Managing Client's Lifecycle

Managing Client's Lifecycle

Intake

There are two steps to recording a client's intake:
  1. Create a Contact record for the client
  2. Fill out the Intake tab in the client's contact record

Create a Contact record 

In Sumac, the Contact record is where you begin. The Contact record allows you to record all the biographical information about the clients. For more information on creating a Contact record,  click here.


Basic tab

Start by recording the client name, address, date of birth, gender, marital status, and what type of contact they are (i.e. client. Other Contact Types might include funder, sponsor, Board Member, etc.). Contact type is an important field in Sumac. For more information on Contact Types,  use this link.



Residential Address/Business Address

Record the client/patient address information on the appropriate tab.

Fill out the Intake tab

The Intake tab records information about background information, referral information, emergency contact information and more. 



General Information

The Intake tab records clients' Ethnicity, Employment Status and Family Size. Note Education completed and Family Income, if appropriate. 

How were they referred to my organization?

This section allows you to record the incoming referrals to your organization. Specify Referral Source, Reason for Referral and Referral date.

Emergency Contact Information  

This section allows you to record the contact information of the client who will be the first point of contact in the case of an emergency. 

Health Background

This section allows you to record the medical history of the client/patient which includes but is not limited to their allergies and family doctor. 


Assessment of Needs & Risks and Service Plan & Delivery

Once the intake and assessment of the new client is completed, you can complete their Service plan in the 'History" tab. Click "Add to Contact" and then select "Service Plan" from the available options.


In the Service Plan record, be sure to record in t he client's initial assessment: 
  1. Their Intake Date
  2. Their Program Name
  3. Their Presenting Issues and any other information relevant to their intake.


Once the assessment is completed, you can record their Treatment Plan.


Also, be sure to record the Service Delivery in the designated area. To do so, go to the  'History" tab, click "Add to Contact" and then select "Service Delivery" from the available options. 



In the general tab, you can assign a Case Manager and keep track of any progress the client has made.



Discharge, Re-entry & Aftercare

Once the services are completed, you can record the exit information in the service plan section. The Note/Comments field allows you to record any additional information such as afercare plans. Once you input all the relevant information, select "OK" to record it. 


Additional Notes and Recommendations
  1. You can easily customize Sumac to meet the needs of your organization. All drop-down lists and check-box options can be edited by your administrator.
  2. When you are working on a Contact's History tab, tracking referrals and Intake and Discharge, the list of Record Types can be long and unwieldy. You can quickly personalize the list of Record Types so that only those you work with regularly are available to you.


To learn how to report on these statistics, refer to this article.


    Our products got an upgrade!



    Some screenshots and help videos have been made using older versions of our products. Though your version's colours and themes may appear different than what you see here, the instructions, links and advice in this article are still accurate and useful!

      • Related Articles

      • Case Management for Health and Social Services: Overview

        Sumac's Mental Health Case Management Module is built with the needs of a Mental Health organization in mind. It allows you to keep a record of clients' cases, manage workflow tasks, track program participation for the clients to report to funders, ...

      • Reporting in Sumac Case Management for Health and Social Services

        Sumac has many built-in reports, as well as precise searching and flexible export options to customize your reporting. Using search and export for custom ad-hoc reporting This article tells you how to search using the search panel. You can also ...

      • Case Management Dashboard Statistics

        This article explains where the statistics that appear on your Dashboard for Case Management come from. Active Clients - quick access to the organization's current client list. This is a count of client contacts with ONE OR MORE Case Plan records ...

      • Managing Patient and Client Intake and Discharge

        Admission There are three steps to recording a patient or client's admission: Create a Contact record for the patient or client Fill out the Hospice Info tab in the patient's contact record (used for patients only) Create an Admission and Discharge ...

      • Societ Academy - Sumac Case Management

        Sumac Case Management Series This series of four short webinars will teach you everything you'll need to know about using Sumac for Case Management. We've kept each segment short so you can work these sessions into your schedule. You can register for ...
      Societ Academy

      Learn what you need to know, any time. Free!
      ​


      • High quality training on demand - sessions are available every day, so you can access training that fits into your schedule.
      • Training sessions that are easy to follow - helpful tips throughout each session, and access to training moderators ensure your questions get answered.
      • A certificate of completion - you can request a certificate of completion for every session you attend.