For Agency Users

This page explains how to use the Vulnerable Persons Register for Agency users.

Overview

Agency users represent funded agencies and are responsible for adding and revalidating records for a vulnerable client under their care.

This guide covers two types of Agency Users:

• Agency Users - these users can add, revalidate clients and save agencies

• Agency Coordinators - in addition to the above, these users can edit an agency, add and agency users and grand coordinator privileges

The following 8 minute video shows how to use the key functions within the system:

Please note the url for the Vulnerable Persons Register has changed since the recording of this video. Please go to vpr.crisisworks.com to access the VPR.

Accessing the VPR

To access the VPR, enter the following URL into your device's web browser:

https://vpr.crisisworks.com

A login box will appear, where you can enter your email address and password.

• If you don't have a username and password, you should check whether your agency has registered.

• If your agency has not used the system before then you can register your agency, otherwise, you should consult your Agency Coordinator to obtain your login credentials.

• If you are the Agency Coordinator for your agency, you can contact your local VPR Coordinator at your council for assistance.

VPR Help and Documentation

To access the VPR:

1. Enter the following URL into your device's web browser: https://vpr.crisisworks.com

2. Select Feedback & Support in the top right hand side corner.

Location of the Feedback & Support link for help

Registering your Agency

To register your funded Agency to use the Vulnerable Persons Registers (VPR):

1. Go to http://vpr.crisisworks.com

2. On the login page, click the "register for an agency account" link.

Register link for an agency account

1. Read the policy outline and push the "Begin Registration" button

Begin registration link

1. Complete the Agency details in the Agency Registration form. Required fields are indicated with an asterisk. This will include:

• Agency Name

• Email Address - this is the general email address for your organisation.

• Website Address - optional, to be displayed on the profile page of your agency

• Summary of Services - optional, to be displayed on the profile page of the agency

• Phone Number - displayed on the profile page of the agency and may be used by those accessing the system to contact the agency directly

• Administering Local Government - nominate the primary LGA that your agency is headquartered in. This council will be responsible for supporting your agency's VPR account (password administration etc)

Agency registration form

1. Complete the Agency Coordinator section, and the optional Additional Agency Coordinator. It is mandatory to nominate at least one Agency Coordinator.

2. It is optional to nominate emergency contacts for the agency.

3. Push the Register button

4. Wait - your registration will be sent to the VPR Coordinator at your nominated council for approval. You will receive a confirmation of your registration, including an email which is sent to your nominated Agency contact email address.

Agency Registration page including example account details

Finding your VPR coordinator for support

For help and support you should first contact your VPR coordinator, this is normally the original (LGA) local government Council that approved your agency registration, even if your agency spans many LGAs. To find out who your LGA contact is:

1. Go to vpr.crisisworks.com

2. Click on the Feedback & Support link at the top right

Location of the Feedback & Support link for help

1. On the next screen, enter your email address and press search

Even if you don't have an account, the VPR will use your email domain name to find your LGA

Adding Clients to the Vulnerable Persons Register

There are two main ways to add new clients to the Vulnerable Persons Register:

1. The New Client button which appears on the top right of the screen throughout the Vulnerable Persons Register

2. The Add button which appears at the bottom of the datagrid on the "Vulnerable Persons" board

Two ways to add a new client, the New Client button (top right) and the Add button (bottom)

Show Address: If the address does not appear in the search results, try using an abbreviated road type (e.g., RD for Road, ST for Street, CR for Crescent, CT for Court, DR for Drive, PL for Place)

Existing Client Check

As clients should only be added into the system once, when adding clients, the system will check to see if any existing records match. This is done via a combination of the name, details and location.

In the event that your record closely matches existing records, you will be asked to select the closest match. It is very important to check the details to ensure that they match an that you are selecting the same person.

Confirming the right client when there are close matches or creating a new record

Confirming you have consent

If you are adding a new client record, you must have consent before the record can be added. To confirm you have obtained the signed consent form, tick the box.

Client consent confirmation

Entering Client Details

The next step is to edit the record, which allows you to complete the new vulnerable person record. Please consult the Protocols for a description on the fields, along with your requirements relating to the management of the new record.

Editing a Client record as a primary agency user

To save your edits, use the Verify Client button at the bottom of the form.

Viewing the Clients List

To view a list of clients, navigate to the Vulnerable Persons board (click on "Vulnerable Persons" in the main menu).

The list of clients that you can see will be based on your level of access.

Location of Vulnerable Persons in the main menu

You can use the filters and column sorting to refine the list of clients.

Record Status

There are two statuses for clients

1. Unverified - meaning that the accuracy of the record is uncertain

2. Verified - the record has been checked for accuracy by the agency

Viewing a Client Record

To view a client record, click on the ID or title wherever it appears in the VPR (for example, the client's list, dashboard etc).

The View Client screen will appear in read-only mode, with the details of the client including:

• Location (map) displaying the client's current address

• The client's Name, Date of Birth and Gender

• Contact details for the client

• Emergency Contacts

• Special Needs

• Managing Agencies

Client record in view mode

Editing a Client Record

Clients can only be edited from the client view screen.

To edit a client:

1. Navigate to the client (ie from the Vulnerable Persons screen)

Click on the clients name to open their record

1. On the Client profile screen, press the Edit button.

Location of the edit client button

Permissions

Edit rights are controlled by permissions:

• Primary Agencies - may update the record as they have primary responsibility for the client

• Secondary Agencies - may only update the Agency Reference. This is an internal code for the client that is specific to each managing agency, which can help you to reconcile your data in your client management database against the VPR.

A message prompt will display to inform you which type of access you have to the client record after you click the Edit button.

Fields

As a primary agency, the edit client record screen allows editing of most fields including:

• Name, Gender and Date of Birth

• Contact details

• Address - enter an address into the Address field to locate on the map using the "Show Address" button

• Agency Reference

• Status - Verified/Unverified

• Emergency Contacts - Name, Phone, Mobile, Relationship to client

• Special Needs - a series of checks including sections detailing Mobility; Equipment; Access & Security; Communications & Cognitive and an area for additional notes

• Consent Form - You can upload and attach a consent form. Note that only the consent of the Primary Agency will be visible to a VPR Coordinator, therefore it is best for the Primary Agency to upload these.

1. Fill in the electronic form and push the Update button

Location of the Update button at the bottom of the Client profile form

Revalidating Clients

Clients require re-verification from time to time in order to ensure the data is kept accurate. This process will typically be required twice a year and typically occurs in April and October.

The VPR System will tell Agency Users when clients require re-verification, by setting the status of the client record to Revalidate, and by sending an email to the Agency Coordinators. When this occurs, the agency must update the record with current data and then Verify the client record.

To revalidate a client:

1. If your Agency has clients requiring revalidation, you will see a message at the top of this screen and see clients with the status REVALIDATE.

2. Navigate to the client that requires revalidation.

Client records requiring verification and the Revalidate status

1. On the Client profile screen, press the Edit Client button.

Location of the Edit Client button on the Client profile

1. Review the client's details and ensure all information is up to date and correct. Then complete the process using the Verify Client button

   

   Location of the Verify Client button at the bottom of the Client Profile in Edit mode
2. Your client has now been revalidated and has a VERIFIED status.

   

   Verified Status indicates that the client has been Revalidated

Removing a client

Removing has two meanings in the VPR:

1. This client is still vulnerable but is no longer receiving services from your agency. Here you are removing the relationship between you and the client. This is known as "unlinking".

2. This client is no longer vulnerable. Here removing a client will remove it from the system altogether.

To remove a client when the client is no longer vulnerable:

1. Navigate to the Client screen and use the Edit button.

2. Use the Remove button at the bottom of the form

Location of Remove client button

1. Depending on your relationship with the client, the removal screen will offer different options. As a Primary Agency, who wishes to remove the Client from the VPR, as they are no longer vulnerable, select the second option as shown below.

   

   Removing a client screen

2. Selecting this option will result in a number of removal reasons to appear. You must select a removal reason and then acknowledge(tick) the confirmation statement.

   

   Fields to specify a reason for client removal
3. Use the Remove from Register button to process the removal request.

Changing which agency is the Primary Agency

When multiple agencies have a relationship with a client, it is possible for agencies to change which agency is the Primary Agency.

As the Primary Agency

If you are the Primary Agency:

1. View the client record

2. Use the Edit Client button to enter Edit mode

3. Use the Remove button

4. Select the reason "This client is still vulnerable but is no longer receiving services from this agency"

5. You can then select the secondary agency that should become the primary

6. Use the Submit button to process the change of agency

All agencies and the VPR Coordinator will be notified of the change.

As the Secondary Agency

If you are a Secondary Agency then contact the Primary Agency or the VPR Coordinator to have the client reassigned to you.

Transferring the Clients Agency

When a client only has one agency, if you wish to transfer them to another Agency it is similar to the previous section (on changing the primary agency).

We recommend this process:

1. Ask the New agency to add the same client to their VPR list. (This will add the client as a secondary agency for them)

2. Wait until this is done. You know it has been done if you can see the secondary agency listed.

3. Have the original agency remove this client after this is done. (This will automatically promote the secondary agency to become the primary agency)

Doing it in this order will insure that the client is always on the VPR list at all times.

As the Primary Agency

If you are the Primary Agency:

1. View the client record

2. Use the Edit Client button to enter Edit mode

3. Use the Remove button

4. Select the reason "This client is still vulnerable but is no longer receiving services from this agency"

5. You can then select the secondary agency that should become the primary

6. Use the Submit button to process the transfer