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How to add an Individual

How to Add an Individual Overview

All users

Every service an Individual receives, and every dollar billed for it, depends on an accurate Individual record existing in SETWorks first. The Add an Individual screen is where staff create that record, capturing the identifying, demographic, medical, and disability information that downstream scheduling, documentation, EVV, and billing all rely on as the single source of truth. Getting these details right at intake reduces rework later and keeps the record ready for review by funders and auditors.

Note: First Name and Last Name are the only required fields on the Add Individual window. You can save the record with just those two fields filled in, but you should complete the rest of the Individual Information as soon as it’s known so scheduling, EVV, and billing all have accurate data to work from.

ℹ️ Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

Before you start

You’ll need permission to create Individual records in SETWorks. If the new Individual will be linked to a specific Department or Funding Source, confirm those are already set up before you begin.

Steps
  1. In the left-hand menu, click Individuals
  2. Click the Create button
  3. Complete the required fields:
    1. (Optional) Fill in additional details.
  4. Click Save

            Once saved, the individual will appear in your Individuals Index and can be searched for.

            Frequently Asked Questions

            What information is required to add an Individual? Only First Name and Last Name are required to save a new Individual record. You can fill in the remaining details, such as Date of Birth, Gender, and Medical Information, at any time after the record is created.

            How can I check whether an Individual already exists before creating a new one? On the Individuals page, use the Department, Service, Expiration Status, and Gender filters, or search by First Name and Last Name, to look for an existing record before clicking Create.

            Can I edit an Individual’s information after saving? Yes. Click View next to the Individual’s row on the Individuals page to reopen the record and update any field.

            What does the Status field control? The Active Individual status indicates whether the record is currently active in SETWorks. Check with your administrator on how your organization uses this field, since it may affect availability for scheduling or billing.