Persons Module

Summary

The Contacts module is the centralized administrative place to create, view, and manage your library of Persons across Supportable.

Who this article is for

• Intake/Admissions/Referral Management Department
• Admins and Managers auditing or monitoring activity or configuring workflows

How the Persons module fits in

The Persons module is primarily used for data hygiene and administration. A Person is relevant in two primary contexts:

The Referrals module

In the Referrals module, the Person is associated with one or many Referrals.

Here, information about a Person can enter the system through Referrals submitted to your company. Any user with access to a given referral will be tasked with using the information given on the Referral to either:

1. create a new Person, OR
2. or associate it with an existing Person from your library.

When a Person is created in the Referrals module, it will automatically be inserted into your library of Persons in the Persons module. This ensures that you're able to maintain a central record of an individual, including Referral history, Contacts, Payers, and more.

The Alumni module

An Alumni Profile is created from the Person in the Alumni module that allows users to record communication, life events, and surveys on an individual after they've completed a service within your organization.

What the Persons module does

The primary purpose of this module is to manage your Persons as a means to keep your data clean. You can also create Persons here through individual entry or import.

This ensures that you're able to mitigate duplicate and conflicting information about who is being referred to your organization.

Where to find it

For those with permission, you can find the Contacts module in the left main navigation bar.

 

General layout

Top Bar

Search Bar

You can use the search bar to dynamically search for Contacts by Name, Company, or Job Title.

Filter

Click on the Filter icon to open a menu of properties to filter by. Use the Clear Filters button to remove any filters you have applied.

Action Buttons

Perform a number of different operations with the Add Contact and Bulk Action buttons.

Contacts/Companies List

Most of the real estate in the Contacts module is occupied by a list. You can sort this list by clicking on a column header.

To open, view, and edit a Contact, simply click anywhere on the line of the given Contact.

Module Associations

The presence of a grey icon indicates that the Person is associated with a module.

The presence of a green icon indicates that the association is active. For example, a green Referrals icon means that the Person is associated with an active referral and a green Alumni icon means the contact has an active Alumni Profile.

Common workflows

Add a Contact and/or Company

To add a Person:

1. Click the Person tab.
2. Click the + Add Person button.
3. Enter at minimum the Person's First name, Last name, Date of Birth, and Sex is required, then any other fields you may have information for.
4. Click the Save button.

Import Persons

See this visual how-to or follow these steps:

1. Navigate to the Persons module.

2. Click the "Bulk Action" button.

3. Click "Import"

4. Click the link to "Download Template File"

5. Enter data into the columns as you have it in the Persons file. Save your file. Make sure it is saved as a .csv file. The original file you downloaded is a .csv file, so your file editor (in this case Excel) should save it as such.

6. Return to Supportable and either drag the Companies file into the box or click to open your computer's file browser.

7. Click "Proceed"

8. Inspect the import results. Supportable will look for potential duplicates. Use the first column to select all the Companies you'd like to import.

9. Click "Complete Import"

Merge Persons

Duplicates happen, but there's something you can do about it. Before we get into that, let's go over some principles. When performing data hygiene, you have a few tools available to you:

• Editing a Person
• Merging Persons
• Deleting Persons

The scenario in which you'll need to merge Persons is when you have accumulated data, most notably referrals that are associated with a Person. As to not lose or obscure valuable data, follow these steps to merge Contacts (it's the same process to merge Persons).