Contacts

The Contacts Module is represented by the three people icon, and is where all contacts in the network are added, viewed, labeled and stored.

Contacts Adding an Employee Account for the Organization Account User

If you mainly use your CentralReach organization account, but still provide services under your name, create an employee account for yourself. Please note, a different email address, one that is not associated with the organization account, will need to be used.

Click here to learn how to create an employee contact in CentralReach.

Contacts / Contacts / Labels Assigning Labels via Contacts’ Face Sheets

Labels can be assigned automatically using Custom Contact forms and applied to contacts from various parts of the system, such as contacts’ face sheets and the Contacts module grid. 

To assign labels to individuals via their face sheets:

  1. Navigate to the contact’s Dashboard and click Click here to add labels… to add labels to their face sheet
  2. Type in the name of the label to search and select the label
    • CentralReach recommends users select child labels and avoid parent labels, in order to increase search and filtering functionality and allow faster navigation to apply new labels
  3. The newly assigned label(s) will now appear under the contact and be used to search and filter in the Contacts module, as well as other modules throughout the system.
    • Please note, contact labels can be applied in bulk in the Contacts module grid

Contacts Contact Labels Permission

There are two main permissions for Contact Labels, and both can be found in the Contacts section of the Permissions module.

Since Contact Labels are the backbone for many search and reporting features in CentralReach, permission to use, edit, or create these labels is often limited to administrative teams. The permission, (Contacts > Use Organization Labels), allows users to add or remove contact labels on clients and provider accounts, once a label is created. These labels can include job titles, departments, locations, etc.  

This next permission, (Contacts > Manage Organization Labels), is a higher level permission that allows users to create, edit, and delete organizational labels. This permission should be reserved for a very small group of individuals who will be in charge of ensuring customized labels needed for the organization are maintained. 

The gear icon will only be available in accounts where permission to create, delete, and edit organizational labels has been granted.

 

Contacts Contacts Module

The Contacts module is the centralized module to manage clients, employees, generics, and provider contacts in CentralReach. The Contacts module grid provides a summary of all of the contacts you are connected to, the ability to sort and filter contacts by the contact type, and to access the contact’s Dashboard to view additional information.

Based on the user’s enabled permissions, through the Contacts module, administrative staff can add new contacts to CentralReach, configure intake Contact Forms, and make contact connections for users to view or access each other’s information.

Click here to learn more about the Contacts module.

Contacts Contacts Module Permissions

Employees with the following permissions have various levels of access to the Contacts module. These permissions can be enabled via the Permissions module:

  1. Access
    • Basic access to the Contacts module.
  2. Account > View Invoices/Charges & Payments
    • View organization invoices, charges, and payments that come from CentralReach.
  3. Add New > Clients
    • Add clients using the default form, which includes no automation.
  4. Add New > Clients Using Custom Forms
    • Add clients using custom client forms which include additional steps and automation.
  5. Add New > Employees
    • Add employees using the default form, which includes no automation.
  6. Add New > Employees Using Custom Forms
    • Add employees using custom employee forms, which include additional steps and automation.
  7. Add New > Generics
    • Add generics using the default form, which includes no automation
  8. Add New > Generics Using Custom Forms
    • Add generics using custom generic forms, which include additional steps and automation.
  9. Add New > Providers
    • Add new providers to the system.
  10. Contacts > Organization Settings
    • Add, remove, or edit accepted insurances, set default work week for authorization calculations, and manage blackout dates for the organization. This permission also allows the user to add, remove, or edit accepted places of service for the organization, and manage Client Portal Settings.
  11. Contacts > Add New Activity/Call Log
    • Allows users to view and add new Activity/Call Logs for connected clients.
  12. Contacts > Manage Activity/Call Log
    • Allows users to view, edit, or delete Activity/Call Logs for connected contacts.
  13. Contacts > Manage Client Payors
    • Allows users to view and edit all payor information in a client’s profile, including adding, removing, and editing insurance, credit card information, and other payors.
  14. Contacts > Manage Client Profile
    • Allows users to edit Basics, Profile Picture, Principals, Health Record, Additional Contacts, and Claim Settings in clients’ profiles.
  15. Contacts > Manage Employees
    • Edit other employees that are in network.
  16. Contacts > Manage Meta-Data
    • Edit an employee/client’s meta data.
  17. Contacts > Manage Organization Labels
    • Add, edit, and remove organization labels.
  18. Contacts > Manage Own Basic Info
    • Allows contact to manage their own basic information/profile.
  19. Contacts > Manage activity & call log settings
    • Add, edit, and remove activity and call log types.
  20. Contacts > Use Organization Labels
    • Add and remove organization labels to and from contacts.
  21. Contacts > View Client Profile
    • Allows users to view Basics, Profile Picture, Principals, Health Record, Additional Contacts, and Claim Settings in clients’ profiles.
  22. Contacts > View Employees
    • View other employees that are in network.
  23. Contacts > View History
    • View the activity history of all contacts that are in network.
  24. Insurance > Manage Verification Details
    • Access to see verification details and to manually update it for Clients.
  25. Insurance > Request Verifications
    • Allows initiating eligibility verification requests through partner systems.
  26. Utilities > Bulk-Connect Employees & Clients
    • Use the employee-client bulk connection utility.
  27. Utilities > Bulk-Connect Employees & Employees
    • Use the employee-employee bulk connection utility.
  28. Utilities > Export Contacts
    • Use the export-contacts utility.
  29. Utilities > Manage Address Management
    • Ability to bulk edit all addresses in the system.
  30. Utilities > Manage Meta-Data
    • Manage meta data fields for the organization.
  31. Utilities > Manage Organization Forms
    • Add, edit, and remove custom organization contact forms.
  32. Utilities > View Address Management
    • Ability to view all addresses in the system.

Click here to learn about other permissions.

Contacts Face Sheets in User Profiles

Face sheets are located in each user’s dashboard and contain information from the “Basics” section. Meta Data and labels can also be added from the face sheet. 

Information on Face Sheet Contacts > View Client Profile Contacts > Manage Client Profile Contact Connection Only (No permission) Other Permission
Profile picture View View View
Labels View View View
Client ID View View View
Legal name View View View
Gender View View Cannot view
DOB View View Cannot view
Primary email View View Cannot view
Guardian View View Cannot view
Office address View View Cannot view
Mailing address View View Cannot view
Meta data (if marked as “Show this field on the Facesheet” in Meta Data Settings View View Cannot view
Pencil icon next to “Basics” to edit profile Cannot view View Cannot view
Pencil icon next to meta data group names to add meta-data to user’s profile N/A N/A N/A View with “Contacts > Manage Meta-Data”
Gear icon next to meta data group names to edit meta data questions N/A N/A N/A View with “Utilities > Manage Meta-Data”

Contacts / Contacts / Labels Parent Labels

Parent labels allow users to create customized folders and increase search functions in the system. Using parent labels lets users customize and organize labels for increased search and reporting abilities.

  • For example, job titles can be considered parent labels for other labels, such as BCBA, SLP, OT, Admin Team, etc

Parent labels are in the Organization Labels section, located on the left-hand side in the Contacts module. They have sideways arrows for users to identify that there are additional labels that will appear when clicking on the arrow. Labels can be classified multiple times in a tiered manner, as needed. A set of labels could have a parent label, child label, and even a grandchild label. Please note, when sending messages, selecting a parent label will send the message to all child labels associated with that parent label. 

 

Click here to learn how to create parent labels.

Click here to learn how to assign labels.

Contacts / Permissions Permissions Needed to View Client Profiles

Tabs Sections Contact Connection (No Permission) (Contacts > View Client Profile) (Contacts > Manage Client Profile) (Contacts > Manage Client Payors) (Contacts > Add New Activity/Call Log) (Contacts > Manage Activity/Call Log) Controlled by the following additional permission(s)
Profile Basics View View & Edit
Profile Profile Picture View & Edit
Profile History Contacts
(Contacts > View History)
Profile Activity/ Call Log View View & Edit Contacts
(Contacts > Add New Activity/ Call Log) OR (Contacts > Manage Activity/ Call Log)
Profile Principals View View & Edit
Profile Payors View View View & Edit
Profile Health Record View View & Edit
Profile Additional Contacts View View & Edit
Profile Meta Data Contacts
(Contacts > Manage Meta Data)
Profile Notes & Forms Notes
(Access)
Profile Provider Network View View
Settings Client Schedule Settings Scheduling
(Settings > Manage Client Availability)
Settings Calendar Locations Scheduling
(Settings > Manage Client Locations)
Settings Claim Settings View View & Edit

Contacts Private Labels

Private labels are located in the Contacts module on the left-hand side, under Labels. All accounts, except the organization’s administrative account, can create and use private labels without granting permissions, and are unique to each users’ account. Private labels do not have any impact on the rest of the organization and are used to search, filter, report, and message in an individual account.

  • For example, a user can create a private label for “My Team,” and use that label in their account to sort or message everyone with the “My Team” label

Click here to learn how to create labels.

Contacts Saved as Shared Payor

When adding a payor in the client profile, save the payor information as shared, by clicking Save as Shared. Creating a payor as shared allows you to use the same payor information in another client’s profile, so that you do not have to input the payor information multiple times in CentralReach, and can issue one invoice that includes multiple clients. This feature is typically used by School Districts and Regional Centers. Please note, saved as shared payor information should not be applied to other clients’ profiles for claim processing, as the payor information is unique to each individual client and must be created in each client’s payor profile for it to populate correctly in their claims.

Click here to add a payor to a client profile.

Contacts / Contacts / Labels Searching and Filtering

Labels allow users to search and filter throughout various modules in CentralReach.

To search in the Contacts module, click the search bar and begin typing. The search field requires at least 3 characters to populate a search. Click on the desired contact label. 

When searching for a contact label, look for, “ Contact label:“

Contact labels can also be searched in the Contacts module by using Organization Labels on the left-hand side. Click on the funnel  icon to expand the side menu. Click the arrow to expand the menu and view additional labels.

Contact labels can be used throughout CentralReach, such as timesheets, billing, schedules, etc. Once in each of these screens, contact labels can be used as filters. For example, timesheets from anyone with a label of “BCBA” or schedules for anyone in the “North Office.” This allows for the creation of categories that can be used throughout the other parts of the system to access information.

When searching, labels can be excluded by clicking the arrow next to it, and then clicking Switch to exclude. This is a helpful search tool to narrow down the information needed quickly.

If the Messages module is enabled, labels can be used to send messages in bulk to a group. This is a great feature when information needs to go out quickly to many people. “Word (Label)” will appear next to the contact label to make users aware they are messaging the label and not an individual.