Contacts can be added using the Create button on the top navigation bar, as well as from Search. Review Adding a New Provider from Search for more details.
NOTE: You must have at least Enabled and Add permissions to Provider > Provider Tab to add a Contact. To modify a saved Conact, you must have Modify permissions. If you have Enabled permissions without Modify, the Contact can still be viewed but changes cannot be made.
If Modify Provider is enabled but Modify Party is disabled, the Provider can still be changed. If the Contact is neither a Party nor a Provider, you must have either Party or Provider permissions to create, modify, or delete.
To add a new contact:
Click the Create button on the top navigation bar.
Select the Contact option.
On the New Contact message, choose if they are a person or company.
Click Yes if the contact is a person.
Click No if the contact is a company or other entity.
Click Cancel to abort the add contact process.
4. A Creating new Contact tab will display when either the Person or Company option is selected. Enter the following fields to save the contact and access the additional tabs.
To add a picture, click the silhouette to open a browse window for image files on your computer.
Basic Information
Full Name – Click the edit icon to display the Name Details window. Complete the fields and click the Save button. The entered details will populate in the field.
NOTE: This field shows Company as a text field when the contact is a Company.
• Prefix – Select the applicable prefix from the dropdown. Prefixes are created in the Prefix Mini Directory.
• First – Enter the contact's first name. Up to 100 characters can be entered.
• Middle – Enter the contact's middle name. Up to 50 characters can be entered.
• Last – Enter the contact's last name. This field is required in order to add the new contact. Up to 100 characters can be entered.
• Suffix – Select the applicable suffix from the dropdown. Suffixes are created in the Suffix Mini Directory.
AKA Name – This field displays "also known as" information, such as a nickname, maiden name or alias. The AKA name is also included in the name search. Click the edit icon to enter information on the AKA Details window.
NOTE: The AKA Details window is only applicable for Person. For Contact – Company, AKA is a text field.
• AKA First – Enter the AKA First name, if applicable. Up to 50 characters can be entered.
• AKA Last – Enter the AKA Last name, if applicable. Up to 200 characters can be entered.
Gender – Select the appropriate gender (Unknown, Male, Female) from the dropdown for Person only.
SSN – Enter the nine-digit Social Security Number for Person only. Unique SSN numbers are no longer enforced. Neos will warn that a duplicate was found but allow you to save. Click the Show me text to display a side pane of contacts that have the same SSN.
Date of Birth – Enter the month, date, and year of birth or use the calendar icon to select a date for Person only.
Deceased – If the contact is deceased, select the check box to enable the Date of Death field.
Date of Death – Enter the month, date, and year of death, or use the calendar icon to select a date for Person only. This field is disabled until the Deceased check box is selected.
Language – Use the dropdown to select the contact's language. This field is present for Person only. English is the default for all new contacts. The Language field can be added to Advanced Search queries on Parties, Providers, and Names as a filter and/or column. Language can also be added to the Intake Layout Manager as a Party field.
Provider
When the Provider checkbox is selected, the following fields will display. After the Provider Role is selected and saved, the Provider Associations, Notes, and Documents Tabs will be enabled.
Provider Role – Select the Provider Role from the dropdown. This is a required field. Roles are created in the Provider Roles Mini Directory.
Provider Specialty – Select the specialties for this Provider. Specialties are created in the Provider Specialties Mini Directory.
Expert? – Select if the Provider is an expert (?, N/A, No, Yes) from the dropdown.
Vendor ID – Enter the vendor identification number, if applicable. Up to 25 characters can be entered.
Job Title – Enter the Provider's job title. Up to 50 characters can be entered.
Additional
Federal ID – Enter the nine-digit federal identification number, if applicable. Unique FIN numbers are no longer enforced. Neos will warn that a duplicate was found but allow you to save.
Bar Number – Enter the bar number, if applicable. Up to 25 characters can be entered.
Alternate ID – Enter up to 255 characters for internal use or when importing data. This field is available as an option in the Intake Layout Manager and can be utilized in Advanced Search as a criterion and a column.
Tags – Use the dropdown menu to select one or more tags from the Tags Mini Directory. Contacts can be located using their associated Tags within the Contacts Tab of a Case and global Contacts.
Refer to the Party Tab for details on adding, modifying, and deleting a Phone Number, Online Account, Email, and Address.
If a layout has been created for a specific Provider Role, user-defined fields will display at the bottom in the User Defined section. Fill in the fields as applicable.
5. Click the Save button to save the new Provider. Once saved, their Full Name (excluding Suffix) or Company name will populate on the tab in Neos. The additional contact tabs will now be available.