List.
At the top of the Contact List page, you can select a Contact Type, Name, or Contact Level (Client or Facility) to filter by. Click Go to apply the filter and locate the applicable contacts.
Tip: To conserve processing power, the grid does not populate until you have selected a search term in the “Filter by” header. Clicking the Go button without selecting any filter options will pull all of the Client-Level contacts by default.
To further customize how the data on the grid is organized, check out the Grid FAQs.
Add or Edit Contacts
If you'd like to edit a contact on the list, click the pencil edit button in the contact's row.
To add a new contact, click Add New at the top of the page.
Whether you are updating or adding a contact, the window that opens will contain two tabs, “Details,” and “Facility Links.”
Details
At minimum, the following data fields are required in the Details tab.
| Required Field | Description |
|---|---|
| Contact Type | This dropdown list may be customized on the Dropdown List Management page. |
| Name OR Organization Name |
At least one of these values must be provided to save the contact. If only one is provided, it will be used as the Display Name in the grid. If both are provided, Display Name will use the Name. |
Tip: Take note of the “Default the ‘Display on Facility Profile’ checkbox to be checked when linked to facility” option in the Personal Information section. If you choose to link this contact to a facility, this determines whether the contact appears in the Facility Profile.
Facility Links
The Facility Links tab allows you to determine the conditions under which this contact should be applied as a facility contact.
| Condition | Description |
|---|---|
| “A contact will be created when ALL of the following are true” | Select if the facility must meet ALL criteria specified below in order for the contact to be linked. |
| “A contact will be created when ANY of the following are true” | Select if the facility can meet ANY of the criteria specified below in order for the contact to be linked. |
| States | Select one or more states and use the arrow to move them to the “Selected States” list. |
| Facility Groups | Select one or more facility groups and use the arrow to move them to the “Selected Facility Groups” list. |
| Facility Statuses | Select one or more facility statuses and use the arrow to move them to the “Selected Facility Statuses” list. |
| Facilities |
Select one or more Facilities and use the arrow to move them to the “Selected Facilities” list.
Note: The “Selected Facilities” list will not show facilities that are linked to the contact based on the selected criteria above. This is separate, and allows you to directly link the contact to facilities as exceptions to the rules above.
Individual facilities should be selected if the contact needs to be linked to one or more facilities that don't meet the above specified criteria. |
Facility-Level Contact List
The contact list for a specific facility may also be managed from the Contact List option under Facility Info in the facility menu. This page is in many ways identical to the client-level contact list, except that it only contains contacts associated with this facility.
At the top of the Contact List page, you can select a contact type to filter by, or search the list by a specific name. Click Go to apply the filter and locate the applicable contacts.
Tip: To conserve processing power, the grid does not populate until you have selected a search term in the “Filter by” header. To view all data in the grid without selecting a filter, simply click the Go button.
To further customize how the data on the grid is organized, check out the Grid FAQs.
Add New Contact to the Facility
To add a new contact, click Add New at the top of the page. Here, you are prompted to select whether you are adding a new contact from scratch or associating an existing client-level contact to the facility.
New Contact From Scratch
This process will only add the new contact to the siloed facility contact list.
While this contact can be viewed or edited at the Client Level, it cannot be linked to another facility.
If there is any chance the contact may need to be associated with more than one facility, we strongly recommend adding the new contact from the Client-Level Contact List.
For a totally new contact, select "Create a new contact” and click “OK.”
If you are familiar with the Contact List at the client level, you may notice that the New Contact screen only contains the “Details” tab. The following fields are required to create a new contact.
| Required Field | Description |
|---|---|
| Contact Type | This dropdown list may be customized on the Dropdown List Management page. |
| Name OR Organization Name |
At least one of these values must be provided to save the contact. If only one is provided, it will be used as the Display Name in the grid. If both are provided, Display Name will use the Name. |
Click Save to add the contact to the facility-specific contact list.
Link to Existing Client-Level Contact
To add a new contact to the facility from the existing Contact List at the client level, select “Link to" on the New Contact window, and start typing the contact's name.
Select the correct contact from the dropdown list that appears, and click Ok.
This will add the contact to the facility's Contact List grid.
Edit Facility Contact Details
Even if the contact is linked to other facilities, the “Facility Links" tab is not available from the Facility Level editor. Only Contact Details may be edited here.
To edit a contact in the facility Contact List, click the pencil edit icon next to their name in the list. If the contact only exists in this facility, the contact details window will open automatically.
If the contact is linked to a global contact at the client level, the initial window that opens contains limited options. To view and edit the full contact details, click the “Open contact in new window” link.
Contact List Reporting
The Facility Contacts Report can be used to track and monitor all facility level contacts by facility.
To access, tap the nine dots icon at the top left of the screen to open the global menu, and select Reports.
On the Reports page, you may use the Search field or click the General Reports option in the left-side menu to locate the report called “Facility Contacts.”
