Utilities & Tools

Contacts / Utilities & Tools Automatically Assign a Learning Tree to a New Contact via Contact Forms

Before you can set the contact form to automatically assign a learning tree:

  1. The learning tree has to be created
  2. Set up or edit a contact form to automatically assign a learning tree to a newly created contact, by adding the name of the learning tree under the learning trees section in the contact form

Click here to learn how to create a learning tree.

Click here to learn how to create a contact form.

Contacts / Utilities & Tools Bulk Remove/Disconnect Multiple Employees’ Access from Client Information

To remove multiple employees’ access from a client’s files, notes, authorizations, Learning Trees, and/or Sessions, an administrator can disconnect the employee’s access from the client in bulk via Utilities & Tools, or one by one via the client’s profile.

To update client to employee connections in bulk:

  1. Navigate to the  Contacts module and select Utilities & Tools
  2. Click Connect Clients and enter in the name of the contact
  3. Click the Disconnect tab on top of the screen
  4. Enter the client’s name in the search bar
  5. Click the checkbox next to the employee(s) under the Matching Contacts list, who are currently connected to the client you want to disconnect
  6. Click the checkmark  next to the items that are currently shared with the employee(s) you want to stop sharing
  7. Click Dis-connect Contacts

If the employees still need to see the client, but not all of the information (notes, authorization, etc), reconnect those employees to the clients again (without the additional sharing), if they still need to view the client in CentralReach.

Contacts / Utilities & Tools Connect Clients to Employees

Employees must be connected to clients to access clients’ information, be scheduled with clients, create program books, send messages, view authorizations, and more.

To connect employees to clients:

  1. Navigate to the  Contacts module and select Utilities & Tools
  2. Click Connect Clients
  3. Enter the name of the client in the Choose an Employee, Generic, or client section
  4. Enter the name of the label or the employee you want to connect the client to, or click the checkbox next to the contact name underneath Matching Contacts
    • Please note, if a contact does not appear in the search results, it is because that connection has already been established
  5. Set up the Permission level the employee(s) should have over this client, and the Sharing rules
    • Permission
      • Client-admin: gives the employee(s) the ability to edit the profile of the client and view the client’s email. A good practice is to only give this permission level to your admins
      • Read-only: does not allow the employee(s) to edit the client’s profile, or view the client’s email
    • Sharing: optionally, complete the sharing rules to establish what will be shared from the client’s items listed with the employee(s)
      • Click All existing: share all current and future items selected with the contacts the client is being connected to
      • Click All future: only share future items added upon the connection being established. These items can be shared manually, as needed from each individual module, so you do not have to establish these sharing rules when creating the connections
      • Documents: access to view files uploaded to the client’s account
      • Notes: access to view client’s Notes & Forms
      • Authorizations: access to view client’s authorizations
      • Learning Trees: access to the client’s Learning Trees
      • Sessions: provides access to the client’s Sessions
    • Click the checkbox  I have all client consent on file order to establish these connections, to confirm you have the client’s consent for the connections
  6. Click Connect Contacts 

Click here to learn how to view established connections.

Contacts / Utilities & Tools Connect Employees

The organization account, or users with the (Utilities > Bulk-Connect Employees & Employees) permission, can connect employees to each other in the  Contacts module.

To connect employees to each other:

  1. Navigate to the  Contacts module and select Utilities & Tools
  2. Select Connect Employees/Generics

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3. Complete the Connect Employees form:

  • Choose an Employee or Generic: enter the name of the employee you want to connect to another employee in the organization
  • Find Employees of Generics To Connect To:
    • Enter the name of the employee to be connected to
    • Or, click Check all to see a list of all the employees and click the checkbox next to the employees to be connected to

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  • Choose sharing options to grant: click the checkbox  next to what you want these employees to share, if any
  • All existing: current Files, Learning trees, and/or Sessions will be shared with the employee
  • Future: all future Files, Learning tress, and/or Sessions will be shared with the employee upon the connection being made
    • To share all existing and future Files, Learning trees, and/or Sessions, click the checkbox for both All existing and Future under each item
  • Direction: select one to configure who will share files

4. Click Connect employees/generics

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Contacts / Utilities & Tools Import Employees

The Import Employees feature in Utilities & Tools, allows you to bulk upload your existing employees to CentralReach, using a CSV file.

To import your employees:

  1. Navigate to the  Contacts module and select Utilities & Tools
  2. Click Import Employees
  3. Click the  Choose File button
  4. Select the CSV file from your computer
  5. If there are any errors with the file format, they will be displayed in red on the screen after uploading the file. Edit the file as needed and upload it again

Click here to learn how to create the Import Employee CSV file.

Contacts / Utilities & Tools Import Employees via a CSV File

The Import Employees CSV file consists of 17 columns.

Download the CSV file here, and complete it with the following employee information:

  • FirstName: first name (*)
  • LastName: last name (*)
  • Email: email that will be used to login into CentralReach (*)
  • Birthday: date of birth in mm/dd/yyyy format
  • PhoneHome: ten digit numeric phone number, with no dashes – 9999999999
  • PhoneCell: ten digit numeric cellphone number, with no dashes – 9999999999
  • PhoneWork: ten digit numeric work phone number, with no dashes – 9999999999
  • PhoneFax: ten digit numeric fax number, with no dashes – 1234567890
  • Gender: enter either Male or Female
  • AddressLine1: address 1 with no special formatting
  • AddressLine2: address 2 with no special formatting
  • City: city with no special formatting
  • StateProvince: state two characters abbreviation – example: FL
  • ZipPostalCode: five digit zip code – 12345
  • Country: Always United States
  • NpiNumber: Ten digit numeric NPI number – 1234567890
  • SocialSecurityNumber: nine digit numeric social security number, with no dashes – 222557899

All fields marked with an asterisk (*) are required in the CSV file to create employee accounts via bulk upload. Click here to learn how to upload the employee file to CentralReach.

Contacts / Utilities & Tools Import Clients

The Import Clients feature in Utilities & Tools, allows you to bulk upload your existing clients to CentralReach using an CSV file.

To import your clients:

  1. Navigate to the  Contacts module and select Utilities & Tools
  2. Click  Import Clients
  3. Click the Choose File button
  4. Select the CSV file from your computer
  5. If there are any errors with the file format, they will be displayed in red on the screen after uploading the file. Edit the file as needed and upload it again

Click here to learn how to create the Import Clients CSV file.

Contacts / Utilities & Tools Importing Clients via a CSV file

The Import Clients CSV file consists of 76 columns.

Download the CSV file Client Import Form, and complete it with the following client information:

  • FirstName: patient’s first name (*)
  • LastName: patient’s last name (*)
  • Email: patient or parent/guardian email address
  • Birthday: patient’s date of birth in mm/dd/yyyy format
  • GuardianFirstName: patient’s legal guardian’s first name
  • GuardianLastName: patient’s legal guardian’s last name
  • PhoneHome: patient/legal guardian ten digit numeric phone number, with no dashes – 9999999999
  • PhoneCell: patient/legal guardian ten digit numeric cellphone number, with no dashes – 9999999999
  • PhoneWork: patient/legal guardian ten digit numeric work phone number, with no dashes – 9999999999
  • PhoneFax: patient/legal guardian ten digit numeric fax number, with no dashes – 1234567890
  • Gender: patient’s gender – enter either Male or Female
  • AddressLine1: patient’s address 1 with no special formatting
  • AddressLine2: patient’s address 2 with no special formatting
  • City: patient’s city with no special formatting
  • StateProvince: patient’s two characters abbreviated state – E.g. FL
  • ZipPostalCode: patient’s five digit zip code – 12345
  • Country: always United States
  • SocialSecurityNumber: patient’s nine digit numeric social security number, with no dashes – 222557899
  • PrimaryTypeOfInsurance: enter either Primary or Supplemental
  • PrimarySubscriberPolicyIdNumber: patient’s primary insurance policy holder ID number
  • PrimaryInsuredFirstName: primary insurance policy holder first name
  • PrimaryInsuredMiddleInitial: primary insurance policy holder middle name
  • PrimaryInsuredLastName: primary insurance policy holder last name
  • PrimaryInsuredAddress: primary insurance policy holder address with no special formatting
  • PrimaryInsuredCity: primary insurance policy holder city with no special formatting
  • PrimaryInsuredState: primary insurance policy holder two character abbreviated state – E.g. NY
  • PrimaryInsuredZip: primary insurance policy holder five digit zip code – 12345
  • PrimaryInsurancePhone: primary insurance policy holder ten digit numeric phone number, with no dashes – 8888888888
  • PrimaryInsuredBirthDate: primary insurance policy holder date of birth, in mm/dd/yyyy format
  • PrimaryInsuredGender: primary insurance policy holder gender – enter either Male or Female
  • PrimaryRelationType: primary insurance policy holder relationship to patient – either Self, Child, Spouse, or Other
  • PrimaryEmployerNameSchool: primary school name of the insured – if insurance is through a school
  • PrimaryInsuranceCompanyName: primary insurance company full name, with no abbreviations
  • PrimaryPlanName: primary insurance company plan name, with no abbreviations
  • PrimaryPlanID: primary insurance company plan ID
  • PrimaryGroupNumber: primary insurance company group number
  • PrimarySponsorName: primary insurance company sponsor name
  • PrimarySponsorSSN: primary insurance company sponsor nine digit numeric social security number, with no dashes – 555666777
  • PrimaryCoPayType: primary insurance copay type, enter either $ symbol or % symbol
  • PrimaryCoPayAmount: primary insurance numeric and/or decimal copay amount
  • PrimaryCoPayFrequency: primary insurance copay frequency, enter either Per Visit, Daily, Weekly, or Monthly
  • PrimaryNameOnCard: primary insurance policy holder name on the insurance card
  • PrimaryCoverageStartDate: primary insurance policy start date in mm/dd/yyyy format
  • PrimaryCoverageEndDate: primary insurance policy end date in mm/dd/yyyy format
  • PrimaryStatus: primary insurance status, enter either Current insurance or Had insurance in past
  • PrimaryNotes: primary insurance additional information. E.g. $150 dollar yearly deductible
  • SecondaryTypeOfInsurance: enter either Primary or Supplemental
  • SecondarySubscriberPolicyIdNumber: patient’s secondary insurance policy holder ID number
  • SecondaryInsuredFirstName: secondary insurance policy holder first name
  • SecondaryInsuredMiddleInitial: secondary insurance policy holder middle name
  • SecondaryInsuredLastName: secondary insurance policy holder last name
  • SecondaryInsuredAddress: secondary insurance company address with no special formatting
  • SecondaryInsuredCity: secondary insurance company city with no special formatting
  • SecondaryInsuredState: secondary insurance company two character abbreviated state – E.g. NY
  • SecondaryInsuredZip: secondary insurance company five digit zip code – 12345
  • SecondaryInsurancePhone: secondary insurance company ten digit numeric phone number, with no dashes – 8888888888
  • SecondaryInsuredBirthDate: secondary insurance policy holder date of birth in mm/dd/yyyy format
  • SecondaryInsuredGender: secondary insurance policy holder gender – enter either Male or Female
  • SecondaryRelationType: secondary insurance policy holder relationship to patient – either Self, Child, Spouse, or Other
  • SecondaryEmployerNameSchool: secondary school name of the insured – if insurance is through a school
  • SecondaryInsuranceCompanyName: secondary insurance company full name, with no abbreviations
  • Secon-daryPlanName: secondary insurance company plan name, with no abbreviations
  • SecondaryPlanID: secondary insurance company plan ID
  • SecondaryGroupNumber: secondary insurance company group number
  • SecondarySponsorName: secondary insurance company sponsor name
  • SecondarySponsorSSN: secondary insurance company sponsor nine digit numeric social security number, with no dashes – 555666777
  • SecondaryCoPayType: secondary insurance copay type, enter either $ symbol or % symbol
  • SecondaryCoPayAmount: secondary insurance numeric and/or decimal copay amount
  • SecondaryCoPayFrequency: secondary insurance copay frequency, enter either Per Visit, Daily, Weekly, or Monthly
  • SecondaryNameOnCard: secondary insurance policy holder name on the insurance card
  • SecondaryCoverageStartDate: secondary insurance policy start date in mm/dd/yyyy format
  • SecondaryCoverageEndDate: secondary insurance policy end date in mm/dd/yyyy format
  • SecondaryStatus: secondary insurance status, enter either Current insurance or Had insurance in past
  • SecondaryNotes: secondary insurance additional information. E.g. $150 dollar yearly deductible
  • ClientDiagnosisCode: client diagnosis code. If more than one, separate by a comma
  • Region: an area where the client may be geographically located

All fields marked with an asterisk (*) are required in the CSV file to create client accounts via bulk upload. Click here to learn how to upload the client file to CentralReach.

Contacts / Utilities & Tools How to Create an Employee Contact Form

To create an Employee Contact Form:

  1. Navigate to the  Contacts module and select Utilities & Tools
  2. Click Contact Forms and select +NEW FORM
  3. Choose Employee Form
    • Submissions via this form get created as employee accounts and will incur a monthly charge from CentralReach
  4. Enter the form name under the Name field
  5. Enter the form description (optional) under the Description field
  6. Click Continue
  7. Click the AUTOMATION & FILES tab
    • Connect To: automatically connect the employees added through this contact form to other employees in your organization
      • Contact/Label: enter the name of the user or the name of the contact label
      • Select the Permission
        • Edit: if the user or contact label has permission to access and edit the account of the employees added through this contact form
        • View: if the user or contact label only has permission to view the account of the employees added through this contact form
    • Select the Access to Employee’s Schedule
      • None: if the user or contact label will not have access to the calendar of the employees added through this contact form
      • View: if the user or contact label will have access to view the calendar of the employees added through this contact form
      • Manage: if the user or contact label will have access to manage the calendar of the employees added through this contact form
    • Select the Employee’s Access to Schedule
      • None: if the employees added through this contact form will not have access to the calendar of the user or contact label
      • View: if the employees added through this contact form will have access to view the calendar of the user or contact label
      • Manage: if the employees added through this contact form will have access to manage the calendar of the user or contact label
    • Continue to add as many Contact/Label connections as needed for the contact form

8. Enter Contact Labels: name of labels to be assigned to employees added through this contact form

9. Enter Service Code Labels: list of service codes to be assigned to employees added through this contact form

10. Enter Permission Groups: list of permission groups, in addition to the default permission group, to be assigned to employees added through this contact form

11. Enter Learning Trees: training courses and policies or procedure manuals that employees added through this contact form need to have included in their  Learn module

12. Enter Notify Contacts: name(s) of employees in the organization that should receive notifications (via email and in their Dashboard) whenever a new employee is added via this contact form

13. Enter Assign Tasks to New Contact: name(s) of the organization task template(s) and how they need to be assigned to the new employee added via this contact form

14. Enter Request Files to be Uploaded: name of document(s) that need to be uploaded for employees added via this contact form

15. Select Apply Primary Location: primary location of employees added via this contact form

16. Click the FIELDS tab

  • Click and drag the fields you want to include in your contact form, from the Available Fields column to the Your Form column
  • Click each field in the Your Form column and configure the field settings under the Field Settings column

17. Click the EMAIL tab

  • Click the Send Welcome Email checkbox to send an email to every employee entered through this contact form
  • Enter the email Subject and Body to be included in the email

18. Click Save Form

Click here to learn more about contact forms.

Click here to learn how to edit a contact form.

Click here to learn how to create a generic contact form.

Click here to learn how to create a client contact form.

Contacts / Utilities & Tools How to Create a Generic Contact Form

To create a Generic Contact Form:

  1. Navigate to the  Contacts module and select Utilities & Tools
  2. Click Contact Forms select Click + NEW FORM
  3. Select Generic Form. Submissions via this form get created as generic accounts and do not incur monthly charges from CentralReach
    • Generic contacts can be converted into an employee account
  4. Select the form Accessibility
    • Public: if the form will be accessible to be filled out by anyone via a link
    • Private: if the form will only be accessible by members of the organization
  5. Enter the form name under the Name field
  6. Enter the form description (optional) under the Description field
  7. Click Continue
  8. A URL will be displayed under Form Link, which can be shared with users who need to access and enter new contacts into the contact form being created
  9. Click the AUTOMATION & FILES tab
    •  Connect To: automatically connect the individuals added to this contact form to other contacts in your organization
      • Contact/Label: enter the name of the user or the name of the contact label
      • Select the Permission
        • View: if the user or contact label only has permission to view the account of the contacts added through this contact form
        • Edit: if the user or contact label has permission to access and edit the account of the contacts added through this contact form
      • Continue to add as many Contact/Label connections as needed for the contact form
  10. Enter Contact Labels: name of labels to be assigned to contact added through this contact form
  11. Skip Permission Groups, as permissions are not relevant to generic users created in CentralReach
  12. Enter Learning Trees: training courses and policies or procedure manuals that contacts added through this contact form need to have included in their  Learn module
  13. Enter Notify Contacts: name(s) of employees in the organization that should receive notifications (via email and in their Dashboard) whenever a new contact is added via this contact form
  14. Enter Assign Tasks to New Contact: name(s) of the organization task template(s) to be assigned to contacts added via this contact form
  15. Enter Request Files to be Uploaded: name of document(s) that need to be uploaded for contacts added via this contact form
  16. Select Apply Primary Location: primary location of contacts added via this contact form
  17. Click the FIELDS tab
    • Click and drag the fields you want to include in your contact form, from the Available Fields column to the Your Form column
    • Click each field in the Your Form column and configure the field settings under the Field Settings column
  18.  Click the EMAIL tab
    • Click the Send Welcome Email checkbox to send an email to every contact added through this contact form
    • Enter the email Subject and Body to be included in the email
  19. Click Save Form

Click here to learn more about contact forms.

Click here to learn how to edit a contact form.

Click here to learn how to create an employee contact form.

Click here to learn how to create a client contact form.

Contacts / Utilities & Tools How to Create a Client Contact Form

To create a Generic Contact Form:

  1. Navigate to the  Contacts module and select Utilities & Tools
  2. Click Contact Forms and select + NEW FORM
  3. Choose Client Form: submissions via this form get created as client accounts in CentralReach
  4. Select the form Accessibility
    • Public: if the form will be accessible to be filled out by anyone via a link
    • Private: if the form will only be accessible by members of the organization
  5. Enter the form name under the Name field
  6. Enter the form description (optional) under the Description field
  7. Click Continue
  8. A URL will be displayed under Form Link, which can be shared with users who need to access and enter new contacts into the contact form being created
  9. Click the AUTOMATION & FILES tab
    •  Connect To: automatically connect the clients added through this contact form to other contacts in your organization
      • Contact/Label: enter the name of the user or the name of the contact label
      • Select the Permission
        • View: if the user or contact label only has permission to view the account of the client added through this contact form
        • Edit: if the user or contact label has permission to access and edit the account of the client added through this contact form
        • Check the items the user or contact label will have permission to view or edit (as defined above) for the client: Documents, Notes, Authorizations, Learn, and/or Sessions
      • Continue to add as many Contact/Label connections as needed for the contact form
  10. Enter Contact Labels: name of labels to be assigned to the clients added through this contact form
  11. Skip Permission Groups, as permissions are not relevant to client users created in CentralReach
  12. Enter Learning Trees: training courses that clients added through this contact form need to have included in their  Learn module
  13. Enter Notify Contacts: name(s) of employees in the organization that should receive notifications (via email and in their Dashboard) whenever a new client is added via this contact form
  14. Enter Assign Tasks to New Contact: name(s) of the organization task template(s) to be assigned to clients added via this contact form
  15. Enter Request Files to be Uploaded: name of the documents that need to be uploaded for clients added via this contact form (i.e. Copy of insurance card)
  16. Select Apply Primary Location: primary location of clients added via this contact form
  17. Enter URL redirect upon completion: website address clients should be redirected to after completing this contact form
  18. Click the FIELDS tab
    • Click and drag the fields you want to include in your contact form, from the Available Fields column to the Your Form column
    • Click each field in the Your Form column and configure the field settings under the Field Settings column
  19. Click the EMAIL tab
    • Click the Send Welcome Email checkbox to send login credentials to clients added via this contact form
    • Enter the email Subject and Body to be included in the email
  20. Click Save Form

Click here to learn more about contact forms.

Click here to learn how to create an employee contact form.

Click here to learn how to create a generic contact form.

Click here to learn how to edit a contact form.

Contacts / Utilities & Tools How to View and Edit a Contact Form

To view and edit a Contact Form:

  1. Navigate to the  Contacts module and select Utilities & Tools
  2. Click Contact Forms and select the Sorted by: Date Created drop-down at the top right corner, select
    • Date Created: to sort your forms by the date they were created
    • Alphabetically: to sort your forms alphabetically
  3. Click the Contact Form you want to edit
  4. Click each tab at the top of the form and edit the information as considered necessary

Once you edit the contact form, all new contacts will be added using the new updates configured in the form. All contacts added through the previous version of the contact form will not be updated based on the updates made to the form.

Click here to learn more about Contact Forms.