Understand person records
You can view and manage detailed information about each person in Mosaic through their person record.
A person record is the central record in Mosaic for an individual receiving or being assessed for social care services. Everything in Mosaic — workflow steps, case notes, documents, forms, and group memberships — links back to a person record.
Understanding what information a person record holds helps you work with it effectively.
What information is held on a person record
A person record contains the following types of information:
Mosaic ID | A unique system-generated number for each person. |
Legacy ID | An ID carried over from a predecessor system, if applicable. |
Context | Whether the person is classified as a Child or Adult. |
Display Name | The name shown throughout Mosaic in search results, case lists, and headings. |
Registered Name | The person's legal or officially registered name. |
Date of birth | May be an estimated date if the exact date is not known. |
Date of death | Recorded when applicable. |
Gender identity | Recorded separately and can be end-dated if it changes over time. |
Pronouns | Recorded separately and can be end-dated if they change over time. |
Ethnicity | Including sub-ethnicity where applicable |
NHS number | Stored as a reference linked to the person record |
Restriction status | Whether the record is restricted (limits who can view full details). |
📌 Note: Gender identity and pronouns are stored separately from the main person record. They can have start and end dates, allowing changes to be tracked over time.
Child and adult context
Every person in Mosaic is classified as either a Child or an Adult. This is called the person's context.
The context affects:
Which workflow types are available for the person.
Which Service user groups can be assigned.
Which menu options appear when viewing the person record.
⚠️ Important: Changing a person's context may affect which workflows and services are available for them. Check with your team lead before making this change.
What links to a person record
A person record connects to other areas of Mosaic:
Other people | Family relationships, carers, and household members. See Manage person relationships for more detail. |
Organisations | Such as GP surgeries, schools, care providers, and employers |
Workers | The professionals allocated to work with the person, such as social workers and key workers. |
Addresses | The person's current and previous addresses. |
Groups | Any groups the person belongs to. |
Workflow steps | The tasks and actions linked to the person's care journey. |
🤓 Tip: You can view all of a person's linked information from their person summary page in Mosaic.
Estimated date of birth
If a person's exact date of birth is not known, Mosaic allows an estimated date to be recorded. When a date of birth is estimated, it is flagged so that anyone viewing the record can see it is an approximation rather than a confirmed date.