While only fields marked with a red asterisk are required, entering additional information will enhance system functionality. The more complete the data entered, the more effectively your tenant can support scheduling, reporting, tracking, and overall workflow efficiency.
First, log in to your eCaring dashboard.
From the menu bar, select Clients. This will take you to the Clients homepage.
On the right side of the screen, click Add New.
This brings you to the new client page to enter Demographics information first.
Begin by entering the client's first and last name
Date of birth is an optional field, if you are submitting claims by EVV, be sure to complete this area.
Begin typing the address under Street 1 then select the appropriate address from the list that populates. You must select an address from the list to properly geocode the address. If the address contains an apartment number, enter this is the Street 2 field.
Select the best answer for client’s gender.
- Female will display the female gender symbol on the client’s homepage
- Male will display the male gender symbol on the client’s homepage
- Choose Not to Answer and Non-Binary will show no symbol on the client’s homepage
Select a Client Status from the drop-down menu. Client records are tracked and can be filtered based on their assigned status.
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- If you select one office in the office filed, the Home Office will will automatically populate with the selected office.
Additional information that is optional under Demographics;
- Language: This filed can be used to match a staff member when scheduling
- Client Source: This list will populate by data entered in the Admin Settings to allow you to track referral sources
- Admission Date
- Allow Contact
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- Yes will turn the client’s name white
- No will turn the client’s name red for quick reference on the client’s homepage
- Is there a dog, cat, or smoking in the home?
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- Yes will display a green icon on the client’s home page
- No will display a red icon on the client’s home page
- Hospital: This field allows you to select the client’s preferred hospital. The options in this field are populated from the Organizations section within Admin Settings.
- Risk level: Select the appropriate risk level for the client
- Household (do they live alone or not alone?)
- Primary scheduler and primary nurse if applicable: Staff profiles will need corresponding titles to enter in this area
Below is an example of how the Allow Contact, Gender, and Dog, Cat and Smoking shows based on different selections.
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Image 1 |
Contact Allowed |
Yes (name is displayed white) |
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Gender |
Male |
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Dog |
Yes |
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Cat |
No |
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Smoking |
Yes |
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Image 2 |
Contact Allowed |
No (name is displayed red) |
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Gender |
Choose Not to Answer |
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Dog |
No |
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Cat |
Yes |
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Smoking |
No |
If you try to move forward without completing the required sections, you will receive an error message like the image below.
Once the minimum required information is added select Save and Continue to proceed through each section of the profile.
If you attempt to save a profile that may be a duplicate or have duplicate information matching another client profile, you will receive the following alert:
The next Section is Billing IDs.
If you have the information, enter Billing ID under the appropriate selection.
Please note: If you are completing billing for insurance claims, ensure the appropriate ID is entered in this field.
Once the Billing ID is entered, or if you don’t have an ID to enter, click Save and Continue.
The Special Instructions section allows you to enter free-text information that is displayed on both the client’s homepage and the mobile app for field staff assigned to work with the client.
Click Save and Continue to move on to the next section.
In the next section, DNR, you may optionally indicate whether the client has a Do Not Resuscitate (DNR) order and, if applicable, document its location.
Click Save and Continue to move on to the next section.
In the next section, you can add Phone Numbers.
Click Add New to add a new phone number.
In the Add new phone number window;
- Select the Type from the dropdown menu
- Enter the phone number under Number
- Select if this is a Primary phone number (the primary number will display on the client’s homepage)
- Once complete, enter Submit.
You can enter as many phone numbers as needed.
Click Save and Continue to move on to the next section.
In the next section you can add Email Addresses.
Click Add New to add a new email address.
In the Add New Email screen;
- Select the Type of email (primary or alternative). The primary email will display on the client’s homepage.
- Enter the email address under Address:
- Once complete, click Submit
Click Save and Continue to move on to the next section.
The final section is Address.
This section will automatically populate with the address entered at the beginning under Demographics.
To add a new address click Add New.
In the Add New Address window;
- Select the Address Type from the dropdown menu
- Enter the Street address and select from the dropdown menu that will populate as you enter the street address
- Optional information to enter;
- Notes
- Selecting if the address is Primary or Service address
- Once complete, click Submit
Click Save and Continue if you would like to save the Address information, but you want to go back and edit another section before completing.
Click Save to submit all information and create the client’s profile.
The next step is to enter the client authorization to begin scheduling. For assistance in creating an authorization, please visit: How to Add Authorizations to a Client Profile