Updating Next of Kin and Emergency Contacts in the Client Registration Form

Updating Next of Kin and Emergency Contacts in the Client Registration Form

Accessing the Update Form

Entering Next of Kin Information

Entering Emergency Contact Information

Additional Options

Finalizing and Viewing Changes

Viewing the Information (outside of Client Reg Form)

Updating Next of Kin and Emergency Contacts in the Yellow Toolbar

Note

Background

As of January 18 2022, Next of Kin (NOK) Information is entered in Profile EMR through the 'Client Registration Form'. Previously, it was entered in PARIS and displayed as read-only in Profile EMR. Having NOK information interface between Profile EMR and PARIS is too complex to achieve at this time, so NOK information will be entered separately in whichever system a team uses. It is important to note that NOK information entered in Profile EMR does not import to and display in PARIS, and vice versa.

As of January 29 2025, changes were made to improve access to NOK and Emergency Contacts information. Information is entered either via the Client Registration Form (by clicking on a button that launches the appropriate form), or through a hyperlink from 'NOK' in the Yellow Bar (that launches the same form).

Updating Next of Kin and Emergency Contacts in the Client Registration Form

Accessing the Update Form

1. Navigate to the Client Registration Form: Open the client’s profile in the PROFILE EMR system.
2. Locate the Next of Kin & Emergency Contacts Section:

• • Click the “Update Next of Kin & Emergency Contacts” button directly in the Client Registration form

Entering Next of Kin Information

1. Adding Next of Kin:

• • Add New Entry: Click the "New" button to add a Next of Kin. You can add multiple entries if the client has more than one Next of Kin.
  • Name: Enter the full name of the Next of Kin.
  • Relationship: Select the legal relationship of the Next of Kin to the client from the dropdown menu.
  • Phone and Email: Provide the phone number and email address of the Next of Kin.
  • Address: If necessary, fill in the street address, city, province, country, and postal code.
  • Comments: Add any relevant comments about the Next of Kin.

Entering Emergency Contact Information

1. Adding Emergency Contacts:

• • Add New Entry: Click the "New" button to add an Emergency Contact. You can add multiple emergency contacts if necessary.
  • Name: Enter the full name of the Emergency Contact.
  • Relationship: Specify the relationship of the Emergency Contact to the client.
  • Phone and Email: Provide the phone number and email address of the Emergency Contact.
  • Address: If necessary, enter the street address, city, province, country, and postal code.
  • Comments: Add any comments that could assist in an emergency.

Additional Options

1. Decline Options (select via checkbox):

• • Select "No Next of Kin" or "Decline To Answer" for Next of Kin.
  • Select "No Emergency Contact" or "Decline To Answer" for Emergency Contacts.

Finalizing and Viewing Changes

1. Saving and Returning to the form:

• • You can reorder the entries if you have more than one by selecting the contacts and clicking on arrow up or down
  • After entering the details, click “Save” to store the information and return to the Client Registration form.

• • Complete any additional updates or changes in the Client Registration form and save again to finalize all details in the client's medical record.

Viewing the Information (outside of Client Reg Form)

• Viewing Next of Kin and Emergency Contacts:
  • NOK can be viewed and verified from Alter Client > Family tab.

• • Next of Kin and Emergency Contacts information can also be viewed and verified in the "Alter Client" under the "Personal" tab.

Updating Next of Kin and Emergency Contacts in the Yellow Toolbar

If "(Ask)" appears behind the “NOK” hyperlink, this indicates that no Next of Kin or Emergency Contact information is currently entered, and you will need to add it. If "(View)" appears after the “NOK” hyperlink, information is already entered and can be viewed or edited directly from here (as described in the section above).

To access the Update Form, click on the "NOK" hyperlink in the yellow toolbar.

Note

• The emergency information and NOK from the Family History in the Clinical Summary have been removed.
• NOK will not be printed in clinical summaries and medical records printouts.
• Previous changes do not save in history.
• The Emergency Contact in the 'Contact Info' tab of the Clinical Care Plan is separate from NOK and does not interface with NOK. Emergency Contact (for example: neighbour, roommate, building manager) is meant to indicate the best person to reach in an emergency situation and may not be the same as the NOK.