Creating New Client Records

Paratransit service is used for clients who, because of a physical or other condition, are unable to use conventional transit systems.

Before you begin

Client Registration must be open.

Ancillary data and property settings should be defined by a system administrator.

About this task

Each paratransit site has its own policy outlining the terms of client eligibility. Clients may be temporary, seasonal, or permanent riders.

Procedure

  1. Click Clients > Add.
    The General tab opens.
  2. On the General tab, complete the appropriate fields.
    General client information includes information like first name, last name, and address. If possible, all fields should be populated.
  3. Click the Save button:
    Diskette.
    Click the Save button at any point to retain the client information. If information is missing and the record can't be saved, the system will prompt you.
  4. On the Detail tab, complete the necessary fields.
    Detailed client information includes most of the default client settings that will be used in other areas of PASS. For example, a client space type is required when booking a trip so that the system will assign a vehicle that can accommodate the client. Defining a Space type on the Detail tab in Client Registration automatically populates the Space field in Trip Booking.
  5. On the Eligibility tab, complete the necessary fields.
    At some sites, clients are eligible for paratransit service under specific conditions. Once eligibility conditions are created, eligibility conditions can be assigned to the client and travel parameters can be defined for the client under that condition.
  6. On the Certification tab, complete the necessary fields.
    At some sites, client certification details are added when a client is first registered. Medicaid and Medicare information are some of the certification details that can be recorded. The client record should be updated when eligibility is reviewed. Some sites use PASS-CERT to manage certification details.
  7. On the Picture tab, add a picture of the client and picture date.
  8. On the Statistics tab, view client statistics.
    Statistics show various client trip information, including scheduled trip totals and canceled trip totals.
  9. On the Funding Source tab, complete the necessary fields.
    Funding sources are the various agencies and other sources that fund all or part of the client's trip. Up to five default funding sources can be selected for each client.
  10. On the Misc tab, complete the necessary fields.
    Miscellaneous client information includes IVR information, the client's website password, and any site-specific supplementary client information.
  11. On the Providers tab, specify the client's provider information.
    Provider information includes the providers that can transport the client, the date range the client can access the provider, and which provider is the client's default provider.
  12. On the NAPIS tab, specify the client's NAPIS information.
    At some sites, client information for the National Aging Program Information System (NAPIS) is recorded. This may include emergency contact details and annual income.
  13. On the Comment tab, type any additional comments.
    Up to 2,000 characters of additional information can be added.
  14. On the Contact Info tab, specify any additional client contact information.
    Additional client contact information can be added, including which dates the client can be contacted at the provided phone number or email address.
  15. On the Assistance tab, specify information about client assistants.
    Client assistance information details the employees who can be assigned to assist the client.
  16. On the Documents tab, attach any documents that should be included in the client record.
    Attaching documents allows sites to keep a copy of documents submitted by clients, agencies, and institutions. Comments can also be added about the documents.
  17. Click the Save button.
    The client record is saved with all of the defined information.