Client Records and Households

How Do I Create a New Client Record?

 

If you search for a client record and determine that it does not exist in the system, click ADD CLIENT from the Search tab to create a new record.

 

From the CREATE A NEW CLIENT page, you'll record core data about the client. The fields displayed here will be based on the Client Profile assigned to the agency or staff member if Profile Override has been configured. 

 

Certain fields are required before you can save the record. If a required field is left blank, a banner will display to indicate that the record cannot be saved.  

 

Note:  To assist with data entry, if you enter 000-00-0000 for the Social Security Number field value, the Quality of SSN field will auto-populate with "Client doesn't know." You can update this value as needed. Similarly, since the HUD Data Standards only require users to enter a value for the Date of Birth field when certain Quality of DOB field selections are made, the Quality of DOB field is listed first; the selection you make for the Quality of DOB field will then determine whether the Date of Birth field remains on the screen:

  • If you select “Full DOB Reported” or “Approximate or partial DOB reported,” the Date of Birth field remains on the screen for you to complete.
  • If you select “Client doesn’t know,” “Client refused,” or “Data not collected,” the Date of Birth field will disappear from the screen.

 

If the assigned Client Profile is customized locally, it may also contain fields that aren't required. 

 

Completing the Release of Information

Whether a Release of Information is required for record creation depends on the system and agency-level settings. If a Release of Information is required, the system will display Please fill in Release of Information form at the bottom of the screen. When the ROI record has been completed and saved, the ADD RECORD button will appear. For more information, see Release of Information Overview

After completing all necessary fields, click ADD RECORD at the bottom of the page to create the client record. 

The client's Unique Identifier will be displayed on the right side of the screen. Users with the Client General ID Access Right toggled on can hover over this icon to display a tooltip with the client’s General ID (used for identifying duplicate client records within Clarity Human Services), even if the General ID matches the Unique Identifier.

 

Adding a Photo

To add a client photo to the client record, hover over the default Client Profile image and click UPDATE PROFILE PHOTO

If you are taking a photo using a webcam, you may need to grant access for the site to access your camera in your browser.

If you're uploading a file, the allowable file formats are .gif, .jpg, .jpeg, .png, and .tiff and the maximum file size is 4MB.