When you create a client, it is imperative that you search for the client to the best of your ability before creating a record for them. If you create a record for a client that already exists in the system, this is called a duplicate record and can cause more issues down the line for your own organization and the system as a whole.
To begin your search, you will use the ClientPoint module in the navigation sidebar.
From there, the only prompts you will need to fill out when completing your search will be Name and the Social Security Number. All other questions will be utilized when needing to create a client.
When searching, keep these rules in mind:
- Do not check off “Exact Match” unless it is a client you already know exists in HMIS
- Attempt multiple variations of the clients name
- For example: Joseph Schmoe may be listed in the system as Joe, Joey, etc.
- If the client’s name is relatively common, try to match the client by their age and the last four digits of the social security number