How to Add New Clients to Your Home Care Management System

Learn the complete 4-step process for creating client profiles in EmpowerHub. This guide covers everything from basic information entry to service allocation and funding setup.

What You'll Accomplish

After following this tutorial, you'll be able to:

• Create complete client profiles in under 10 minutes
• Set up proper case management and service allocations
• Ensure HIPAA compliance from the first day
• Avoid common data entry mistakes that cause delays

Before You Start

Make sure you have:

• Client's government-issued photo ID
• Insurance cards (primary and secondary)
• Emergency contact information
• Service authorization documentation

Step 1: Personal Information

Required Information

• Full legal name (exactly as shown on ID)
• Date of birth
• Social Security Number
• Current address
• Phone number and email
• Emergency contact details

Best Practices

• Double-check spelling of names
• Verify address for accurate service delivery
• Test phone numbers before saving
• Ask about preferred communication methods

Common Issues to Avoid

• Using nicknames instead of legal names
• Incomplete addresses missing apartment numbers
• Outdated emergency contact information

Step 2: Case Management Setup

Case Number Assignment Your system automatically generates unique case numbers. This number will be used for:

• All billing and insurance claims
• Internal documentation and reports
• Communication with other providers
• File organization and record keeping

Service Category Selection Choose the primary disability category:

• Intellectual disabilities
• Developmental disabilities
• Physical disabilities
• Multiple disabilities

Care Team Requirements Based on your selection, the system will suggest:

• Required staff certifications
• Specialized training needs
• Supervision requirements
• Medical oversight needs

Step 3: Service Details and Authorization

Available Service Types

In-Home Support

• Personal care assistance
• Medication reminders
• Light housekeeping
• Meal preparation
• Safety monitoring

Community Services

• Transportation to appointments
• Social skills training
• Recreational activities
• Educational support
• Job coaching

Specialized Services

• Behavioral support
• Physical therapy
• Occupational therapy
• Speech therapy
• Nursing services

Authorization Verification The system automatically checks:

• Insurance benefits and coverage limits
• State waiver program eligibility
• Prior authorization requirements
• Service capacity and availability

Step 4: Units and Funding Configuration

Understanding Service Units

• 15-minute increments for direct support
• Hourly blocks for intensive services
• Daily rates for comprehensive care
• Monthly allocations for ongoing services

Funding Source Setup

• Primary insurance (Medicaid/Medicare)
• Secondary insurance coverage
• State waiver program allocations
• Private pay arrangements
• Family contributions

Budget Monitoring Your system tracks:

• Current unit usage
• Remaining authorized units
• Spending rate projections
• Renewal alert dates

Quality Checks Before Finalizing

Review Checklist

• All required fields completed
• Contact information verified
• Insurance cards uploaded
• Emergency contacts confirmed
• Service authorizations attached
• Unit allocations properly set

Common Validation Errors

• Missing or invalid Social Security Numbers
• Incomplete insurance information
• Expired authorization documents
• Incorrect service category selections

Special Situations

Emergency Placements For urgent service needs:

1. Complete basic information first
2. Use provisional service authorization
3. Upload required documents within 48 hours
4. Schedule full assessment within one week

Complex Medical Needs For clients requiring specialized care:

1. Document all medical conditions
2. List current medications and allergies
3. Identify required medical equipment
4. Note any special dietary requirements
5. Include physician contact information

Transitioning Youth For clients aging out of other programs:

1. Request previous service records
2. Schedule transition planning meeting
3. Coordinate with current providers
4. Plan gradual service adjustment

After Client Creation

Immediate Next Steps

• Schedule initial assessment appointment
• Assign primary care coordinator
• Send welcome packet to family
• Create initial service schedule
• Set up billing and payment processing

First Week Tasks

• Complete comprehensive assessment
• Finalize individualized service plan
• Introduce assigned care team
• Establish communication preferences
• Begin regular service delivery

Troubleshooting Common Issues

System Won't Accept Information

• Check for required fields marked in red
• Verify format requirements (phone numbers, dates)
• Ensure file uploads meet size requirements
• Contact system administrator for technical issues

Insurance Verification Fails

• Confirm member ID and group numbers
• Check insurance card expiration dates
• Verify spelling of member name matches ID
• Contact insurance company directly if needed

Missing Documentation

• Use document checklist feature
• Set reminders for pending items
• Send follow-up requests to families
• Track completion status in notes section

Tips for Faster Client Creation

Preparation Strategies

• Organize all documents before starting
• Use intake forms to collect information in advance
• Keep frequently used information readily available
• Create templates for common service combinations

Efficiency Shortcuts

• Save partial progress and return later
• Use copy function for similar clients
• Set up default service packages
• Create quick reference guides for staff

Quality Assurance

• Have another staff member review entries
• Use spell-check for all text fields
• Verify all uploaded documents are legible
• Test contact information before finalizing

Success Metrics to Track

Time and Efficiency

• Average time to complete client creation
• Percentage of complete profiles on first attempt
• Days from inquiry to first service
• Staff productivity per intake specialist

Quality Indicators

• Data accuracy rates
• Documentation completeness scores
• Client satisfaction with onboarding process
• Compliance with regulatory requirements

Getting Help

Built-in Support Features

• Field-specific help text and tooltips
• Required field indicators and validation messages
• Document upload guidelines and file requirements
• Error messages with specific correction instructions

Additional Resources

• Video tutorials for complex processes
• Step-by-step screenshot guides
• FAQ section for common questions
• Contact information for technical support

Your client creation process is the foundation of quality care delivery. Taking time to do it right from the beginning saves hours of corrections later and ensures better outcomes for everyone involved.