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How to Manage Client Profiles and Transportation

20 min read Step-by-Step Guide

How to Manage Client Profiles and Transportation

Set up client preferences and create transportation requests to deliver personalized care services.

What You'll Do

Configure client preferences, create NEMT transportation requests, and coordinate care schedules.

Before You Start

Ensure you have:

  • Complete client profile with basic information
  • Client preference information from intake
  • Transportation requirements and schedules
  • NEMT broker contact information (if applicable)

Steps

1. Access Client Profile

  1. Navigate to Clients in the main menu
  2. Click on client's name to open profile
  3. Review current information and status

2. Set Up Client Preferences

  1. Click Preferences tab
  2. Click Edit Preferences button
  3. Configure Schedule Preferences:
    • Select preferred days of week
    • Set preferred time windows
    • Choose flexibility for emergencies
  4. Set Personal Care Preferences:
    • Select language requirements
    • Choose staff gender preference
    • Add cultural considerations
  5. Add Special Requirements:
    • Accessibility needs
    • Medical equipment
    • Family communication preferences
  6. Click Save Preferences

3. Create Transportation Request

  1. Click Transportation tab
  2. Click + New NEMT Request
  3. Enter Request Details:
    • Select appointment date and time
    • Enter pickup address (auto-filled from profile)
    • Enter destination address
    • Set appointment duration
  4. Configure Transportation Needs:
    • Mobility equipment (wheelchair, walker)
    • Service animal accommodation
    • Medical equipment transport
    • Behavioral support needs
  5. Set Recurring Pattern (if needed):
    • Choose days of week
    • Set start and end dates
    • Define frequency
  6. Click Create Request

4. Generate and Review PDF

  1. System automatically generates NEMT Request PDF
  2. Review PDF includes:
    • Complete client information
    • Transportation route details
    • Special accommodation requirements
    • NEMT broker information
    • Provider contact details
  3. Download or Print PDF as needed
  4. Share with transportation provider

5. Coordinate with Schedule

  1. Navigate to Calendar view
  2. Verify Transportation Request appears in schedule
  3. Check for Conflicts with regular appointments
  4. Adjust timing if conflicts exist:
    • Reschedule regular appointments
    • Modify transportation timing
    • Coordinate with care team
  5. Notify relevant staff of transportation schedule

6. Track and Update

  1. Monitor Transportation Status:
    • Confirm pickup scheduling
    • Track completion status
    • Note any issues or delays
  2. Update Preferences as needed:
    • Review quarterly
    • Adjust based on experience
    • Document changes
  3. Maintain Documentation:
    • Keep transportation records
    • Update contact information
    • Archive completed requests

Verification

  • Preferences are saved and appear in profile
  • Transportation request shows in calendar
  • PDF generates correctly with all information
  • No scheduling conflicts exist
  • Staff notifications are sent

Common Issues

Preferences not saving

  • Check required fields are completed
  • Verify internet connection
  • Contact admin if fields are disabled
  • Refresh page and try again

Transportation conflicts

  • Review appointment timing
  • Check pickup/dropoff locations
  • Verify client availability
  • Coordinate with care team

PDF generation fails

  • Verify all required fields completed
  • Check browser settings for pop-ups
  • Ensure stable internet connection
  • Contact support if issues persist

Key Features & Benefits

Smart Preference Management

  • Intelligent client-staff matching
  • 50% reduction in scheduling conflicts
  • Cultural and language accommodation
  • Emergency flexibility options

Professional NEMT Integration

  • Automatic PDF generation
  • Complete documentation package
  • Broker coordination support
  • Recurring transportation patterns

Calendar Coordination

  • Transportation appears in main schedule
  • Automatic conflict detection
  • Staff notification system
  • Real-time status updates

Quality Assurance

  • Preference adherence tracking
  • Transportation coordination reports
  • Client satisfaction monitoring
  • Compliance documentation

Advanced Features

  • Google Maps integration for addresses
  • Mobility equipment tracking
  • Service animal accommodations
  • Emergency override procedures
  • Audit trails for all changes

Ready to Get Started?

Put this guide into practice with EmpowerHub's comprehensive home care management platform.

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