Demographics

In the navigation bar, click on Demographics to navigate to the client’s Demographics page (D-1.1).

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The Demographics page is split up into the following sections:

Client Notification Settings

The client can receive notifications or reminders from the platform in various ways:

• (D-2.1) Send Email Notifications? – If this box is checked, the client has consented to receiving notifications or reminders via email.

• (D-2.2) Send SMS Notifications? – If this box is checked, the client has consented to receiving notifications or reminders via SMS/text message.

• (D-2.3) Send Phone Notifications? – If this box is checked, the client has consented to receiving notifications or reminders via phone or voice call.

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Program Information

The Program Information section contains all information related to the program the client is enrolling into:

• Program – The program that the client has been enrolled in will be auto-populated here.

• Care Team – Click on this button (D-3.1) to manage the client’s care team. More on the client’s care team in the Managing the Client’s Care Team section below.

• Outreach location for enrollment – Expand the drop-down selection to choose which outreach location the client was enrolled at.

• Enrollment Date, Expected Graduated Date – The date of enrollment will be automatically populated with the current date that the client’s record was created. This field can be edited by entering the date of enrollment in the text-box in m/d/yyyy format, or by picking the date using the calendar icon button. The expected date of graduation can also be entered or edited in the text-box in m/d/yyyy format, or by picking the date using the calendar icon button (D-2.2).

• How did the client hear about the program? – Expand the drop-down selection to choose how the client heard about the program they are enrolled in.

• Status – Expand the drop-down selection to choose the client’s status in the program.

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Managing the Client’s Care Team

The client’s Care Team are users in UCCP who are part of the team responsible for assisting the client in the program they are enrolled in. After clicking on the [Client]'s Care Team button (D-3.1), the Manage Client Care Team window will pop up.

Any users who have already been added to the client’s care team will be listed in the Team Members box. To remove a team member from the client’s care team, select the desired user (the text will be highlighted blue), and click on the x icon button (D-4.2).

To add a team member to the client’s care team, expand the drop-down selection for All users in this program (D-4.1). This will show a list of all users in the system, and will note how many clients they are currently assisting (Client Count) (D-5) . This can be useful to note for managers who want to be sure not to overload their providers or care coordinators. Check the box for each user that will be part of the client’s care team, then click on the Add User button (D-4.1).

If there are multiple organizations using the current logged-in user’s instance of UCCP, they can also be requested to be part of the client’s care team. Expand the box for Request Organizations to be part of the care team (D-4.3). This will allow the current logged-in user to see all organizations available. Select the organization, then click on the right arrow button (D-6.1). If desired or necessary, the current logged-in user can add notes for the organization. A history of all organizations who have been requested to be part of the client’s care team is shown in D-7.

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Demographic Information

The Demographic Information section contains all relevant information for the client’s demographics.

• First Name, Middle Name, Last Name – Enter the client’s first name, middle name (if applicable), and last name in the designated fields.

• Gender – Expand the drop-down selection and choose the client’s gender.

• Ethnicity – Expand the drop-down selection and choose the client’s ethnicity.

• Race – Expand the drop-down selection and choose the client’s race.

• Date of Birth – Enter the client’s date of birth in the text-box in m/d/yyyy format, or pick the date using the calendar icon button.

• Family Type & No. of Members – Expand the drop-down selection and choose the type of family the client is part of; for example, Unattached Adult. Expand the second drop-down to select the number of members are in the client’s family, or enter the number of members in the client’s family in the text-box.

• Marital Status – Expand the drop-down selection and choose the client’s marital status; for example, Cohabitating with Partner.

• SSN – Enter the client’s social security number in the text-box.

• Household – Click on the Manage Household button (D-8.1) to view and edit which household the client is a part of. For more information on adding a client to a household, or editing the client’s household information read Households.

• Deceased? – Check this box if the client is deceased.

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Contact Information

The client’s contact information will be filled out in this section.

• Phone Number – Enter the client’s main phone number in the text-box.

• Alternate Phone – If the client has an alternate phone number available, enter the phone number in the text-box.

• Email Address – If the client has an email address, enter the email address in the text-box.

• Best time to contact – Enter the best time to contact the client in the text-box in h:mm AM/PM format, or pick the time by clicking on the clock icon button (D-9.1).

• Preferred method of contact – Expand the drop-down selection to choose the client’s preferred method of contact; for example, e-mail.

• Opt in to voice mail – Check this box if the client allows for receiving voicemails.

• Address Line 1, Address Line 2 – Enter the client’s residential street address, if available, in these two text-boxes.

• City, State, Zip Code, County – Enter the client’s city in the text-box. Expand the drop-down selection to choose the state of the client’s residence. Enter the client’s zip code in the text-box. If applicable, expand the drop-down selection and choose the county of the client’s residence.

• Mailing Address Line 1, Mailing Address Line 2 – If the client’s mailing address is different from their residential address, the street address can be added in these two text-boxes.

• City, State, Zip Code, County – Enter the city of the client’s mailing address in the text-box. Expand the drop-down selection to choose the state of the client’s mailing address. Enter the zip code in the text-box. If applicable, expand the drop-down selection and choose the county of the client’s mailing address.

• Plans to move out of Houston – Expand the drop-down selection to choose what the client’s plans are for moving out of Houston; for example, No, they are not planning to move out of Houston. This data point can be useful to know if the client does have plans to move out of Houston, and thus, will have a limited intervention timeline.

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Client’s Social Network

The client’s social network are individuals who are not clients of the current logged-in user’s system, and are people that the client may be in frequent contact with. For example, the individual could be who the client is currently residing with. If the members of the client’s care team are ever unable to contact the client, these individuals could be useful for finding the client. To view more information about an individual in the client’s social network, click on the View link under the Actions tab for that individual (D-10.2). To add a new individual in the client’s social network, click on the + Add New button (D-10.1). A window will pop up where you can fill in all necessary information for the person in the client’s social network (D-11):

• Is a Contact? – Check this box if this individual is a contact for the client.

• Is a Social Support? – Check this box if this individual offers social support for the client.

• Lives with Client? – Check this box if the client currently lives with this individual.

• Name – Enter the name of the individual in the text-box.

• Alias – If the individual goes by an alias, or a nickname, enter their alias in the text-box.

• Relationship – Expand the drop-down selection to choose what relationship the client has with this individual; for example, the individual is their Partner.

• Age – Enter the age of the individual in the text-box, if known.

• Sex – Expand the drop-down selection and choose the sex of the individual; for example, Transgender Male.

• Date of Birth – Enter the individual’s date of birth in the text-box in m/d/yyyy format, or pick the date by clicking on the calendar icon button.

• Cell, Home, and/or Work Phone – Enter the phone number(s) that are known for the individual in the each text-box.

• Emergency Contact? – Check this box if this individual is the client’s emergency contact.

• Additional Information – Enter any additional information in the text-box. This can be information that is outside of what was entered above.

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Additional Information

Additional information about the patient can be entered in this section. If the patient goes by any aliases, up to two may be entered. The patient’s discharge date from the hospital can be entered in the text box, or by clicking on the calendar icon button. A patient can have their photo taken by clicking on Capture or by selecting an image from the user’s device (H-15.2). A physical description of the patient can also be included by checking on each applicable descriptor (H-15.1).

• Alias 1, Alias 2 – If the client goes by an alias, or a nickname, enter their alias in the text-box. The system allows for two aliases to be entered.

• Hospital Discharge Date – Enter the date that the client was discharged from the hospital in the text-box in m/d/yyyy format, or pick the date using the calendar icon button (D-12.1).

• Client Photo – If the current logged-in user has a photo of the client in their local computer or device, click on the Select Image button. To take a picture of the client, click on the Capture button; this will open up the current logged-in user’s camera application on their device (D-12.2).

• Physical Description – Check the box next to each applicable description of the client’s physical appearance.

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Military History

If the client is currently enlisted, or is a veteran, of the military, then check the box highlighted in D-13.1. This will populate related military history fields that can be entered:

• Branch of Service – Expand the drop-down selection to choose which branch of the military the client is serving or has served in.

• Type of Discharge – If the client is a veteran, expand the drop-down selection and choose the type of discharge the client had.

• Combat? – Choose Yes if the client was in combat, or No if the client wasn’t in combat.

• Additional Information – Enter any additional information about the client’s military history in the text-box.

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Education & Literacy

Information about the client’s education and literacy can be entered here:

• Preferred Language – Expand the drop-down selection to choose the client’s preferred language.

• Highest level of school completed? – Expand the drop-down selection to choose the highest level of school that the client has completed.

• How do you learn new information best? – Check the box next to each way that the client can learn new information the best.

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Client Notes

Any additional notes related to the client can be viewed and/or added in the text-box. The text can be formatted using the editor/formatting options highlighted in D-15.1.

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