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- It is important to keep client records in a verified state as much as possible.
- Once a client is removed, it is archived and cannot be reinstated.
- The Police will see all clients except those that are removed. The unverified status will indicate to them that the client record may not be accurate.
Primary and Secondary Agencies
A client will often have a relationship with multiple agencies at once, so in order to prevent duplication, the system provides a way for agencies to share a pre-existing client record. When multiple agencies share a single client, one agency will take the role of the Primary Agency, and the other agencies will become Secondary Agencies.
Although all agencies have an equal responsibility to assess the client and obtain a signed privacy consent form, the Primary Agency is the only agency that can input the client's Emergency Considerations. Additionally, the client's overall verification status is dependant on the Primary Agency's verification.
- When an agency enters a new client, a duplicate check is performed and a list of possible duplicate records will be presented to the agency user. If the client is listed, then the agency will link to that existing record and become a Secondary Agency. If no duplicates exist, the agency will be the client's Primary Agency.
- It is possible for agencies to change the primary agency.
- Secondary Agencies can unlink their agency from the client without removing the client from the register.
- Primary Agencies can both unlink their agency from the client, and remove the client permanently from the register.
- If a Primary Agency unlinks their agency from a client, the system will select and promote a Secondary Agency into the role of Primary Agency. If no other agencies exist, the client is referred to the VPR Coordinator for review.
For more information, agency users should consult the For Agencies section of the manual.