Using Statuses in HomeTrak Companion

When you add a person or organization into HomeTrak Companion, you will select a status to describe the current relationship between this person or organization and your office. As the relationship changes between the person or organization and your company, their status should change as well.

Statuses have been designed in four main categories: Potential, Assessed, Active and Inactive. The special categories Archived and Deceased are also provided. A client or caregiver will begin their relationship with your company with a category status of Potential, then progress through Assessed to Active. Recording this progression ensures data integrity. It also allows you to fully utilize the status information in the Reporting Module, where there are several ways to use this data.

Make a person Inactive when they no longer have a relationship to your company (for example, a Client will no longer receive services, or a Caregiver quits or is terminated).

It is highly recommended that as a best practice, you never edit or delete an existing status of a person or organization unless it was entered in error. Add a new status when the relationship changes with your office in order to maintain a clear history of progression and ensure data integrity of your records. Always add a new status when possible, unless directed by support staff in specific scenarios.

Changing a client or caregiver's status may have a significant effect on scheduling, since a client or caregiver may only be placed in a schedule if their current status is Active as of the date of the schedule. Making a Client or Caregiver Inactive may remove them from existing schedules.

The status for a person or organization is changed using the Status tool in the Relationship Management Module.

To change a status for a person of organization:

Select the Person or Organization for whom you want to change the status, so their information is displayed on the screen.

Click the Demographic menu in the ribbon and select Profile.

The Status box is on the right-hand side of the Profile screen. Click the Add button on the toolbar to add the new status.

Enter/choose the desired status and effective date and time.

Click Save.

For data integrity in Status Reporting, HomeTrak recommends that you change the status of a Client to Archived if their status has not changed from Potential to Assessed OR Assessed to Active after two months.