This section discusses how to search for clients in your client database.
Upon initial login to Clarity Human Services, you are placed directly into the Search tab. This is the central hub of the system, and provides access to your clients.
Before creating a new client, you must search to ensure that the client does not already exist in the database.
Clarity provides an auto-suggest mechanism, so it is an excellent idea to enter only partial first and last names when searching for a client. As you begin typing your search criteria, the system will automatically search the database and display potential clients that match your progressive criteria. This tool makes it much easier to find clients with a name that is difficult to spell.
For example: If you are searching for Betty Robinson, entering a “Bett” in the search field makes it much easier to find the correct client.
When auto-suggest locates a match, simply click on the record to enter the client’s profile.
The unified search box allows for many different types of criteria to be entered, either on its own, or in combination with other terms.
Search by Name
First Name, Last Name, or partial sections of the client’s name can be entered to help locate the client record.
Aliases, Maiden Names, and Nicknames
Many clients have aliases, or past names. (i.e., maiden names, nicknames, etc.), which can complicate client search. The search feature allows you to enter a list of names a client goes by when searching for that client.
For example, if a client receives services using the name ‘Jerry Matthews’ in one agency and ‘Joe Matthews’ in another agency, the agency serving the client as Joe Matthews would add “Joe Matthews” to the alias field so that both names appear in future searches.
This feature is available from:
- Main search screen
- Household Management screen
- Attendance screen
Search by Social Security Number
A full social security number can be entered, or portions of each section can be entered. For example: the last four digits of a client’s SSN can be entered.
Search by Date of Birth
A full date of birth can be used, with the following formats: 05/15/1995, 5/15/95, or 1995-05-15.
Search by Unique Identifier
Every client created in Clarity is issued a Unique Identifier, which is 9 characters in length. Searching based on the Unique Identifier will take you directly to the Client’s profile screen, bypassing the need to search through the auto-suggest list.
Refining Your Search
As the client database grows, you may find that the results listed can be large for a common name (e.g John).
When a large result set is listed, you can further refine your search by combining your search terms until the result is shorter, or you find your given client. For example, a search term of “John W 7403” will search for a combination of a partial First Name, Last Name, and the last four digits of the Social Security Number.
Once you have found your client, simply select their name. This will take you to the client’s profile page.