Personal file

The Traceability tab shows the list of interventions that are being carried out or have been carried out with the person from various services and/or areas, through the files in which this person is linked.

From this space, you can also access any file from the various services, provided that you have the permissions that enable the professional to access this information.

When a citizen approaches social services for the first time and requests to be seen by a service professional, it is necessary, before making an appointment with the professional who will be attending to her, to create her personal profile in Hèstia.

To create the profile, you must press the “New person” button in the navigation bar located both in the search engine and in the professional agenda.

The form for creating a new file will then open, accessing directly the Basic Tab of the Personal File, where we will see several registration fields.

It should be noted that some of these fields are mandatory, while others, although not required to be registered, are important to register whenever we have the information.

The mandatory fields are the following:

• • First name and last name
  • Date of Birth : Once entered, the form automatically calculates the person's age. Depending on the age, the documentation field will be mandatory or not.
  • Documentation: this field is mandatory from the age preconfigured by each local entity. It incorporates the possibility of registering various types of documentation (NIF/NIE, Passport, DNI without Letter, etc.).
  • Municipality: This is one of the essential fields when performing a registry consultation from Hèstia. It is important to take into account that a person's belonging to a municipality determines the possibility of intervention since, depending on this information, we can either collect personal data and generate procedures for the person registered in the same municipality or not. We can also generate content in files, as long as the person's municipality coincides with that of the local entity, the professional and that of the intervention file.
  • Team: this will be the reference team for this person (by area or territory), according to the organization of the service and care.
  • Reference professional : professional responsible for developing interventions with the person (this professional must be part of the reference team).

By default, Hestia already fills in the Professional registration field.

RECOMMENDATION: although not a mandatory field, reporting the energy dependence field of people on the form can facilitate the management of their IRER with energy companies, if necessary.

The rest of the fields are optional and it is up to the organizational criteria of each Basic Area to decide which fields need to be filled in, who fills them in and at what point in the process and, although some of the fields in the basic information tab are not mandatory, professionals are recommended to fill in as many fields as possible in order to have the data available when they need it, as well as to be able to access other functionalities offered by the Hèstia service (consult services Via Oberta: Registry data, Large Family Title, Single-parent Family Title, Disability Degree, etc.).

When accessing Hèstia, when the professional identifies themselves to access with their usual username and password, they will see that they can also access the tool with a digital certificate.

If the professional accesses the Hèstia service with these credentials (username/password + digital certificate), they will be able to consult the population register and other queries that Hèstia incorporates through Via Oberta (if these queries are authorized; otherwise, you must speak to the Interoperability Manager of the ABSS entity).

The consultation in the Register is carried out from the Personal File/Basic data tab.

You will need to previously register the documentation and municipality fields in the “Consult the Registry” tab, and press the “consult” button, so that Hèstia displays the data that matches this query.

Subsequently, and if deemed appropriate, the information from the query can be transferred to the “Collection Address” tab, as well as other data available at the time of the query – name, surname, date of birth,... – . To do this, press the “Copy” button.

The collected address tab and the registry query tab may have non-coincidental data recorded, since we may be working with a citizen who lives at one address and is registered at a different one. It is the professional who decides whether to keep more than one address for the user (the official address returned by the registry query and another alternative address).

Space reserved for recording the annotations of professionals. The content of this space is not accessible to citizens in the event of exercising their ARCO rights. However, it must be taken into account that public authorities, such as the judiciary,…, in the exercise of their functions attributed to them in application of article 11.1 d) of Organic Law 15/1999, of December 13, on the protection of personal data, may request this data.

It is of great importance to have the Data Consent Form of the person(s) with whom you will work and who register for the Service.

For this reason, Hestia incorporates the “ Consent ” button, from which the user's identification data is transferred to a standardized format document (with configurable customization by ABSS), ready to print, and for the user to sign it in accordance with which he authorizes the Basic Area to use their personal data in accordance with Organic Law 15/1999, Royal Decree 1720/2007 and the LOPD.

The document is personal, therefore, if the object of intervention is either a minor or a disabled person, the document must be signed by the guardian or legal representative.

Once the professional has the data consent form signed by the user, this must be recorded in the reserved space on the Basic Data tab of the Personal File.

When a new file is opened, the user must sign the consent form.

Once the Personal File data has been entered, we will save the information collected by clicking on the Save button. The program will generate a message asking the professional if they agree to create a new file.

If the user accepts it, the file will be available to all professional users of Hestia within the same Basic Area.

In the Hèstia program, Personal Files can only have two statuses: “Active” or “Successful.” This information appears in the upper right part of the basic information window of the file.

Personal files change to “Successful” status in the event of death. This change entails the expiration of resources and the closure of files (if it is the only file linked to the file). The date of success, which will be requested after pressing the button, will be used as the closing date of all documentation related to the file.

You can reactivate a person marked as deceased, or modify the date of death, provided that it was an error. Anyone with a technician or coordinator role can manage the reactivation or modification of the date, by clicking the “Recover” button .

A personal file can only be deleted if the citizen does not have any file or appointment linked to it, and this action is restricted to the role of administrator, coordinator, or authorized technicians.

This is the tab that allows you to collect "additional" data from the user.

The program allows, in this tab, to collect information related to the person's income, employment relationship, legal situation as a newcomer, or information related to educational or health centers.

However, it is important to keep in mind that most of this data is modifiable over time, and therefore it is necessary to constantly update it (evolution and decrease in the person's income, pending or completed regrouping, evolution of the educational center, ...).

Through this tab, the professional will be able to add procedures to the user. This functionality can also be done by the professional with the role of administrative assistant.

At the same time, from the same tab you can view the list of procedures registered for a person, regardless of their status (processed, granted or denied) or whether they have been registered in the personal file or in the file(s) to which this person is linked.

To add a procedure, the professional will click on the "Add procedure" button.

A pop-up window will then open, in which you will have to select the Sector and Subsector, and subsequently the area of intervention to which the procedure is related, and the type of procedure: Own or Generalitat.

Once the procedure is selected, it will be displayed in the list of procedures, which also allows you to view or modify its status, or generate the associated document in a Word document.

The list will also show the status of the procedure (processed/granted/denied).

Hèstia also allows the procedures to be recorded in the intervention file. Therefore, in the event that this person is linked to a file, professionals are advised to record and manage the procedures from the file, in order to maintain a photo in the same space of all the intervention that is being carried out with the person.

This tab contains a list of all the appointments that the user has been involved in. Through this list, you can see the person's relationship with the service, and the professionals who have attended to them at all times.

This tab is “fed” directly and automatically from the professionals' agenda.

Collect the following information:

• date
• type of appointment (interview, accompaniment)
• status (scheduled, completed, canceled, etc.)
• professional
• sector (municipality), subsector (neighborhood), reference team
• observations

From this tab, you can make the inquiries that professionals are authorized to make, through the digital certificate, and that the Hèstia service has available.

You can find more information about the consultations in Via Oberta available in Hèstia.