Creating a client profile

How to add a new client, navigate the client list, and configure core profile information in Visualcare

The client profile is the central record for each person receiving services through your organisation. It holds personal details, funding configuration, addresses, contacts, and links to agreements, rosters, compliance, and more.

Finding and navigating the client list

Open the client list from the top menu: Clients → Client Profile.

The list shows all clients in your database. You have several ways to customise and search this view.

Customising columns

Select the Column Chooser to add or remove columns from the list.

Drag fields from the column chooser into the header area to add them. Rearrange columns by dragging them to a new position. To remove a column, drag it back into the column chooser.

Searching for a client

Use the search bar in the top right corner to search across the current data set. Enter a name or other search term and matching records are highlighted.

You also have inline search fields just below the column headings. Enter your criteria in any of these fields to filter the list.

Filtering and grouping

Filter a column by selecting the filter icon on the right of the column header. Choose the values you want to display and click OK.

Group the list by dragging a column header to the grouping area at the top left of the page.

Exporting to Excel

Export the current data set to Excel by clicking the Excel icon.

Adding a new client

To create a new client, click Add Client and enter the required details.

Client profile overview

Once a client is created, their profile contains tabs and summary information at the top of the screen, with additional tabs and detailed subsections below.

To add or edit information, click in the field to enter detail (or select from a drop-down where needed) and click Save. The page prompts with a confirmation if you try to leave without saving.

Customisable fields

Several fields on the profile are customisable for your organisation:

Field	Where to configure
Areas	Maintenance → Areas
Divisions	Maintenance → Divisions
Groups	Maintenance → Groups
Payers	Maintenance → Payers

Setting up a Home Care Package client

When creating a client who receives Home Care Package (HCP) funding, update these fields on the profile page:

• Funding Type - set to Home Care Package
• HCP Level - select the package level from the drop-down (this flows to the HCP statement when you create the first period)

Details tab

The Details tab contains multiple expandable sub-categories. Click on a label to open, view, or edit the fields, and click again to close.

Address

Enter the client’s home address here. If the client has a key code or gate code, enter it in the Key Code field. Use Search Address to auto-populate the full address, or Search Suburb or Postcode to fill the Suburb, State, and Postcode fields.

General details

Contains fields including age, languages, LGBTIQ+, culturally and linguistically diverse (CALD) status, Aboriginal and Torres Strait Islander status, and identification numbers linked to different funding sources.

Comments

Add any additional comments to include on the client profile.

Financial and legal status

Record financial guardianship or legal information, as well as any applicable Legal Orders.

Service status

Select Current from the Status drop-down if the client is active, or choose an alternative status where needed.

Selecting any status other than Current removes the client from some searchable lists throughout VCore.

This section also includes service start, end, and review dates. If the client no longer needs services, two actions are available:

• Delete shifts from date - removes shifts from the client roster after a selected date, with the option of marking rosters as completed
• Remove from chat groups - removes the client from all message groups within the vAboutMe mobile app

Referral

Record referring agency details here.

Work health and safety

Select any occupational health and safety (OH&S) issues related to the client or their living arrangements.

Billing details

Enter billing preferences and contact information.

Health

Record health-related information including vaccine status, weight, height, disabilities, medical conditions, mobility, and medication details.

Alerts

• Alert Note - add profile notes about the client. Tick Popup in profile to display these when the profile opens.
• Roster Note - add roster-specific notes. Tick Popup in roster to display these when the roster opens.

Client profile (Vworker)

Add general information that workers need to know about this client. Notes entered here appear in the Vworker app for the worker to view before their shift.

Access to residency notes (Vworker)

Instructions on how to access the client’s residence. These notes appear in the Vworker app before the worker’s shift.

Identified risks (Vworker)

Highlight any risks relating to the client or their property. These notes appear in the Vworker app before the worker’s shift.

Living arrangements (Vworker)

Relevant information about the client’s living arrangements, visible to workers in the Vworker app.

Shift alert (Vworker)

Important information that pops up when a worker opens the client shift in the Vworker mobile app. Use this for critical details the worker needs immediately.

vAboutMe

Customise vAboutMe features for the selected client by ticking or unticking access to each feature.

Addresses tab

The Addresses tab stores additional client addresses (separate from the home address in the Details tab). These addresses flow through to Transport Runs as alternate pick-up or drop-off destinations.

To add an address, navigate to Client Profile → Addresses tab and click Add Address.

Complete the address details, add any notes, and click Save Address.

Once added, the address appears in the list. Double-click an address line to edit it, or click Delete to remove it.

To update the client’s home, postal, or billing addresses, go to the Details tab instead.

Contacts tab

The Contacts tab stores people associated with the client, such as family members, carers, or other contacts.

Click Add new contact to create a new contact or select from existing contacts.

Enter the contact details and click Create.

Once a contact has been added, double-click the entry to edit their details.

Enabling vAboutMe access

To give a client access to the vAboutMe mobile app, complete these fields in the client profile and click Save:

• Email - the client’s email address
• Web Username - the client’s email address is recommended (avoid spaces)
• Web Enabled - tick this box
• vAboutMe Enabled - tick this box

Click Send Login Details to email the client instructions on how to log in to the app.

Running into issues?

See Client management troubleshooting for common errors and fixes.

Related articles

Creating agreements for rostering

Set up agreements to enable rostering for a client

Compliance configuration

Configure compliance items for client profiles

vAboutMe app access

Set up client access to the vAboutMe mobile app

Import CSV

Import multiple client, worker, or expense records from a CSV file