Archives: Support Portal

Occasionally, a Client Record will be created in error. When a Client Record has been created by accident or is an unwanted duplicate, you may want to archive the Client Record. Archived Client Records DO NOT count towards screening totals and site/sponsor reports. Do not archive a Client Record with valid data.

Archiving a Client Record removes it from the Client Record page, the Client Profile, and all subsequent reporting.

You may restore an archived record at any point in time without any data loss.

To learn more about archiving client records, visit When and how do I archive a Client Record? 

Client Records will be synced to the Data Hub as soon as data/internet connectivity is available. Please make sure your device has a stable internet connection and good signal, then open the Apex App. The Client Records will automatically sync. 

To complete a Provider Review, first locate the Client Record in the SBHC Data Hub.

Open the menu by clicking on the three orange bars on the right. Select Take.

Scroll down the domain tree menu on the left side of the page. Near the bottom of the tree, select Provider Review to begin the process.

Please note that the Provider Review typically has two sections: Provider Actions and Provider Signatures.

Complete all questions and sections of the Provider Review. Click Save and Exit to submit the review and mark the record as Complete.

To learn more about the Provider Review, please visit Apex SBHC Data Hub - Provider Reviews 

To complete a Provider Review, first locate the Client Record in the SBHC Data Hub.

Open the menu by clicking on the three orange bars on the right. Select Take.

Scroll down the domain tree menu on the left side of the page. Near the bottom of the tree, select Provider Review to begin the process.

Please note that the Provider Review typically has two sections: Provider Actions and Provider Signatures.

Complete all questions and sections of the Provider Review. Click Save and Exit to submit the review and mark the record as Complete.

To learn more about the Provider Review, please visit Apex SBHC Data Hub - Provider Reviews 

To view Client Record Reports, first locate the Client Record in the SBHC Data Hub.

Open the menu by clicking on the three orange bars on the right. Select View Report.

For more detailed information, please visit Apex SBHC Data Hub - Access and Download Client Record Reports 

The SBHC Data Hub allows users to send screening links to a client’s phone or email, allowing them to complete screening on their own devices. NOTE: Screenings administered via either the Apex App or SBHC Data Hub can be associated with a Client Profile or can be administered anonymously.

• Learn more about screening clients using the Apex SBHC Data Hub: Apex SBHC Data Hub - Screening Clients
• Learn more about anonymous client screening: Apex Data - Anonymous Surveys 

To request a user account, please email support@apexeval.org or submit a ticket and include the following:

• The account owner's first and last name.
• The account owner’s email address.
• A list of sites the account owner will be accessing.
• The desired permission level/role for the account. If you are unsure, please indicate the type of work the account owner will be performing.

For more information, please visit Request a New User Account 

There are several different levels of access for SBHC Data Hub users:

Read Only View groups View records View + Download + Add new exports

Group Member View own + Edit own user View groups View + Edit/ Take records View + Download + Add new exports

Client Admin View + Edit + Add New client profiles View + Edit + Add New + Finalize + Archive/Restore client records

Group Manager View users View + Edit groups View + Download pdf forms View + Edit/ Take + Finalize + Archive/Restore records View + Download + Add new exports View + Edit + Add New client profiles View + Edit + Add New + Finalize + Archive/Restore client records 

Navigate to the SBHC Data Hub and log in by entering your account information.

Upon logging in, the system will prompt two-factor authentication set up with the option to receive your code by email or text message.

Once a selection is made for the first time, the system will open a new window for you to enter the desired contact information. Each login afterwards will use that contact info to complete the authentication process.

For more information, see Apex SBHC Data Hub – 2FA Logging In 

Navigate to the Apex SBHC Data Hub.

From the Log In page, enter your email address and password and click Log In.

Please note that the email address and password fields are case sensitive.

If you need an account created, please have your site manager contact us at support@apexeval.org and provide your name, email, and work site(s) to which you need access.

To reset a forgotten password, click Forgot Your Password? at the log in screen.

A new page will open. Enter your email address and click SEND ME RESET PASSWORD INSTRUCTIONS.

A link to reset your password will be emailed to you.
 

If you encounter a random issue on the Apex App, some basic troubleshooting steps may resolve the problem.

Firstly, make sure your Apex App is up to date. Update the App if your device is not running the most current version.

Secondly, updating the downloaded forms often fixes many random issues as well.
 

Yes! After the initial login and after forms have been downloaded, the Apex App may be used for screening even without internet access.

Please note that it is STRONGLY RECOMMENDED that the device is regularly connected to the internet in order to ensure that all Client Records are able to sync with the Data Hub. Please make sure your device has a stable internet connection and good signal, then open the Apex App. The Client Records will automatically sync. 

Client Records are only visible on the devices on which they were completed and in the Data Hub online. Please doublecheck that the device on which you are trying to view the Client Record is the same physical device as the one that was used to screen the client.

Please also note that the Apex App is not intended for long-term storage of Client Records and older Client Records may occasionally be cleared from the device when basic device maintenance and updates are performed. However, all records are safely synced with the Data Hub when the device is connected to the internet and these synced Client Records are stored indefinitely.
 

If you cannot find an existing client in the Apex App when trying to administer a screening, there may be an easy fix.

Firstly, check that you are logged into the app under the correct group. Client information is restricted to their group/site. If you are looking at the wrong group/site, your client my not appear in the list. (insert instructions here)

Secondly, check that the internet/data connectivity on the device is good. If the client was created in the system after the last time the device connected to the Apex Data System, the client information may not yet have been downloaded to the app.

Client Records will be synced to the Data Hub as soon as data/internet connectivity is available. Please make sure your device has a stable internet connection and good signal, then open the Apex App. The Client Records will automatically sync. 

1. The first time you log into the Apex App, your device must be connected to the internet. This is necessary to validate your username/email and password with the Apex Data System.
1. After the initial login and after forms have been downloaded, the Apex App may be used for screening even without internet access.
2. Your Apex App and SBHC Data Hub username/email and password are the same. Both your email address and password are case sensitive. Please make sure that you have entered both correctly, including the correct letter case.
1. Please note that most email addresses/usernames are all lowercase. 

Open the Apex Data App. Sign in by choosing your profile and entering your PIN.

Select the gear icon at top right.

Click on Form Management at the bottom of the screen.

Select the screening tool to be updated, then click the Download icon to download the form, or click the Update icon to update the form.

The screening tool will sync and update to the latest version. Repeat this process for all desired screening tools to ensure forms are up to date.
 

For detailed instructions on how to download the Apex App to both Apple and Android devices, please visit Downloading the Apex Data App 

The Apex Data App allows for kiosk style screening directly on your tablet or other mobile device. NOTE: Screenings administered via either the Apex App or Apex Data Hub can be associated with a Client Profile or can be administered anonymously.

• Learn more about screening clients using the Apex Data App on iOS or Android: Apex Data App - Screening Clients

Need more help? Try Troubleshooting the Apex App. 

These quick links may help.

• Apex Evaluation Home Page
• Schedule Live Training or Troubleshooting on Zoom
• Contact us or submit a ticket 

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