Managing Contacts
Objective: Learn how to schedule/record an individual client's contacts from the Client Log, and how to manage pending and overdue contacts from the Home screen.
Scheduling/Recording Contacts from the Client Screen
Scheduled, Actual, and Unreviewed contacts for a single client can be found in the Client Log. To view contacts, click the menu labeled All Log Records and select Contacts from the menu.
You can find a detailed tutorial on adding scheduled contacts, completing scheduled contacts, and recording actual contacts from the client screen here.
Managing Pending, Overdue, and Unreviewed Contacts from the Home Screen
Accessing Contacts on the Home Screen
Contacts can be accessed from the home screen by clicking Contacts on the side menu. Here, you can view Pending, Overdue, and Unreviewed contacts for all clients.
Pending Contacts
Pending Contacts will appear in the default view. Notice the switch labeled Mine Only. This indicates that the list of pending contacts is filtered to display only contacts for the current user.
By clicking the switch, you can display All contacts. This includes contacts for both the current user, as well as contacts for all other users.
Notice the Pending contact record below. A pending contact is indicated by an upcoming Contact Scheduled Date. It does not yet have a Contact Made date.
Completing a Pending Contact
When it is time to complete the pending contact, click the Record Contact button.
A form will open allowing you to edit the contact. It will contain the information that was entered when the contact was scheduled. You'll notice that the Scheduled Date displays, but the Contact Made field has not yet been updated.
If you wish to edit the Contact Type (ex. Telephone, Office Visit, etc.), select the correct type from the menu.
If you wish to edit the officer or individual who the client met/spoke with, select the correct name in the Contact With field.
If you want to add or update your comments to reflect the meeting with your client, enter them in the Note field.
If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases.
Once you have completed any edits you wished to make, click the checkmark icon in the top toolbar to save the contact.
You will receive a prompt asking you whether you want to mark the contact as an Actual contact, or simply edit the scheduled contact without completing it. Click Yes, Record as Actual.
The calendar will display, prompting you to select the date the contact was made. The actual date/time the contact was made will not necessarily be the same as the scheduled date/time.
Use the up and down arrows to select the time the contact occurred or enter it manually into the time field. Click the button below the time to toggle between AM and PM.
When you have selected the correct date and time, Click OK.
The contact will now appear in the client's list of Actual contacts in the Client Log and will be removed from the list of pending contacts on the home screen.
Overdue Contacts
Overdue Contacts can be accessed on the home screen by clicking the button labeled Pending Contacts, then selecting Overdue Contacts from the menu. This list will display contacts with a Contact Scheduled date/time that has passed without being fulfilled. To resolve an overdue contact, follow the instruction below.
Resolving an Overdue Contact
Click Resolve Overdue on the overdue contact.
A screen will display instructions on how to resolve the overdue contact. There are 3 options: Record Notes On the Overdue Contact, Record Notes on a New Contact, or Terminate Supervision. Each option will be discussed below.
Recording Notes on the Overdue Contact
Click the button labeled Record Notes on the Overdue Contact.
The scheduled contact form will open. You can now complete the contact as you would a pending contact.
Record Notes on a New Contact
Click the button labeled Record Notes on a New Contact.
When the contact form opens, you will notice that the date defaults to the current date and time. If the contact actually occurred at a previous date/time, click the edit icon beside the date to edit. (Note: Adding a future date will classify this contact as a Scheduled contact).
Use the calendar to select the date that the contact occurred.
Use the up and down arrows to select the time the contact occurred or enter it manually into the time field. Click the button below the time to toggle between AM and PM.
When you have selected the correct date and time, Click OK.
Select the Contact Type (ex. Telephone, Office Visit, etc.).
Select the officer or individual who the client spoke to or met with in the Contact With field.
Enter any other comments or notes in the Note field if you wish.
If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases.
Click the checkmark icon in the top toolbar to save the contact.
The contact will now appear in the client's list of contacts in the Client Log and will clear the client's overdue contacts from the home screen.
Terminate Supervision
If you wish to resolve all overdue contacts for the client by terminating supervision for the client's in-progress cases, click Terminate Supervision, then follow the instructions outlined in the Closing a Case tutorial for each in-progress case.
Third-Party Contacts Needing Review
Third-party contacts are added by a member of a third-party organization with whom a client has been shared. When these contacts are added, they can be instantly viewed by the case manager in Probatum. These contacts must be reviewed before they are included in the client log as an Actual Contact. All contacts needing review will be viewable from the home screen, under the "Needs Review" Contacts, as well as in the client log in the "Needs Review" contacts tab.
Marking Third-Party Contact as "Reviewed"
From the home screen, contacts can be marked reviewed one of two ways:
Click Mark as Reviewed directly on the contact record in the list.
OR to mark all contacts in the list as reviewed:
Click the overflow menu in the toolbar.
Select Mark all as Reviewed.
The contact will now appear in the list of Actual contacts tagged as an Actual, Third-Party, Reviewed contact.
On this page:
- 1 Scheduling/Recording Contacts from the Client Screen
- 2 Managing Pending, Overdue, and Unreviewed Contacts from the Home Screen