Participant Profile

Participant Profile Overview

In Maica, Participants are managed as Salesforce Contact Records.

Contact records are the place where you capture and manage attributes and information of your Participants, including:

• Personal Information (i.e. Name)

• Contact Information (i.e. Phone and Email)

• Address Information

• Demographic Information (i.e. Birthdate, Age, Primary Language)

• NDIS Number (NDIS only)

• Communication Preferences

• Funding Records

• Payment Methods

• Active Schedule

• Upcoming Schedule

Participant Record Summary Components

The Participant Record includes handy Summary Components containing key information about the Participants Funding , Service Bookings , Service Agreements and Schedule. These components are:

Funding Summary Component

This component summarises crucial information from the Participant's Funding right on the Contact record. This means you will not have to sift through associated documents to receive a quick, at-a-glance summary of the Participant's Funding information. It is located on the right hand side of the record under the Funding Information tab.

Service Booking Summary Component

Similar to the Funding component, this component summarises the key period and budget information for any active Service Booking records associated with the Participant. This will only be relevant for your non-PACE NDIS Participants.

Active Service Agreement Summary Component

Similar to the above components, this component summarises the key period and budget information for any active Service Agreements records associated with the Participant. This component will show you information around each Agreements Approved Amounts, Remaining Amounts, Utilised Amounts and End Date.

These fields are calculated by the following:

• Agreement Approved Amount: maica_cc__Service_Agreement__c.maica_cc__Approved_Amount__c

• Agreement Utilised Amount: maica_cc__Service_Agreement__c.maica_cc__Utilised_Amount__c

• Agreement Remaining Amount: maica_cc__Service_Agreement__c.maica_cc__Remaining_Amount__c

• Agreement End Date: maica_cc__Service_Agreement__c.maica_cc__End_Date__c

If a Participant has multiple Service Agreements, you will be able to switch between them on the Summary Component through tabs, as shown below.

Each tab will display the same fields listed above for each individual Agreement.

Active Schedule

The Active Schedule component provides visibility into all active Recurring Appointment Schedules linked to a Participant.

This component displays key scheduling information to help users understand the current structure of recurring appointments at a glance.

Each record in the Active Schedule list includes:

• Schedule ID

• Schedule Start Date

• Schedule End Date

• Frequency

• Interval

• Appointment Service(s)

• Next Appointment Date (linked to the Appointment record)

• Type

Records are sorted in ascending order by Schedule Start Date for clarity. A scroll bar is provided for large lists, with placeholder text shown when no schedules match the criteria.

The component will display as shown below:

Upcoming Schedule

The Upcoming Appointments section provides a clear, paginated list of a Participant’s scheduled Appointments. It allows you to quickly review upcoming services, with filtering options to improve visibility and management.

This list is especially useful for seeing future commitments at a glance without navigating into the Planner.

Appointments are displayed in pages of up to 10 records at a time, with scrolling available to access more. The list includes key details such as:

• Scheduled Start Date/Time (recurring icons are shown for repeating Appointments)

• Status of the Appointment

• Duration in minutes

• Ratio

Each record can be expanded to show further information, including the Resource(s) delivering the service, the Service(s) attached, the Appointment Address, and a link for directions that opens directly in Google Maps.

Additionally, to help you focus on the most relevant information, you can filter the list by Status or by a specific time frame. Available time frames include:

• Today

• Tomorrow

• This Week

• Next Week

• Next Two Weeks (Fortnight)

• This Month

• All

Participant Record Related Lists

The Participant Record also includes handy Related Lists containing key information about the Participants. The key lists are further detailed below:

Connections

The Connections List allows you to define relationships between Contacts. This could include both personal relationships as well as any other form of connection between people.

The easiest way to access Connections is via the Participant Profile under Related.

Before detailing how Connections function in further detail, here are some things you should know about this feature:

• Connections are reciprocal. Meaning, Maica will create a corresponding Connection for both Contacts.

• You can create your own Connection types beyond what Maica offers out of the box within the Connection Settings.

Now, please refer below to see what a typical Connection record will look like in Maica.

In order to create a new Connection, simply click the New button and complete the following fields:

• Contact: Maica auto-populates this field with the name of the Contact the Connection record is connected to.

• Related Contact: Specifies the Contact who's related to the person in the Contact field.

• Type: Specifies how the Related Contact is connected to the Contact. In the below example, Andrew Milne is Luca Milne's parent.

• Status: Specifies whether this is a current or former Connection.

Once these fields have been populated, a few additional options are available for you to record, including:

• Primary Contact: When this option is selected, Maica will display the Related Contact on the Participant profile for ease of access to critical information. We have shown you a sample of this at the bottom of this article.

• Next of Kin: Specifies that the Related Contact is the Next of Kin for the Contact.

• Description: A place to add additional information about the Connection.

• Statement Recipient: Specifies that the Related Contact is the recipient of the Statement.

• Invoice Recipient: Specifies that the Related Contact is the recipient of the Invoice for self managed Service Agreements.

Once done, your Connection record will be saved within the Profile of both Contacts.

Participant Resources

The Participant Resource related list allows for the management of Resources being assigned to Participants. It is located under Client Care tab.

The benefit of this list is to be able to see which Participants are associated with which Resources, as shown below. This is particularly useful if a Participant is associated with multiple Resources.

To link a Participant with a Resource, simply click New, select the desired Resource from the dropdown, nominate a Date Range, and Save.

Participant Goals

The Participant Goal related list allows for the management of Goals being assigned to Participants.

The benefit of this list is to be able to track and manage the Goals associated with each Participant, including their progress over time. This is particularly useful when a Participant has multiple Goals at different stages.

To create a new Participant Goal, simply click New, complete the required fields:

• Goal Name: Enter a custom Goal Name for your Participant

• Contact: Maica auto-populates this field with the name of the Contact the Connection record is connected to.

• Goal: Associate a Goal or create a new one to assign to the selected Participant

• Start Date

As well as any optional fields such as:

• End Date

• Stage: Choose between Definition, In Progress, Partially Achieved, Fully Achieved or Not Achieved.

• Description

Once done, simply click Save.

Below are some example scenarios of how Participant Goals will behave in Maica:

Participant Record Automated Geographical Classification

Maica includes an automated process to populate key geographical classification fields on the Participant Record using Mailing Postal Code and Mailing City. This ensures accurate regional classification without manual input, streamlining data entry and improving reporting accuracy.

When a Participants Mailing Postal Code and Mailing City are provided, Maica automatically matches these values against a Postcode record to populate the following fields on the Participant Record:

Fields Populated on the Participant Profile:

• MMM Classification (maica_cc__MMM_Classification__c)

• PHN (Primary Health Network) (maica_cc__PHN__c)

• LGA (Local Government Area) (maica_cc__LGA__c)

For example:

1. User enters the following on a Participant record:

• Mailing Postal Code: 3184

• Mailing City: Elwood

2. Maica searches for a Postcode record where:

Postcode Suburb Key = 3184Elwood

3. A match is found in the Postcode object with the following details:

• LGA: Port Phillip

• PHN: South Eastern Melbourne

• MMM Classification: 1

4. Participant record is updated automatically with the above details