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 Allow Employees to See Client Email Address

For an employee to see a client’s email address, the employee must be connected to the client and have Client-Admin permission. If the employee has Read-Only permission, they will not be able to view the client’s email.

Click here to learn how to connect clients to employees.

Contacts / Contacts / Labels Assigning Labels

Labels can be assigned automatically using Custom Contact forms and applied to contacts from various parts of the system. 

To assign labels:

  1. The first option is to navigate to the face sheet of the contact in which a label needs to be applied and click on Click here to add labels…
  2. The options for labels will appear below, to search and select the label. Typing the name of the label being searched for will narrow down the search and allow faster navigation to apply new labels. It is recommended to avoid assigning a Parent Label and to select child labels. This will increase search and filtering functionality

3. Once a label is applied, it will appear under the contacts name and can now be used to search and filter throughout the  Contacts module, as well as other modules throughout the system. Labels can also be added from the contacts list, using the checkboxes in the front of each contact. This option allows you to apply and remove labels in bulk, saving time when a change needs to be made

4. Select the  Label button and type the label in the Apply Labels search bar

 

5. Click Apply Label Changes

Contacts Contact Labels Permission

There are several different types of label permissions in CentralReach, however, the one being discussed in this course is specific to the Contact Labels. 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 may 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 in which 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 you a summary of all the contacts you are connected to, the ability to sort and filter contacts by the contact type, and to click to access the contact’s Dashboard to view additional information.

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

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 easily 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.

 

Click here to learn how to create parent labels.

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. Also, 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, you have the option of saving 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 all over again in CentralReach and can issue one invoice, including 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 you to search and filter throughout various modules in CentralReach. To search in the Contacts module, click the search box and begin typing. The search field requires at least 3 characters to populate a search. Once you find the contact label you are searching for, simply click on it. 

When searching for a contact label, look for the tag and the words “Contact label:”

Contact labels can also be searched in the  Contacts module by using Organization Labels on the left-hand side. If you do not see the side menu simply click on the funnel  icon shown below to expand the menu.

  

Any parent label that has a right facing triangle can be clicked on to expand the menu to view additional labels.

Contact labels can be used in other modules throughout CentralReach, such as timesheets, billing, schedules etc. Once in each of these modules the contact labels can be used to filter down. 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 then be used throughout the other parts of the system to quickly access information.

When searching, labels can also be excluded by clicking on the triangle 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 also 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. The word (label) will appear next to the contact label to help users know that they are messaging a label and not an individual.