Searching for and Creating New Client Records

Bitfocus Resource Links:

How Do I Search for A Client?

How Do I Create A New Client?

Searching for a Client

For accurate reporting, both at the project level and CoC-wide, it is important not to have duplicate client records in HMIS. Doing a thorough search for client, before creating a new client record, will reduce duplication.

• Search for client by name &/or SSN
  • If a match is found, confirm all unique identifying information matches before selecting client record
  • If you identify potential duplicate records, email your System Admin the unique identifiers for each record so that they can be merged
  • If a match is not found, try at least two other ways to search for the client (partial name, last 4 digits of SSN)

• If a thorough search does not result in a matching client record, select ‘Add Client’

Adding a New Client

•  If a thorough search does not result in a matching client record, select ‘Add Client’
• This will open up a new window

•   Answer all data points
  • In the 'Alias' field you can enter other names the client is known by. Separate each alias by a comma
• SSN and DOB Data Quality Tips:

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• An HMIS Release of Information (ROI) must be completed in Clarity before the End User is able to complete the client profile to add the record.
• SLO CoC policy allows for documenting clients ROI by Electronic Signature or Attached PDF

(see the KB article ‘HMIS ROI and Privacy Settings’ for further information)

•  Click ‘Add Record’
• The information will now appear under the ‘Profile’ tab on the client’s HMIS record

Recent Client Searches

Recently viewed client files appearon the right-hand side of the browser window. These client files can be accessed directly by clicking the client’s name.

Client Contact Information

Existing client records

• Click the pencil to review the client’s ‘Contact’ information
• Update if necessary

New client records

• Enter the client's ‘Contact' information