This guide provides step-by-step instructions for the process of updating an address for an individual and a representative in DSCIS.

Transcription

1 Updating an Address in DSCIS This guide provides step-by-step instructions for the process of updating an address for an individual and a representative in DSCIS. Background When an address for an individual or a representative needs to be corrected or has changed, the DSO can update this information in DSCIS. DSCIS uses an individual s current Primary Address to determine whether they meet the criteria for Residence of Ontario. Note: If a current primary address is not recorded or is not listed as the province of Ontario, the system will deem the individual ineligible for developmental services. If you d just like an overview of the steps, proceed to the Quick Guide for Experienced Users. DSCIS USER GUIDE 1 Updating An Address in DSCIS

2 Table of Contents 1. Updating An Individual s Address in DSCIS... 3 i. Adding A New Address... 3 ii. Editing An Incorrect Address... 5 iii. Deleting An Incorrect Address... 6 iv. Adding an Address for a Person who is Homeless or with No Fixed Address Updating A Representative s Address in DSCIS... 9 i. Adding A New Address for A Representative... 9 ii. Editing An Incorrect Address for A Representative iii. Deleting A Representative s Address Quick Guide for Experienced Users DSCIS USER GUIDE 2 Updating An Address in DSCIS

3 1. Updating An Individual s Address in DSCIS The DSO can add, make corrections to, or delete an individual s address in DSCIS. Note: DSCIS uses an individual s current Primary Address to determine whether they meet the criteria for Residence of Ontario. If a current primary address is not recorded or is not listed as the province on Ontario, the system will deem the individual ineligible for developmental services. If an address was previously correct but is no longer correct as the individual moved, the address should NOT be edited or deleted. In order to ensure the history of the individual s addresses are captured, the address should be end dated. Note: An address with no end date is automatically end dated if a new address is created and the checkbox in the Overlapping Primary Address section is selected. i. Adding A New Address From the Person Page, select the Contact tab (A) and select Addresses from the side navigation panel (B) Select New (C) On the New Address Page, enter the new address information as appropriate Be sure to check the box in the Overlapping Primary Address section Note: If the person is moving outside of Ontario, select the Accept Non-Ontario Primary Address checkbox. Select Save DSCIS USER GUIDE 3 Updating An Address in DSCIS

4 The new address will display and the old address will now display with a To date (the day before the start date of the new address) DSCIS USER GUIDE 4 Updating An Address in DSCIS

5 Result: A new address has been added for an individual in DSCIS. ii. Editing An Incorrect Address If a typo or data entry error has been made, the steps below can be followed to edit an address. These steps can also be followed to add or remove the end date or To date of an address. If an address is still current but an end date is reflected in the system, the user can simply remove the end date (as long as the address will reflect the appropriate time period). If an address was previously correct but is no longer correct as the individual moved, the address should NOT be edited or deleted. In order to ensure the history of the individual s addresses are captured, the address should be end dated. From the Person Page, select the Contact tab (A) and select Addresses from the side navigation panel (B) Identify the address that needs to be corrected and select (C) Select Edit (D) On the Edit Address Page, make any appropriate corrections to the current address or from/to dates and select Save DSCIS USER GUIDE 5 Updating An Address in DSCIS

6 Note: Do not check the Overlapping Primary Address checkbox when making a correction to the current address. Result: The individual s address will be updated with the corrections made. iii. Deleting An Incorrect Address If an address was never correct and was incorrectly entered, the delete function can be used to cancel the address record If an address was previously correct but is no longer correct as the individual moved, the address should NOT be overwritten or deleted. In order to ensure the DSCIS USER GUIDE 6 Updating An Address in DSCIS

7 history of the individual s addresses are captured, the address should be end dated. Follow the steps above to edit the address and add an end date or the steps at the beginning to add a new address. From the Person Page, select the Contact tab (A) and select Addresses from the side navigation panel (B) Identify the incorrect address and select (C) Select Delete (D) and Save Note: For an address that is deleted, the Status of the address will change from Active to Cancelled. Result: The incorrectly entered address is deleted/cancelled in DSCIS. iv. Adding an Address for a Person who is Homeless or with No Fixed Address In certain cases, individuals have a friend/family member s address that they use for mail if they do not have a permanent address. This address can be added as the primary address. If not, follow the steps below to capture the address for someone who is homeless or who does not have a fixed address. From the Person Page, select the Contact tab (A) and select Addresses from the side navigation panel (B) Select New (C) DSCIS USER GUIDE 7 Updating An Address in DSCIS

8 On the New Address Page, ensure the Type is Primary (D) Complete the following fields with the individual s information (if they tend to reside in a specific city or county) or the DSO s office information: o City (E) o Postal Code always enter A1A 1A1 (F) o Province ensure Ontario is selected (G) o County (H) Note: The postal Code A1A 1A1 will help as a quick identifier for a person without a fixed address. Select the No Fixed Address checkbox (I) Check the Overlapping Primary Address checkbox (J) Select Save DSCIS USER GUIDE 8 Updating An Address in DSCIS

9 Result: The address for a person who is Homeless or with No Fixed Address is recorded in DSCIS. 2. Updating A Representative s Address in DSCIS The DSO can make corrections to and/or update the representative s address in an individual s record in DSCIS. i. Adding A New Address for A Representative DSCIS USER GUIDE 9 Updating An Address in DSCIS

10 From the Person Page, select the Contact tab (A) and Contacts for the side navigation panel (B) Identify the Representative and hyperlink into the name (C) From the Representative Page, select the Contact tab (D) and select Addresses from the side navigation panel (E) Select New (F) On the New Address Page, enter the new address information as appropriate Be sure to check the box in the Overlapping Primary Address section Note: If the representative is moving outside of Ontario, check the box in the Accept Non-Ontario Primary Address area. Select Save DSCIS USER GUIDE 10 Updating An Address in DSCIS

11 The representative s record will show the previous address with the From and To dates and will display the new address Result: A new address has been updated for a representative in DSCIS. DSCIS USER GUIDE 11 Updating An Address in DSCIS

12 ii. Editing An Incorrect Address for A Representative From the Person Page, select the Contact tab (A) and select Contacts from the side navigation panel (B) Identify the Representative and hyperlink into the name (C) On the Representative Page, select the Contact tab (D) and select Addresses from the side navigation panel (E) Identify the current address and select (F) Select Edit (G) On the Edit Address Page, make any appropriate corrections to the current address and select Save Note: Do not check the Overlapping Primary Address checkbox when making a correction to the current address. DSCIS USER GUIDE 12 Updating An Address in DSCIS

13 Result: The representative s current address will be updated with the corrections made. iii. Deleting A Representative s Address From the Person Page, select the Contact tab (A) and select Contacts from the side navigation panel (B) Identify the Representative and hyperlink into the name (C) DSCIS USER GUIDE 13 Updating An Address in DSCIS

14 On the Representative Page, select the Contact tab (D) and select Addresses from the side navigation panel (E) Identify the current address and select (F) Select Delete (G) and Save Note: For an address that is deleted, the Status of the address will change from Active to Cancelled. Result: The incorrectly entered address is deleted/cancelled in DSCIS. DSCIS USER GUIDE 14 Updating An Address in DSCIS

15 Quick Guide for Experienced Users This Quick Guide provides an overview of the processes of correcting and updating an address in DSCIS. Updating An Individual s Address in DSCIS Note: An address with no end date is automatically end dated if a new address is created and the checkbox in the Overlapping Primary Address section is selected. Adding A New Address 1. From the Person Page, select the Contact tab and select Addresses from the side navigation panel 2. Select New 3. On the New Address Page, enter the new address information as appropriate 4. Be sure to check the box in the Overlapping Primary Address section Note: If the person is moving outside of Ontario, select the Accept Non-Ontario Primary Address checkbox. 5. Select Save 6. The new address will display and the old address will now display with a To date (the day before the start date of the new address) Result: A new address has been added for an individual in DSCIS. Editing An Incorrect Address 1. From the Person Page, select the Contact tab and select Addresses from the side navigation panel 2. Identify the address that needs to be corrected and select 3. Select Edit 4. On the Edit Address Page, make any appropriate corrections to the current address or from/to dates and select Save Note: Do not check the Overlapping Primary Address checkbox when making a correction to the current address. Result: The individual s address will be updated with the corrections made. Deleting An Incorrect Address DSCIS USER GUIDE 15 Updating An Address in DSCIS

16 1. From the Person Page, select the Contact tab and select Addresses from the side navigation panel 2. Identify the incorrect address and select 3. Select Delete and Save Note: For an address that is deleted, the Status of the address will change from Active to Cancelled. Result: The incorrectly entered address is deleted/cancelled in DSCIS. Adding an Address for a Person who is Homeless or with No Fixed Address 1. From the Person Page, select the Contact tab and select Addresses from the side navigation panel 2. Select New 3. On the New Address Page, ensure the Type is Primary 4. Complete the following fields with the individual s information (if they tend to reside in a specific city or county) or the DSO s office information: o City o Postal Code - Enter A1A 1A1 o Province ensure Ontario is selected o County Note: The postal Code A1A 1A1 will help as a quick identifier for a person without a fixed address. 5. Select the No Fixed Address checkbox 6. Select the Overlapping Primary Address checkbox 7. Select Save Result: The address for a person who is Homeless or with No Fixed Address is recorded in DSCIS. Updating A Representative s Address in DSCIS Adding A New Address for A Representative 1. From the Person Page, select the Contact tab and Contacts for the side navigation panel 2. Identify the Representative and hyperlink into the name 3. From the Representative Page, select the Contact tab and select Addresses from the side navigation panel 4. Select New 5. On the New Address Page, enter the new address information as appropriate 6. Be sure to check the box in the Overlapping Primary Address section DSCIS USER GUIDE 16 Updating An Address in DSCIS

17 Note: If the representative is moving outside of Ontario, check the box in the Accept Non-Ontario Primary Address area. 7. Select Save 8. The representative s record will show the previous address with the From and To dates and will display the new address Result: A new address has been updated for a representative in DSCIS. Editing An Incorrect Address for A Representative 1. From the Person Page, select the Contact tab and select Contacts from the side navigation panel 2. Identify the Representative and hyperlink into the name 3. On the Representative Page, select the Contact tab and select Addresses from the side navigation panel 4. Identify the current address and select 5. Select Edit 6. On the Edit Address Page, make any appropriate corrections to the current address and select Save Note: Do not check the Overlapping Primary Address checkbox when making a correction to the current address. Result: The representative s current address will be updated with the corrections made. Deleting A Representative s Address 1. From the Person Page, select the Contact tab and select Contacts from the side navigation panel 2. Identify the Representative and hyperlink into the name 3. On the Representative Page, select the Contact tab and select Addresses from the side navigation panel 4. Identify the current address and select 5. Select Delete and Save Note: For an address that is deleted, the Status of the address will change from Active to Cancelled. Result: The incorrectly entered address is deleted/cancelled in DSCIS. DSCIS USER GUIDE 17 Updating An Address in DSCIS