Demographic information (e.g. name, DOB, address, gender, phone number, etc.) can be entered by the admin/staff or clinicians under the client's chart or one can request this information from clients.
You can request demographic information when you first add a new client to the platform or you can request demographic information later on (from existing clients via the chart).
There are two options in terms of requesting demographic information from clients:
Option # 1: Manual : the client will manually fill out the demographic form
Option # 2: Data extraction option: the client can upload the driver's license and our system will automatically extract data from the driver's license into the form. Data extraction has an additional charge for each data extraction.
This article will review both options (manual and data extraction) and will provide steps on how to request demographic information when adding a new client and from existing clients.
From New Clients
Option # 1 Manual (When adding a new client)
Step 1: Click on Clients
Step 2: Click on Add Client Account
Step 3: Fill out the form with your client's information
Step 4: Click on Require Demographics Information. (Blue indicates it is selected. White indicates it is not selected)
Step 5: Click on Save changes. At this point, your client will receive an email from TheraPlatform and will be asked to log in to the client portal to fill out demographic information manually. Our system will save data under the client's chart.
Option # 2 Data extraction from the driver's license (When adding a new client)
Step 1: Click on Clients
Step 2: Click on Add Client Account
Step 3: Fill out the form with your client's information
Step 4: This time do not mark in blue Require Demographic information (leave it white)
Step 5: Click on Save changes
Step 6: Then go to the Clients link to find this new client you just added and click on the blue view box next to the name of the client to open the chart. Or you can look up this new client by clicking on Clients and start typing the name of the client in the Client Search bar (on the left top).
Step 7: This will open the chart of this client. Click on Client Details < Details < Greed edit button
Step 8: At the pop up box, mark in blue "Require driver's license" and Save changes
Step 9: If you wish you can also mark in blue "Require insurance card" and our system will extract data from the insurance card. To learn more about this function, refer to this article on how to request insurance card.
After you click on Save changes, the client will get an email from TheraPlatform and the client will be required to upload the driver's license. Once the client uploads the license, the demographic form will be automatically filled out with our data extraction feature. The client sill needs to verify information and enter any other additional information under the fields that are blank on the demographic form and save changes.
Once the client submits this, the client's demographic information will be saved under the client's chart under Client details and the driver's license will be automatically saved under the chart, under Attachments tab.
From existing clients
If you already added the client under Clients but you did not request demographic information when adding this client to the caseload, you can still request demographic from existing clients from the chart.
Option # 1 Manual (from existing clients)
Step 1: Click on Clients and locate your client
Step 2: Click on the blue view box, next to the name of your client or start typing the name of the client in the upper left search bar "Search client", select the name of the client and this will open the chart.
Step 3: The chart will open, click on Client Details < Details
Step 4: Scroll down and mark in purple Require demographic information.
Step 5: Click on Save changes. At this point, your client will receive an email from TheraPlatform and will be asked to log in to the client portal to fill out demographic information manually.
Option # 2 Data extraction from the driver's license (from existing clients)
Step 1: Click on Clients
Step 2: Click on the blue view box, next to the name of your client or start typing the name of the client in the upper left search bar "Search client", select the name of the client and this will open the chart.
Step 3: The chart will open, click on Client Details < Details
Step 4: At the pop up- box mark Require Driver's license and Save changes
Step 5: Click on Save changes
Step 6: If you wish you can also mark in blue "Require insurance card" and our system will extract data from the insurance card. To learn more about this function, refer to this article on how to request insurance card.
After you click on Save changes, the client will get an email from TheraPlatform and the client will be required to upload the driver's license. Once the client uploads the license, the demographic form will be automatically filled out with our data extraction feature. The client sill needs to verify information and enter any other additional information under the fields that are blank on the demographic form and save changes.
Once the client submits this, the client's demographic information will be saved under the client's chart under Client details and the driver's license will be automatically saved under the chart, under Attachments tab.
Note: Please, note that data extraction option (when you require the driver's license and the insurance card) is not free and there is additional charge for this service.
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