Sharing a Client with a Third-Party
Objective: Learn why and how to share a client with a third-party organization.
Why share a client with a third-party organization?
Third-party organizations such as counseling or rehabilitation centers can be a useful resource for addressing the client's issues and needs. When setting up a client plan, these organizations can be added as a Service Provider, and the client can subsequently be shared with that organization. The organization can then log in to Probatum's Partner portal and view limited information about the client (name, photo, basic contact info) and record any contacts they have with the client. These contacts can then be instantly viewable by the case manager in Probatum. This streamlines communication between case managers and other parties who have a role in the client's rehabilitation.
The following tutorial will walk you through the necessary steps to share a client, from the initial setup of adding a third-party organization into Probatum, to reviewing contacts that they record for the client.
Adding a Third-Party Organization
Before a client can be shared with an organization, it must be set up in Probatum.*This can be accessed by Administrator users only.
Click the blue User icon in the top toolbar.
Select "My Account."
From the Account Administration menu, select "Organization."
Click the Add New button in the bottom right corner of the screen.
Enter the Organization Name, Phone, and Address in the corresponding fields.
Add the Name and Email for the individual who is the Primary Point of Contact in the corresponding fields.
Check the box labeled "Sharing enabled."
Click Save.
Adding a Probatum User Account for the Third-Party Organization
You will need to add a user account for the primary point of contact for the third-party organization. This account will count towards your organization's total number of Probatum licenses.
This can be accessed by Administrator users only.
Click the blue User icon in the top toolbar.
Select "My Account."
From the Account Administration menu, select "User Accounts"
Click the Add New button in the bottom right corner of the screen.
Enter the Email, Password, First Name, Middle Name,andLast Name of the user in the corresponding fields.
Select the affiliated Organization.
Select Third-Party Organization from the Role field.
Check the box labeled "Enabled" to identify the individual as an active Probatum user.
Click Save.
Sharing the Client with the Third-Party Organization
Navigate to the client you wish to share.
From the client profile, click the overflow menu icon in the client toolbar (circled in red below).
When the menu opens, select Share Client.
You will be prompted to select the Partner/Service Provider.
Add a share note. This note will be viewable on the client's profile for the service provider to see.
Click Share Client.
An email notification will be sent to the third-party organization notifying them that you have shared the client with them. You will need to provide them with the password that you set up when creating their user account.
Reviewing Contacts from Third-Party Organizations
After the client has been shared with another organization, they can record contacts for the client. These will show under the "Needs Review" contacts section, on both the home screen as well the client log. The following steps display how to review a third-party contact from the client log.
Reviewing a third-party contact can be done one of 2 ways:
From the contact record in the Needs Review list, simply click Mark as Reviewed.
OR Click on the contact record in the Needs Review list.
When the detail view opens, click the edit icon in the blue toolbar to open the edit form.
Click the checkbox at the bottom of the form labeled Mark as Reviewed?.
Click the checkmark icon in the top toolbar to save the contact.
The contact will now appear in the list of Actual contacts tagged as an Actual, Third-Party, Reviewed contact.