Clients Page

Adding A New Client:

 

Users can choose from two methods to add a new client to their account. The first option is to use the booking platform form, which allows for individual client entries. The second option involves uploading a CSV file using our provided template, a method that is particularly useful for adding multiple clients at once.

 

 

Bulk CSV Import:

 

For the CSV import method, the user will need to first create a CSV file and paste in our column headers provided in the "ADD FROM CSV" page as shown below.

 

 

After the data has been added to the CSV file, the user can then save, and upload as shown in the screenshot above.

 

Add Client Page:

 

In most cases, users will be adding clients to the account on an individual basis, this can be actioned from the Add Client page accessed in the menu sidebar under Clients.

This is standard form where the user will need to fill out all relevant client information.

Please see below the required fields to create a new client profile.

• Region
• Locality
• Provider
• Given Name
• Family Name
• Payment Method 
  
  

It is important to note that the fields listed above are essential for establishing a client profile. To ensure precise DEX reporting, additional information will need to be included on the clients Full Profile page. Furthermore, before any trips can be scheduled for this client, a funding source must also be assigned to their profile.

Client Summary Page

The Client Summary Page offers a streamlined snapshot of a client’s profile, allowing users to quickly reference key details and manage bookings without navigating through the full client profile. It’s designed for operational efficiency, ideal for situations where frontline staff or schedulers need a quick overview to make timely decisions.

At the top of the page, users will find high-level personal information such as the client’s name, status, street address, and contact details. Important operational data is also presented clearly, this includes the number of active funding sources and assigned attendants, as well as any custom notes or client requirements that may influence service delivery.

Below the profile summary, the page provides two sections: Future Indirect Trips and Future Bookings. These display upcoming transport services and recurring trip patterns with source, destination, date/time, and purpose details.

At the bottom of the page, a collapsible form allows users to quickly add new bookings. For a comprehensive guide on this process, please refer to the Client Bookings article.

Full Profile Page

 

The Full Profile page provides an in-depth view of a client’s information within the Orcoda Booking System. It includes a detailed overview of personal details, administrative settings, and transportation preferences. Users can easily access the Full Profile from the Client Summary page by clicking on "Full Profile" located at the top of the page, as illustrated below.

The Client Details section of the Full Profile page offers a complete and editable record of a client’s personal information, going beyond what's available on the Client Summary page.

The user can edit these details by selecting "Edit Client" at the top of the page.

The Carers section within the Full Client Profile allows users to add a carer to a client's record via the "Add Carer" form.

This form captures key details such as the carer’s given and family names, mobility requirements, gender, date of birth, phone number, and full address.

Once added, carers become associated with the client’s profile and are readily accessible when making future bookings, simplifying the process of assigning support personnel to transport services where needed. This improves continuity of care while reducing the need to re-enter carer information for each trip.

 

The Mobility Requirements section allows users to define specific mobility needs for individual clients, ensuring that transport arrangements align with their physical support needs.

 

 

Users can assign one or more mobility requirements based on travel purpose, giving the system flexibility to accommodate real world scenarios. For example, a client may generally require a Walking Frame (WF) for daily travel but prefer to use a shopping trolley when attending shopping related outings. In this case, the user would assign the Free Mobility (FM) code to the “Shopping” purpose, while retaining Walking Frame (WF) for “All” other purposes. 

 

The MDS Details section captures the minimum data set required for DEX (Data Exchange) reporting, which supports compliance with government-funded community transport programs. This area displays the current completeness level of the client’s reporting data using a progress percentage.

To update or finalise this information, users can select the Edit MDS button, this will direct them to the Edit MDS page, where all DEX-mandated fields can be entered or modified.

The Funding Sources section in the Full Client Profile allows users to manage and assign funding types that apply to the client’s transport services.

 

 

Each entry includes attributes such as the funding name, applicable purpose, funding code, notes, and an "Active" status indicator. Users can add new entries via the Add Funding Source link, enabling support for multiple funding streams. For example, different purposes (e.g. Health or Social) can be tied to specific funding types.

The Attendants section allows you to add individuals such as friends, family members, or informal companions who may travel with the client. Unlike carers, attendants don’t require a street address. Basic info like name, suburb, and mobility needs is recorded for easy selection during bookings.

 

The Indirect Trips section is used to display third-party transport services booked outside of the Orcoda system, such as taxis, rideshare, or external community transport. This helps maintain a complete service history for the client and supports accurate reporting and reimbursement tracking for non Orcoda managed trips.

 

 

Indirect Trips are recorded from the client booking form on the Client Summary page as shown below.

 

The Existing Bookings tile in the Full Client Profile displays the client’s next few upcoming trips at a glance, including key details like purpose, pickup time, and destination. To view the full booking history or all scheduled trips, users can select “See all existing bookings” to expand the list.

 

 

The Existing Routes section displays all recurring booking routes assigned to the client. Each route includes details like pickup and drop-off locations, recurrence day, and associated bookings. If a recurring booking needs to be updated across all future instances, the change must be made here in the existing route by selecting it. To update just one occurrence, the edit can be made directly within that individual booking in the existing bookings tile or the bookings page.

 

 

The Documents section allows users to upload and manage files linked to a client's profile, such as care plans, consent forms, or support documentation. By selecting Add Document, users can attach a file and include relevant notes to provide context. Once uploaded, each entry displays the date added, document name, any notes, and an option to download. This helps maintain a centralised record of important client documents for reference or compliance needs.