How to Use the Client List in ElderSuite

📝 Overview

The Client List is the window you work from all day in ElderSuite. Its title bar says Clients, but everyone calls it the Client List, after the button that opens it. Client names run down the left side, and a Client Information panel on the right shows the selected client’s key details, intake paperwork, authorization status, alerts, documents, notes, and tasks.

The window itself is read-only. The only thing you type into is the Find box. Every change happens in the windows the Client List opens, such as Client Information, Client Note, and Client Documents, and the list reloads itself after you save there. For where the Client List fits among the other Client Center tools, see the ElderSuite Client Center Overview.

⚙ How It Works

Open the Client List

The Client List opens by itself as soon as you sign in, so it’s usually already open as the Clients tab in the main ElderSuite window. If you can’t see it, click Client Center on the main menu, then click Client List on the Client Center activity panel.

If the window is already open, clicking Client List just brings it to the front, and nothing is reloaded or lost. The button has no permission check, so anyone who can open the Client Center can open the list.

The Clients tab has no close button. The Client List stays open the whole time you’re signed in, so you can always get back to it by clicking its tab.

Find a Client

The Client List gives you two ways to find a client, and they work differently.

• Type to jump. Click any row so the list has focus (it already does when the window opens) and start typing the client’s name. The list jumps to the first client whose name matches. The list doesn’t narrow.
• Search with the Find box. Type part of a name or any other detail into the Find box at the top left of the list, then click the magnifying-glass button beside it. The list narrows to clients whose record contains that text anywhere, not just in the name. You can find a client by street, ZIP code, part of an email address, or another detail on their record.

The Find box accepts up to 25 characters, and only letters, numbers, and spaces. Punctuation, symbols, and dashes are dropped as you type, so you can’t search for them. A search needs at least one letter or number, or nothing happens.

While a search is running, the button shows a delete picture. Click it again to clear the search and bring the full list back.

Show Inactive Clients With the View Dropdown

The View: dropdown at the top right of the list has two choices:

• Active Clients lists only clients who aren’t marked Inactive.
• All Clients lists everyone. An extra unlabeled first column appears to mark which clients are inactive.

The filter reads one thing only: the Inactive checkbox at the top right of the client’s Client Information window, level with the client’s name. It doesn’t look at the Start Date, the Withdrawal Date, attendance, authorization, or payment type.

When a client seems to have disappeared, the usual reason is that they’re marked Inactive and the list is showing Active Clients. Switch View: to All Clients and they come back, along with all of their past records. Making a client Inactive loses no data, and you don’t need to reactivate a client to see their records.

If View: seems to do nothing, check the Find box. While it holds text, changing the view is ignored so your search isn’t thrown away. Clear the search first, then change the view.

Windows that list clients for assessments and forms have their own View: dropdown that works the same way, so an older form that seems missing usually needs All Clients there too.

Read the Client Information Panel

Select a client on the left, and the panel on the right shows that client’s details. Everything here is read-only; you make changes on the client’s own record.

• Name, date of birth, address, contact details, photo, and Payment Type. A client with no payment type shows None.
• The E-mail link opens your computer’s email program with a new message addressed to the client. It doesn’t work with web mail that you use in a browser; you get a Mail Client Not Found message instead.
• The authorization status, at the top right of the panel. It reads Authorization Expired on the authorization date and after, Authorization Expires in [n] Days before then (in red when 30 days or fewer remain), or Unknown Authorization Expiration Date when no date is on the record. It’s hidden when the client has no payment type and for some payment types, so a missing indicator doesn’t mean the authorization is fine; the indicator just doesn’t apply. See How to Manage Client Authorizations in ElderSuite.
• The Intake Check List: Case Information, Health Assessment & Service Plan, Physician’s Order, Meal Application, and Social History Assessment. A check mark means that record is on file for the client. You can’t check or clear these by hand.
• Alerts, shown in bold red so they’re read before work starts. Alerts are entered on the client’s record; see How to Record Client Allergies, Alerts, and Advanced Directives in ElderSuite.
• The Documents, Notes, and Tasks tabs at the bottom. Double-click a row to open that document, note, or task. PDFs open in the ElderSuite Document Viewer; see How to Use the Document Viewer in ElderSuite.

Work From the Toolbar

The toolbar across the top opens the windows where the work happens:

• Add Client opens Client Information ready for a new client.
• Edit Client opens the selected client’s record. Double-clicking the client’s row does the same.
• Add Document opens Client Documents for the selected client. See How to Manage Client Documents in ElderSuite.
• Add Note opens Client Note for a new note on the selected client. See How to Write Client Notes in ElderSuite.
• Add Task opens Client Task for a new task on the selected client. To work through the open tasks for every client in one place, see How to Manage Tasks in ElderSuite.
• Export Client Records opens the export window.

There’s no delete button on the Client List; deleting happens from the client’s own record and can’t be undone. When a client leaves, ElderSuite recommends marking them Inactive instead, which keeps their history. For both, see How to Add a Client in ElderSuite.

Keep the List Up to Date

While the Client List is open, ElderSuite checks regularly whether another computer has changed the client records. If it has, the list refreshes on its own and keeps you on the row you were on. To reload right away, click Refresh at the bottom right of the list.

If there’s no Internet connection, the refresh stops and a No Internet Connection notice appears at the bottom right of the screen. The list keeps what it last loaded. Check this computer’s Wi-Fi or network cable, then click Refresh again.

Get a List of Clients Out of ElderSuite

There’s no Print button on the Client List. There are two other ways to get your clients out of ElderSuite:

• For a printed list, run the Client Roster from the Report Center. See How to Print the Client Roster in ElderSuite.
• For a spreadsheet, click Export Client Records on the Client List toolbar. See How to Export Client Records in ElderSuite.

The Client List and Daily Rosters Use Different Rules

The Client List asks whether a client is marked Inactive now. Attendance & Transportation Records and Meal Records ask whether the client was enrolled on that date, based on the Start Date and Withdrawal Date on the client’s record. They ignore the Inactive checkbox completely.

So:

• A client marked Inactive with no Withdrawal Date disappears from the Client List but keeps appearing on the daily attendance and meal rosters.
• A client missing from a day’s attendance won’t come back by unchecking Inactive. Check the client’s admission dates instead.

For how admission dates and Inactive work together, see How to Add a Client in ElderSuite. For recording the day itself, see How to Record Attendance and Transportation Times in ElderSuite.

When a Button Doesn’t Respond

• Grayed-out buttons. For Limited Access users, each toolbar button needs its own permission on the employee record in the Provider Center, which an administrator grants. Add Client and Edit Client need Edit Clients, Add Document needs Manage Client Documents, Add Note needs Edit Notes, Add Task needs Manage Client Tasks, and Export Client Records needs Export Client Information.
• Buttons that do nothing. Edit Client, Add Document, Add Note, and Add Task need a client row to work on. Select a client first.
• The list reloads when you click. If the list hadn’t loaded properly, usually because of a connection problem, ElderSuite runs Refresh for you instead of showing an error. Try the button again once the list has reloaded.

⚠ View Resets to Active Clients Each Time You Sign In

The View: dropdown starts on Active Clients each time you sign in. Your All Clients choice isn’t remembered from one session to the next. If a client you found yesterday seems to be gone today, switch View: back to All Clients before assuming anything was deleted.

💡 Need More Help?

For step-by-step instructions, click Ask Eddie from within ElderSuite.