Resident Contact information is essential to have readily available on resident documents. This guide explains how to create Personal and Community contacts and assign the correct tags. Tagging contacts ensures information automatically appears where it's needed.
About Resident Contacts
Resident contacts are categorized as Personal or Community, both of which can be added directly from the resident profile. When contacts are associated to residents they can then be accessed on the Facesheet, in the Emergency Packet, when Processing Pharmacy Orders, in Pass Meds, ALIS Billing, and many other places.
It is recommended to have a minimum of four contacts for each resident including one of each of the following types:
- Emergency Contact
- Primary Medical Care Provider
- Preferred Pharmacy
- Preferred Hospital
It is also important to add a contact for the default financially responsible party if this is not the resident themself or the Emergency Contact listed. Read the below Payers section for more details.
Personal Contacts
Personal contacts are the contacts that only one resident is likely to have, and they are often relatives.
These contacts are likely to be tagged as Emergency, Power of Attorney, Responsible Party, and most other tags contained in the Additional Information section of the contact's details page.
Refer to this ALIS Facesheets guide for information on how to correctly tag these contacts.
Community Contacts
Community contacts can be associated with multiple residents within your community, and they are most often health care providers. You add a Community contact once, and then you can associate them to a resident profile from either the Community Contacts page or a resident's profile.
For more information about adding and managing Community Contacts, read this article: How to add Community Contacts.
Add New Contacts
Typically, your residents' Personal and Community contacts are bulk imported during your onboarding to ALIS. After that initial bulk import, your team needs to manually add any new contacts for your residents.
All contacts can be added directly from the Contacts section of the Resident profile:
However, Community contacts can be added in bulk and most efficiently managed in the Community Contacts page. Community Contacts must also be added here first in order to add them from an individual resident's profile. Access this page by using the Residents dropdown menu:
Contact Types
When creating a contact, each must be assigned a Contact Type. You are required to make a selection from the dropdown menu which contains an exhaustive set of options.
When adding Personal contacts, the list contains types in Relative and Professional categories. If you are choosing a Contact Type in the Professional sublist, it is often most useful to create the contact as a Community Contact so that they can be added to other resident profiles if needed.
Hospice
The "Hospice" Contact Type must be selected in order for the Hospice tag to appear on the resident profile snapshot, and for the resident to appear in the Daily Stand-Up.
Contact Tags
While not technically required, adding Contact Tags is necessary to ensuring that contact information appears in the appropriate places throughout ALIS.
When creating a Personal contact or editing a Community Contact from a resident's profile, tags are found in the Additional Information section. In the contact details of your Community Contacts, you also have the option to add tags which would apply for all residents associated to that contact.
Medical Contacts
The Medical Contact tag is meant to be used for physicians, nurse practitioners, and any medical specialist who might prescribe medications to a resident.
If you select Physician from your Contact Type list, ALIS automatically checks the Medical Contact tag.
Any Contact with this tag can be set as the Prescriber when manually adding a medication or processing an order from the pharmacy inbox.
The Medical Contact tag is not to be used for personal resident contacts who you contact in a medical emergency. For these people, tag them as Emergency.
Payers
Correct payer setup is necessary before you can use ALIS Billing effectively. The payers can be resident contacts, or they could be the resident themselves.
By default, the only payer automatically listed on the account is the resident. If this is appropriate, all you will need to do is update the resident's invoice and payment preferences.
Typically, you need to designate a resident contact as an additional payer or tag as the default financially responsible party. To add a payer, you can either create a new contact on the resident's profile, or designate this status to an existing contact.
Read this article for more information about how to set up payers: How to set a Resident Payer.
Audit Resident Contacts
The most efficient way to audit all contacts that each resident has on file, use the Contacts report. Navigate to your Reports > Resident Reports > Contacts. Once in the report you can use filters and Export to Excel for easy data manipulation.
From within this report, you can even Generate Mailing Labels. Refer to this Create Mailing Labels for Resident Contacts for more information.
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