Creating a Client Record

If you were unable to locate you client in ClientPoint after several search attempts, then you will need to create their record in HMIS.

A client record can be created in ClientPoint once you have exhausted your search attempts.

• What the Prompts Mean
• Creating a Single Client
• Creating Several Records for a Household
  • Searching/creating another household member
  • Review your household

What the Prompts Mean

• Name: Client's entire name, as they tell you.
• Name Data Quality: Whether the name is full, partial, or a street name. Please keep in mind that this question MUST be answered when creating a client profile. If you do not answer this question, there will be a data issue.
• Alias: Any other names/nick-names the client may go by.
• Social Security Number: As a system, we aim to have projects collect the full SSN, though it is understood that may not be possible all the time. If that is the case, you can have the client indicate the last four of their SSN in the right most box.
  • Not that SSNs will be considered missing if:
    • The SSN is blank
    • It is the same digit repeating
    • String of zeros
    • Starts with a 9
    • Starts with 666
• Social Security Number Data Quality: Again designed to let us know the quality of the SSN collected. This question Must be answered when creating a client profile. If you do not answer this question, there will be a data issue.
• U.S. Military Veteran: Whether they served in any branch of the military.

After inputting information into the prompts, you will search of the client, then Add New Client with this Information.

Please keep in mind, that you will never click Add Anonymous Clients. The system does not support anonymous clients, so if you accidentally create one and encounter issues with them, you will need to recreate that client from the very beginning, doubling up your work. Never create anonymous clients.

Creating a Single Client

After entering information for all the required prompts, press Add New Client with this Information. 

This screen will appear after that:

This asks you to designate just what kind of household the client should be a part of. Even though you are only working with a single client, you still must select Add Client and Add NEW Household. Each person in HMIS needs to exist within a household - even if it is just a household of one.

Following this, the next screen is:

The breakdown of each sections is as follows (as it relates to creating a single client):

• Household Type: Select the kind of household this client is a part of. For any single clients, the following options are applicable: Single Male, Single Female, Single Transgender, and Single Gender Non-Conforming.
• Client Search: This can certainly seem confusing at first. Though it may seem as if you need to re-enter client data - you do not need to worry! This section is to find other members of the household. Since we are concentrating on creating a single client, we can simply skip over this.
• Client Number: This section serves to add another member to the household, which for our single client, is not something you want or need to do.
• Selected Clients: You should see your client's information in this section. This is confirmation that your client was appropriately created. 

All you need to do at this point, is select your Household Type, ensure your client is indeed selected in the Selected Clients section, and click Continue.

Once you do so, the only thing you need to do will be to indicate that the client is indeed the Head of Household. 

You will also want to double check the information listed under Client Record. If you notice something wrong, click the pencil next to Client Record to correct it. 

Upon clicking Save & Exit, you will be taken to the client's official HMIS Record, starting on the Households tab.

Creating Several Records for a Household

If you serve families, or households where there are more than one person, and have exhausted all your search attempts for every person in the household, then you will need to create multiple records in one go.

It's usually best to start off with the head of household when creating a new multi-person household in HMIS. 

After entering information for all the required prompts, press Add New Client with this Information. 

This screen will appear after that:

This scenario is assuming that you have a completely new multi-person household entering the system. As such, you would Add Client and Add NEW Household.

Once you do, the following will appear:

The breakdown of each sections is as follows (as it relates to creating a single client):

• Household Type: Select the kind of household this client is a part of. For multi-person households, the following types might be applicable: Male w/ Child, Female w/ Child, Transgender w/ Child, Gender Non-Conforming w/ Child, Couple with no Children, Two Parent Household, and Other.
• Client Search: This can certainly seem confusing at first. Though it may seem as if you need to re-enter client data - you do not need to worry! This section is to find other members of the household. Since we are creating a multi-person household, then we need to first search, the create our fellow family members. 
• Client Number: If you know the client has another family member in HMIS, and you know their HMIS ID, you can simply plug this in and then add them to Selected Clients.
• Selected Clients: You should see your client's information in this section. This is confirmation that your client was appropriately created. 

Since we are creating a multi-person household, you will need to add the other household members. If you have a household member that is already in HMIS and has a HMIS ID, then you can simply plug in their number into the Client Number section.  If you do not have a client ID ready, then you will need to search/create their account. 

Searching/creating another household member:

• The Client Search section is where you will want to search for the other household member by first name, last name, and, if applicable, the last four digits of their SSN.
• The search results will appear in a new section called Client Results.

• If results show up, then confirm it is your client by cross referencing the SSN and Date of Birth. 
• Otherwise, if you have no matches, you will need to create a new record for this household member. 
• Fill out all the prompts required and click Add New Client with This Information.
• Once you do so, you will now see a new client under Selected Client.

From there, you can simply repeat the process until you have the entire family. If you made a mistake and added the wrong client, you can remove them by clicking the red button in the left most column.

Once you have all the appropriate clients in Selected Clients, click Continue.

Reviewing your household:

After finding everyone in the household, you will see the following screen:

 The screen is asking you to designate household relationships.  The following household roles are:

• Self (Head of Household)
• Head of Household's Child
• Head of Household's Spouse or Partner
• Head of Household's Other Relation Member 
• Other: Non-relation Member

There can only ever be one Head of Household (HoH). Even in a two-parent household, only one can be listed.

You can also review your client information in the Client Record section. If you need to change/edit something, simply click the pencil icon next to Client Record. You can switch between each household members in the Household Members section.

After designating household relationships, click Save and Exit.