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Home > HMIS Workflow > 1. Client Intake > Adding Client Profiles to HMIS
Adding Client Profiles to HMIS
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Background

When you log in to HMIS you will begin on the Search page where you can search for clients by their first name, last name, Social Security Number, or Date of Birth. Before creating a new client, you should search by any of these identifying pieces of information to make sure that the client does not already have a record in HMIS. Follow these instructions to learn how to do this. 

 

If the client already has a record in HMIS, you can click on the result in the Search bar to go to the client's record and make any necessary edits before enrolling the client into your project.

 

This video contains most but not all of the same information in this lesson. 

 

Searching For A Client

Review Clarity's Knowledge Base article to learn more about How to Use the Search Bar Feature

 

Adding a New Client Record

Step 1: Look up the client's name on the Search Box to make sure they do not already have a record on file. 

 

 

Step 2: Click on the Add Client icon on the right side of the Search Bar, this will take you to the Client Profile creation page, and you will fill out each field and then click the Add Record button to save the client record. 

 

Identifying client information such as Name, Date of Birth, and Social Security Number, should be entered for the client if they were provided regardless of whether or not the client signed a client consent form. Client consent is nor required in order for identifying information to be entered into HMIS if only the agency working with the client has access to the data. Please review our Knowledge Base article on Accessing and Completing the Release of Information to get more information on setting sharing permission for the clients. 

 

NOTE: Last Name comes before First Name in the Create a New Client form.

Data Quality Codes

Name Data Quality

  • Full Name Reported – The client has provided their full First Name and Last Name.
  • Partial, street name, or code name reported – The client has reported part of their name or a street/code name.
  • Client Doesn’t Know – The client doesn’t know their First and Last Name.
  • Client Refused – The client refused to give their First and Last Name.
  • Data not Collected – The intake worker did not ask the client for their First and Last Name.

DOB Code

  • Full DOB Reported – The client has provided their day, month, and year of birth.
  • Approximate or Partial DOB Reported – The client has provided their day, month, and/or year of birth, but not all three. If a client knows how old they are but not the day or month they were born on, calculate their year of birth based on their age and enter 1/1/____ and fill in their year of birth.
  • Client Doesn’t Know – The client does not know their Date of Birth or age.
  • Client Refused – The client refused to give their Date of Birth or age.
  • Data Not Collected – The intake worker did not ask the client for their Date of Birth or age.

 

NOTE: If Client Doesn’t Know, Client Refused, or Data Not Collected is selected for the client’s DOB code, the DOB field should be left blank.

SSN Code

  • Full SSN Reported – The client has reported their full nine digit Social Security Number.
  • Approximate or Partial SSN Reported – The client reported only part of their nine digit Social Security Number.
  • Client Doesn’t Know – The client does not know any part of their Social Security Number.
  • Client Refused – The client refused to give any part of their Social Security Number.
  • Data Not Collected – The intake worker did not ask the client for their Social Security Number.

 

 

Once you have saved your client's record, a yellow ribbon will appear at the top of the screen that takes you to the Release of Information section. 

 

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