This article explains how to enter a client's information and photo into Clarity Human Services.
This article is for the new Clarity interface. For the current interface article, please click this link. Screenshots and description will be updated as features are released.
Note: If the client is a domestic violence survivor, follow your community's procedures for entering their information into the system.
If you search for a client record and do not find it in the system, click the plus icon on the Search for a client page to create a new record.
The Client Profile Form opens from the right and is where you’ll record core data about the client. The fields displayed here are based on the Client Profile screen assigned to the agency (or based on the Client Profile screen assigned to the staff member, if a system administrator has used the Profile Override setting to assign a Client Profile screen other than the Agency Default to that staff member).
Certain fields are required before you can save the record. If a required field is left blank, the system highlights the field red to indicate why the record cannot be saved.
Note: To assist with data entry, if you enter xxx-xx-xxxx for the Social Security Number field value, the Quality of SSN field will auto-populate with “Client doesn’t know". If you enter up to eight placeholder ‘x’ characters to represent unknown SSN numerals, the Quality of SSN field will auto-populate with “Approximate or partial SSN reported". 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 specific 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.
One of the fields that may be included on this screen is the Alias field. If the client is known by other names, you may enter them in this field. Insert a comma between each name.
If the Pronouns field appears on the screen, you can make a selection from the drop-down menu.
If you do not see the client's pronouns listed, you may select "Manual Entry" and use the Pronouns Manual Entry field to enter custom pronouns for the client.
After completing all necessary fields, click ADD RECORD to create the client record.
Unique Identifier
Click the drop-down arrow (⌄) on the right side of the screen to reveal the client’s Unique Identifier (UID), Personal ID, and more. This information is available on all screens when working with the client.
Refer to our Personal ID article for more information on the Personal ID and how it is used to identify duplicate client records.
The URL for a client’s record contains the client’s UID. Users can edit the URL to navigate to another client’s record.
Published: 09/17/2024