Registering clients

All clients must be registered in the application. To avoid duplicate registrations, ensure that you search for existing clients before you register a client. If organization units are enabled for your organization, you can register a new client with a referral to the correct organization unit to meet their needs.

Before you begin

If Watson Care Manager is integrated with an external application that utilizes the Virtual Client Record, the registration process is different for your organization. For more information, see Verifying clients are not already registered.

When you register a client, complete the registration before your access to the client's protected health information (PHI) expires.

Your organization's data access policy determines whether you have access to a client's PHI after registration. If your access is restricted, you might only have temporary client registration access to the client's PHI to view and update the information and add care team members. Your access period is 12 hours by default. However, this period might be different for your organization. To extend your registration access, add yourself to the client's care team before your access period expires. If your access period expires, you can request temporary emergency access to the client in a critical situation, if configured by your organization.

About this task

Note: If you are not assigned a security role which grants access to the register client resource, you cannot register the client.

When you register a client, Watson Care Manager requests the client's clinical and vitals information from other systems. Ensure that you uniquely identify the client by entering as many details as possible during registration.

To manually register a client, you must have at least the client's full name, date of birth, and gender. You can also provide additional information such as an identification type and number, an address, address type and contact details. The default name display format is: Last Name, First Name. The display format might be configured to reflect a First Name Last Name display.

If configured to be shown, you can select the source of the client (mandatory) and the name of the original source system where the client (optional) originated. The Source value represents the platform that is sharing data, for example, Watson Care Manager. The Original Source System is the name of the system where the data was entered for the very first time.

All of the types of identification that are configured for the care team to associate with clients are available to select. For example, if an Employee ID type is configured, you are able to specify those identification details. One identification type, Reference Number, is automatically assigned to a client when the client is registered. The Reference Number identification type cannot be modified or deleted. However, you can specify a different identification to be the client's preferred identification data later by adding new identification data from the Data page.

Note: Clinical and vitals data from other systems refreshes overnight in Watson Care Manager. When the first data record is available, the primary care manager who is associated with the client is alerted.

Procedure

From the Side Navigation menu, select Clients > Register.

The Register Client wizard opens.

Register Client Wizard	Steps
(Page 1 of 4) Search for client	Search for the client to verify whether they are already registered for care management. If the client is not already registered, click Next. Note: PHI that you are not authorized to see, such as address and status, is indicated by asterisks in the Search Results pane. In addition, the link to the client's Summary View in the results is not available.
(Page 2 of 4) Add client demographic information	Enter the client's details, residential address, phone number, and email address. If configured, The following fields are mandatory: Name. Enter a birth last name only if it is different than the client's last name. Date of Birth Gender Registration Date. By default, the registration date is the current date. You can set an earlier registration date but not a future registration date. Source You must select one of the configured values that indicate the source of the client's registration information. Original Source System. If applicable, you can select one of the configured values to indicate where the client's registration information originated. Select the appropriate identification type, and enter the client's identification number. Ensure that the address information that you enter is as accurate as possible for a more precise location. When you enter an address, a default map location is automatically assigned to the address based on the address information. Confirm the location of the address before saving. Clicking 'Confirm Location' opens the map at the default location of the address. Drag the map to change the location of the address. You can reset the map to the default location if needed. If you do not change the location, the default location is saved. Click Save to register the client in the application, or Next to proceed to the next page of the wizard. You can capture consent records and referrals if the registration workflow is configured to include capturing consent records and referrals. Note: The Source and Original Source System that is captured during registration are replicated to the relevant data types when saved. The demographic data types are Birth and Death, Gender, Identification, Marital Status, Name. The contact data types are Address, Email, Phone Number. If needed, these values can be changed for each data type after the client is registered.
(Page 3 of 4) Capture Consent Records	This page in the wizard displays only if the Capture Consent Records page is configured for your organization's client registration workflow to allow you to specify the types of consent to associate with a client's consent records. Consent types are configured in the application to enable you to capture consent records for clients by their information category, for example, Medical Records. Your administrator might configure data sharing of specific consent types across organization units (if enabled) and they can make it optional or mandatory for you to capture types of consent records during a client's registration process. The elements of this page display dynamically according to the configuration in the application. If the Share with Organization section displays, you see all consent types that are configured to be shared across organization units. For each listed consent type, select Consents to Share to record the client's agreement to share their consent records of that type. This step is optional or mandatory depending on the configuration in the application. In the Consent Records section, you see all consent types that are configured as Not Shared in the application. Select from the configured consent types to capture a client's consent records of that type. This step is optional or mandatory depending on the configuration in the application. Depending on the configuration, click Save to register the client in the application with the consent records, or click Next to proceed to the next page of the wizard. You can create referrals only if organization units are enabled for your organization or the registration work flow is configured to include capturing referrals.
(Page 4 of 4) New Referral	This page in the wizard displays only if the New Referral page is configured for your organization's client registration workflow to allow you to create a referral for the client that you are registering. Your administrator might make it optional or mandatory for you to create a referral for a client during a client's registration process. The elements of this page displays dynamically according to the configuration in the application. If client referrals are configured as optional, select Yes to create a referral for the client or No to proceed with the client registration without creating a referral. The Referral Details section displays with a Yes response. If organization units are enabled for your organization, you are required to create a referral and complete the referral details. Enter the client referral details. Client Referral Reasons - Select a reason for referring the client. Other Referral Reasons - Enter a Referral Reason that is not displayed on the Client Referral Reasons list, to a maximum of 200 characters. Conditionally displayed if you select Other in the Client Referral Reasons field. Source - If configured, you must select one of the configured values that indicate the source of the referral. Original Source System - If applicable, you can select one of the configured values to indicate where the referral originated external to Watson Care Manager. Referred On - Enter the date of the referral. Referred To - Assuming that organization units are enabled for your organization, the current organization unit is displayed by default. If more than one organization unit is configured in the application, you can search for and select another organization for the client referral. External Referral To - If configured you can select an external recipient to send the referral to. The referral is routed to an external system for management and can no longer be managed in Watson Care Manager. Priority - Select the priority level that indicates how urgently the client requires care management, for example, High priority. Comments - Enter more notes about the client referral if necessary. Click Save to register the client in the application with or without the referral. If you created a client referral, the referral is routed to the Supervisor's Unassigned Open Referrals list page and the Referrals list page in the Care Manager Workspace.