If, after a thorough search, you have determined that a client record does not exist in the system, click Add Client in the upper right corner of the Search screen.
You will be taken to the Client Profile creation page. This page will present the questions necessary to create a basic client record and collect the HUD Universal Data Elements. Complete all necessary fields to create the client record.
Core Data Fields
The first fields of the Client Profile creation page are termed core data fields.
Be sure to complete all core fields. In the example below, the core field Last Name was left blank illustrating that this data element is required in order to save the client record. See Required vs. Soft Required vs. Not Required Fields below for details.
Client Aliases
Many clients have aliases, or past names. (i.e., maiden names, nicknames, etc.), which can complicate the client search. If your System Administrator has enabled the Alias data field, it allows you to enter a list of names a client goes by. This allows other staff members and/or agencies to search for the client’s record using any of the names entered into the Alias data field.
When entering names, separate each name with a comma.
Now when a staff member searches for ‘dear’, they will find the client record that includes all aliases.
Managing ROI Forms when Creating a New Client Profile
Your Clarity Human Services instance may be set up to collect ROI information at client intake. If this is the case, rather than an Add Record button at the bottom of the screen, it will say Please fill in Release of Information form as shown below. When the ROI record has been completed and saved, an Add Record button will appear.
Note: The Client Profile screen will not save until the Release of Information box is completed.
Required vs. Soft Required vs. Not Required Fields
The dynamic intake forms powered by Clarity Human Services provide many flexible features. Individual data elements can be Required, Soft Required or Not Required.
Required Fields
The data element must be completed, not allowing you to save the page unless a value is set. A Red banner is set across the top of the page, and the data element is underlined in Red.
Soft Required Fields
The data element is optional, but highly recommended. The data will save and allow you to continue, but a Yellow banner will appear, as well as the field in question will be underlined in Yellow.
Not Required Fields
The data element is requested as part of the form, but is completely optional for data entry. No notice is provided.
Dynamic Elements
As you complete data entry, you may be presented with dynamic data elements. For example, selecting "Yes" for Veteran Status may automatically expand the form to display additional Veteran questions, or selecting "Female" for Gender may automatically display an additional Pregnancy question. These types of example questions are completely custom to each implementation, but standard data entry rules as stated above will apply.
After completing all necessary fields, click Add Record at the bottom of the page to create the client record.