How to create a Shared Contact record

Shared Contacts are any organisations or professionals that multiple Clients are associated with. This may include the Client's NDIS Support Coordinator, their NDIS Financial Plan Manager, their GP or any medical professionals or organisations that support the Client e.g. their Physio, or any other professional that your organisation may need to liaise with.

When an organisation or professional is associated with multiple Clients, we recommend setting them up as a Shared Contact in SupportAbility. Creating a Shared Contact record allows the one Shared Contact to be linked to each of the related Client records. 

Any Staff Member can create or edit a Shared Contact record, however, only those Staff who have been granted the 'Delete Records' privilege in their Staff Account are able to delete a Shared Contact record if required. 

Audience: All


Summary

The following list summarises the content of this article. Click on the links below to take you to the relevant sections:


Who can create a Shared Contact record?

All Staff Members can create a Shared Contact record by selecting the + add icon next to the Shared Contact Search: 

It is important to know that as soon as the + Add a Shared Contact button is selected in the confirmation window, a new record has been created. Therefore, if the Shared Contact details are not completed and saved following the record being created, you may notice multiple 'New Contact' records in the Shared Contact Search results: 

These records can be repurposed as required prior to adding another new Shared Contact record, or cleaned up by someone with the 'Delete Records' privilege at your organisation. 

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How to create a Shared Contact record

To create a Shared Contact record select the + add icon next to the Shared Contact Search: 

A confirmation window will appear to confirm you wish to create a new record by selecting the + Add a Shared Contact button:

Once selected, the new record has been created: 

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Shared Contact Details

When a new Shared Contact record has been created as per the screenshot above, 'New Contact' is listed in the Company Name, the Status of the record is 'Active' by default and the 'Type' of Shared Contact is set to 'Contact' by default. The 'State' is prepopulated based on the default State configured for your organisation in System Preferences, the associated Staff Member is set to the person who created the Shared Contact record and the 'Initial Contact Date' is set to the date the record is created. 

All fields in the Shared Contact record are optional, however, at a minimum, we recommend updating the Company Name and adding the relevant contact details, such as Address, Phone Number, Mobile (where relevant), Email Address and Primary Contact if there is a specific preferred individual to liaise with. You may wish to update the Shared Contact 'Type' and 'Service Type' where this is relevant, as the options available to select from are based on a configurable List and may be used in the Shared Contact Search to search for specific Shared Contact records of that Type or Service Type. 

More information regarding Financials has been outlined below. Venue and Activity Details can be used for Shared Contacts that are used to host a particular Activity. However, it is important to note that this was designed a long time ago and Shared Contacts in SupportAbility are not commonly used to manage venues any longer. 

The Notes field can be utilised to add any specific notes relevant for others to know about the Shared Contact as required. 

Remember to select 'Save Shared Contact' to save the record. 

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Financials

Additional settings are available in this section, to indicate whether or not the Shared Contact is a specific type of provider that needs to be Invoiced or that External Invoices are received from, as well as fields to record the relevant identifiers to match with an organisation's financial system: 

  • NDIS Office - ticking this option allows Staff Members to utilise the
  • NDIS Financial Plan Management - indicates the Shared Contact is an NDIS Plan Manager. This must be configured in order for the FPM to be available to select in NDIS Direct Funding records
  • NDIS Service Provider - indicates the Shared Contact is an NDIS Service Provider. This must be configured in order for the Service Provider to be available to add in the Client's FPM tab where any External Invoices received can be entered for financial processing.
    • N.B. This is relevant for providers of Financial Plan Management Services only
  • Financial Plan Management - indicates the Shared Contact is a financial intermediary that is required for Non-NDIS Funding only. This must be configured in order for the Debtor to be available to select in Non-NDIS Funding records
  • Debtor ID - populates in the Accounts Receivable Invoices generated for Client's for the Direct Services delivered when the Shared Contact is configured as the FPM or Debtor
  • Creditor ID - populates in the Accounts Payable Invoices generated for Client's for any External Invoices received when the Shared Contact is is an NDIS Service Provider the Client receiving Plan Management Services engages with
    • N.B. This is relevant for providers of Financial Plan Management Services only

For example, if you wish to create an NDIS Plan Management Shared Contact record, the NDIS Financial Plan Management setting must be selected: 

In order for this to be available to select from in the Client's NDIS Direct Funding record. 

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Linking a Shared Contact in the Client record

Once this has been created, the Shared Contact can be linked in the relevant Client records: 

Please see the How to add or update Personal Contacts and link Shared Contacts in the Client Contacts tab article for more information, linked below for reference. 

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