VIVÉ is a customized client management system designed by NYC Aging. This system supports NYC Aging contractors in managing their client interactions and reporting on services provided. This reference guide provides basic guidance instructions on the use of VIVÉ.
You may have accessed this guide from the VIVÉ Knowledge Base or from a program specific reference guide. At the beginning and end of this document is a link to return to the VIVÉ Knowledge Base. Or, you can use your browser’s back button to return to a program reference guide.
This guide provides an alphabetical glossary of the key terms within VIVÉ. For other programmatic terms, please refer to your program officer or view NYC Aging’s Program’s Standards.
Action by the receiving program to accept and process a client referral for services. (For more information)
Assessment
Assessment tools consist of multiple forms to understand the client’s current state. Once completed, an Assessment is locked and cannot be edited. It can be cloned for future use, with each new assessment reflecting the client’s status at that time, supporting ongoing monitoring.
Assessment Status
An Assessment has three status types: Pending (not yet completed), Completed (reviewed thoroughly) and Inactive (a retrieval form of deleted).
Attendance
Check this box to mark a client as attending an event. Checking this box automatically adds 1 to the Units column.
C
Term
Definition
Case Notes
Document interactions and progress with clients. Case notes are legal documentation and must be accurate and thorough.
Case Note Status
There are three statuses for Case Notes: draft, final (the status given after a review of a Case Note), and inactive.
Client
A person receiving services through the VIVÉ system.
Client ID
Unique identifier for each client.
Client Profile
From the Details Tab, where demographic, financial, consent, contacts, enrollments and program history is maintained.
Client Search
Tool for searching clients, contacts, or professionals by name, DOB, ID, etc.
Clone an Assessment
Once an Assessment is completed, it can be cloned to streamline the process of updating it.
Community District
Geographical area within NYC for organizing services, such as home-delivered meals.
Consent
The process of documenting a client’s informed consent to collect and share information includes three forms: Consent to Collect, Consent to Refer and Share, and Revoking Consent.
Contact
Person associated with a client, like a family member or friend.
Cost Share Plan
Documented care plan notes in the COMPASS Summary, recorded in Case Notes.
Current Services
Screen where users enter services the client is currently receiving.
D
Term
Definition
Dashboard
Homepage in VIVÉ showing enrolled clients, pending tasks, and notifications.
Documents
Tool for adding and managing client-specific documents in VIVÉ.
E
Term
Definition
Enrollment
Process of adding a client to a program. Once enrolled, the client’s interactions with the program can be tracked such as events, case notes, and units.
Event Profile, Event Sign Up, and Units
Tools for creating events, signing clients up for events, tracking attendance, and recording units.
F
Term
Definition
Fee Amount
Optional field in Event Profile specifying contributions clients make towards the event.
Follow Up
Feature for setting reminders for client follow-up tasks.
Forms
Individual tools to evaluate and better understand the client. These vary by program.
Funding Source
Specifies the financial source for an event or other activities. These include NYC Aging or Discretionary funding sources.
G
Term
Definition
General Comments
Notes about the client that all users can view. These are not case notes.
Geo-code Match
Verifies if a client’s address matches a specific geographical area.
H
Term
Definition
Host Type
Specifies the event format (e.g., in-person, virtual, or telephonic).
I
Term
Definition
Inactive or Inactivate
Nothing within VIVE can be deleted. Inactive or Inactivate indicates something is no longer relevant to a client or would otherwise be deleted. Inactivated items can be re-activated.
L
Term
Definition
Linking Case Notes to Units
Units are linked with case notes. There can be multiple case notes associated with one unit entry.
List View
Displays a number of items in a table format to streamline navigation as well as provide an overview of the client.
Login
Process of accessing VIVÉ via a web-based interface with an NYC ID account.
M
Term
Definition
Monthly Unit Summary
VIVÉ report that summarizes all units entered for events/services in a month. After review, it must be finalized, locking the month so no further clients or activities can be added. If finalized by mistake, contact your program officer.
More Dropdown Arrow
Button indicating additional options, usually represented by a down caret (“⌄”).
My Account
Section for managing personal account settings.
My Enrollments
Dashboard section showing clients assigned to the user, with enrollment status and quick access to files.
My Follow-Ups
Dashboard section showing follow-up requests, including type, status, and client info.
My Tasks
Dashboard section for task notifications (e.g., yearly profile updates), showing status, priority, and due dates.
N
Term
Definition
Notification Bell Icon
Icon on the Dashboard for new follow-up requests or updates. Clicking shows notification details.
P
Term
Definition
Pencil Icons
Icons used in Task Details to make fields editable (e.g., Task Status, Priority level).
Profile Update History
Tracks changes to a client’s profile (e.g., updates to demographic information).
Program History
Displays the client’s history with other enrolled programs.
Program Selection
Drop-down list for selecting a specific program, with default settings for non-admin users.
Program Site
Physical or virtual location for an event; auto-filled based on program address but editable.
Program Tools
Tools for managing events, enrollments, and features within the program. These tools vary among programs.
Q
Term
Definition
QR Code
Streamlines client search, sign-up for an event or entering units.
R
Term
Definition
Recalculate Units
Recalculates and includes newly entered units in the Monthly Unit Summary after initial generation.
Referral Queue
View and manage referrals, allowing client contact info sharing with other NYC Aging programs.
Referral Status
Indicates the current status of the referral (e.g., sent, accepted, rejected).
Referrals Shared by My Program
Displays referrals sent from your program.
Refresh Button
Refreshes Dashboard sections (e.g., My Enrollments) to reflect recent updates.
Reports
Where to access reports other than the Monthly Unit Summary, which is accessed from Program Tools.
S
Term
Definition
Service Type
Required field defining the type of service provided (e.g., Education & Recreation, Counseling, Group Session, etc.).
Share with Other Programs
Makes case notes accessible across linked programs (e.g., case management and friendly visiting).
Source Program
Program referring a client to another program for further care/services.
Status History
Displays a client’s historical enrollments in your program.
T
Term
Definition
Territory Management
Feature for administrators to manage program boundaries and responsibilities.
Top Menu
Persistent menu for accessing Client Search, Referral Queue, Program Tools, Reports. Plus, other key tools, notifications, and user profile info across all pages.
U
Term
Definition
Unit Entry
Feature to input specific service units for clients in VIVÉ, at multiple levels.
Unit Type
Type of unit associated with an event, populated based on Service Type (e.g., “Event” for Arts and Culture).
Upload Files
Functionality for attaching files or documents to client records.
User Management
Tool for managing user access and permissions in VIVÉ.
V
Term
Definition
VIVÉ
Web-based system for managing nutrition counseling, client data, and administrative tasks.
Access Assistance with VIVÉ and the VIVÉ Knowledge Base
VIVÉ Knowledge Base contains reference guides, short videos and recorded trainings
If you have any questions, please contact the VIVÉ Application Support Center by submitting a ticket through the Ticketing Module under Program Tools.
