Participant Profile

Learn about the Participant Profile and its components in Maica

Participant Profile Overview

In Maica, Participants are managed as Salesforce Contact Records.

If you are looking for an overview of how Contacts work in Salesforce, Trailhead has a number of great learning resources, including hands-on challenges and modules.

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

Participant Record Summary Components

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

Note, Service Booking components are only for non-PACE NDIS Participants.

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.

This component is hidden if the Participant has no active record(s)

For more information on how Funding is managed in Maica, please go here for NDIS Funding and here for Home Care Package funding.

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.

Connections can be found under Related by default, however your team can change where this appears by customising your Salesforce Page Layouts.

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.

The Participant Resource list is directly related to the Resources Participant list on the Resource Profile. This means, if multiple Participants are receiving care from a given Resource, this will be reflect on the Resource Participants list and display on the Resource Profile under the Profile Management tab. This list will be dynamically updated if an update occurs on the Resource Profile.