Q: How do I access the Client Menu?

A: After navigating to a client file their Client Menu can be accessed by selecting their name For example Client, Test (12345), and once selected will display a dropdown for the client menu. When hovering over the client's name a tooltip displays that it is the Client Menu. 

 

Q: Is there a way to send documents to our clients from EMHware?

A: The Client Portal can be utilized to send Case Data, Appointments, Contacts, Case Notes, Attachments and a couple of add-on module features to your clients.

• Case Data and Consents can be published to the client portal and optionally set to editable to allow for clients to fill out and sign electronic forms.
• The Client Portal is included in your Core EMHware subscription.
• A client portal can be enabled in each client file as applicable through the Client Menu.
• Track portal users through the EMHware Report Suite > Client Lists > run the Client Portal Users report.
• Ask our support team about Consent, Contract$, Goal Planning, MHQ-CY, Target Tracking, and/or OCAN integrations with the Client Portal.

Q: What attachment formats can be uploaded to client files in EMHware?

A: Attachments that end in the following formats can be uploaded: "bmp", "gif", "jpg", "jpeg", "png", "psd", "tiff", "csv", "xls", "xlsx", "doc", "docx", "rtf", "txt", "text", "ppt", "odt", "pdf", "tex", "wks", "wps", "wpd", "msg".

Q: Can we change dropdowns in the client Dataset? 

A: Yes, the dropdowns in the Dataset are customizable by agency. Reach out to EMHware Support with your specific change requests. 

• Some fields or dataset sections can be turned OFF as applicable at the request of an approved agency admin. 
• Other Risk Factors is the one section of the dataset that Agency Admins can customize in User Menu > Administration > Other Risk Factors. 

Q: Can we add fields and dropdowns to the dataset? 

A: Yes, our EMHware Support team can add fields to the dataset at no cost. 

• Any additions made by the support team will display in a new section at the bottom of the dataset. The additions will only be displayed within the dataset section of the client file and will not be reportable or visible on the summary page. 
• Custom dataset fields can be made reportable for a cost. Advise our support team during the original request, or reach out to your account manager for assistance with a quote and timeframe. 

Q: Can we customize the Mental Health Diagnosis dropdowns? 

A: Yes, the primary and additional mental health diagnoses are customizable by agency. Reach out to EMHware Support with your specific change requests. 

Q: How do I set a Primary Worker for a client's file? 

A: Within a client file Select Client Menu → Program History → create New or select existing program history > check mark the Primary Worker box which displays next to the Worker dropdown identifying that the selected worker is the Primary Worker. 

Q: Can we select a Primary Worker for each program history in a file? 

A: There can only be 1 active Primary Worker at a time in a client file. While the Program History that has the Primary Worker selected remains active (First Contact  - Receiving Services stages), the Primary Worker box will not be selectable in other program histories in the file. Once this program history is discharged, a new Primary Worker can be chosen in a different active program history. 

• When reviewing the Program History search or summary page, the worker name starting with an asterisk (*) is identified as the Primary Worker for the file. 

Q: My agency doesn't use screening dates for program histories, how do I add only a receiving services date? 

A: While it is required to have First Contact, Screening, and Waiting List dates entered in order to enter a Receiving Services date for an EMHware Program History, if your agency wants to jump right to Receiving Services simply enter that date and the previous dates will automatically load the same date. 

Q: How  do I remove a program history date?

A: Program History dates for Screening, Waiting List, Receiving Services, or Discharge Date can be removed by following along the header title of that date and unchecking the blue checkmark on the far right > Save. The program history will remove the unchecked date and only the last entered date(s) will remain. 

Q: How do we update the Referral Source, Presenting Issues, and Exit Disposition lists found in program histories? 

A: Approved agency admins can submit a ticket to our EMHware Support team for assistance with updating the Referral Source, Presenting Issues, and Exit Disposition lists found in program histories. These lists can be customized by agency.

Q: What is a discharge referral and how does it work? 

A: When discharging an EMHware Program History, each Exit Disposition will function as one of the following: 1) To discharge and be completed without a referral → when any of these are selected the program history ends at the Discharge stage. 2) To discharge with a referral → when any of these options are selected a new Discharge Referral section will display. Select the Type of Referral → Internal or External.

• Internal referrals allow workers to refer the client back into your agency but to a different program. Follow the on-screen directions and note that once saved, a discharge referral will be created and a new program history for the internal program referral will be created at the First Contact stage.
  • Referred to Worker: this optional field populates based on workers that are added as Program Workers in the Program Manager for the selected Referred to Program dropdown.
• External referrals allow workers to refer clients to another agency or service provider. Once selected, the dropdowns that display pull from your Agency Address Book. After saving, the program history will be discharged and a new external referral will be created. It can be edited and completed in the Referrals/Info Sharing section of the client menu. 
   

Q: Where can I find my client's referrals?

A: All referrals for a client will display and can be accessible through the Referrals/Info Sharing section of the client menu in each client file. 

Q: Can I have one personal support access multiple client portals?

A: Yes, a personal support can have one login to access multiple client portals. For more information review our Client Portal articles. 

Q: How do I set up a client portal user account for Community supports?

A: Client Portal User access can be setup for Community Supports in the Agency Address Book.

• Select the user Menu → Agency Address Book → Search and Select the Community Support → scroll down to the Portal User section and complete.
• When this Community Support is added to any Client Address Book the Portal User info should automatically populate and a worker can complete the Client Portal Access section, providing permissions for this community support to access the specific client's portal where they are added to the client's address book. 

Q: Can we remove the DSM options from the Client Menu?

A: Yes, DSM-IV Evaluations and DSM-5 Diagnoses are permission based. Ask your agency administrator for EMHware to remove the DSM and Evaluations role permissions from any roles that should not have or don't need access to this section of the client menu.