Module 9: Communications & Tools

The Messaging module sends confidential messages between specific HIFIS users. Messages are like internal email — only visible to the sender and recipients. Unread message counts appear next to Messaging in the Communications menu.

How to Compose a Message

1. From the Communications menu, select Messaging.
2. Click Add Message.
3. Select the users to whom the message will be sent, or use a mailing list if applicable.
4. Select the priority level.
5. If the message is about a client, search for the client in the Regarding field.
6. Confirm the delivery date (defaults to today). Change manually if needed.
7. Enter the subject and message content.
8. Click Send.

How to Reply to a Message

1. From the Inbox tab on the Messaging List, click the message subject to open it.
2. Click Reply (to reply to sender), Reply All (to reply to all recipients), or Forward (to forward to another user).
3. Confirm or update the recipient, priority, subject, and delivery date fields.
4. Enter your reply in the Content field and click Reply.

The Bulletins module is an electronic bulletin board for broadcasting important information to all staff at selected service providers. Bulletins are displayed automatically on login and remain visible until a user views and acknowledges them.

How to View and Acknowledge a Bulletin

1. From the Communications menu, select Bulletins.
2. Click Display to read the bulletin content.
3. Click Close when done reading.
4. Back on the Bulletin List, click Delete to remove it from your list.

How to Create a Bulletin

1. From the Communications menu → Bulletins, click Add Bulletin.
2. Enter the subject and select the priority.
3. If the bulletin concerns a specific client, search for and add them in the Client Name field.
4. If applicable, select the user in the Requested By field on whose behalf the bulletin is created.
5. Select which service providers can view the bulletin.
6. Confirm start and end dates for the bulletin.
7. Enter the bulletin's message content.
8. Click Save to save for selected providers, or Send To All Providers to send to all service providers.

The Broadcast module sends an immediate message to all logged-in users at that moment. Broadcasts appear as an orange notification in the top right corner. The notification is also visible to users who were not logged in at the time, for up to two hours after being sent.

Use broadcasts for urgent announcements, such as an imminent system shutdown or an emergency at the shelter. Note: Broadcast messages are not saved in HIFIS.

How to Send a Broadcast Message

1. From the Communications menu, select Broadcast.
2. Enter a subject if applicable.
3. Enter the content of your message in the Message field.
4. Click Send. All logged-in users immediately receive the orange pop-up notification.

Directory of Services

The Directory of Services records the location and contact information for external places used across HIFIS modules (pharmacies for Medication records, schools for Education records, etc.). Records here populate the Referred From and Referred To fields found throughout HIFIS.

How to Add a Place

1. From the Front Desk menu, select Directory of Services.
2. Click Add Place.
3. Enter the place name, select the type of place, and indicate services offered.
4. Indicate if the place is active and if clients can be referred from/to this place.
5. Add contact information, address, Country, and Geographic Region.
6. Click Save.

People

The People module records contact information for individuals who don't work at your service provider but are linked to clients — e.g. landlords, physicians, contractors. People records are referenced in Contacts, Medication (prescriber), Housing Units (contractor), and other modules.

How to Add a People Record

1. From the Front Desk menu, select People.
2. Click Add Person.
3. Enter the person's last name, first name, and middle name if applicable.
4. Select their gender, enter aliases, and indicate if their date of birth is verified.
5. Select the person's role(s) and indicate if the record is active.
6. Click Save.

Additional information — address, contact info, vehicles, and profile picture — can be added from the Person's profile page using the Person Information menu and Contact Info tab.

The Reports module generates, edits, and uploads Crystal Reports from HIFIS data. Reports are found in the Reports Manager under the Reports menu and can be standard (built-in HIFIS reports), custom, or archived.

How to Generate a Report

1. From the Reports menu, select Reports Manager.
2. Locate the desired report (check the HIFIS Reports, Custom Reports, and Archived Reports tabs).
3. Click Run Report.
4. On the Report Generator page, complete the required parameters (date ranges, filters, etc.).
5. Click Run Report.
6. From the Report Display page, use Export this report to download it, or Print this report to print.

How to Upload a Custom Report

1. From the Reports Manager, select the Add Report tab.
2. Enter the report name, description, category, and applicable service providers.
3. Click Choose File, select your report file, and click Upload.

A client's record can be searched at any time using the Client Search field at the top right of every page in HIFIS.

1. Enter some or all of the client's name, alias, or client ID in the Client Search field at the top right.
2. Click the Search button (magnifying glass icon) or press Enter.
3. If applicable, filter the results by Client State using the Active, Inactive, Deceased, and Archived filters above the list.