How Do I Search for a Client?

Table of Contents

• Overview

• Accessing the Client Search Page

• Searching for Clients

• Creating a New Client Record

• Deleting a Client Record

• Administrator Resources
  • Auto Suggest
    
  • Recover Deleted Data
  • Setting the Client Search Page as the Home Screen

Overview

Staff members search for and create new client records from the Client Search page. Before creating a new client record, staff members should always use the search function to determine whether a record for that client already exists in the system.

The Client Search page can be set as the home screen (the screen that an agency's users will see when they log in to the system) for the agency by administrators (jump below to read more about agency settings) or by individual staff members by selecting Client Search for the Home Screen Override field in their Account Settings. 

Accessing the Client Search Page

To access the Client Search page from anywhere in the system, click SEARCH in the upper right corner of the screen.

Records you recently viewed will appear in the right sidebar. The system retains this list after you log out and will display it when you log back in and view the Client Search page. You can click a client name in the sidebar to view the associated client record.

Any Search Page Notification text entered by the system administrator will appear below the search box. 

Searching for Clients

To search for a client record that has been entered into Clarity Human Services, enter any of the following search criteria into the search field, then click SEARCH:

• First name or last name (full or at least first 3 letters)
• Full Unique Identifier
• Full Social Security Number or last 4 digits of Social Security Number
• Date of Birth (e.g. 12/12/1985, 12.12.1985, 12-12-1985)
• Year of birth (e.g. 1985)

A list of clients matching your search criteria will be displayed, with columns for:

• Date of Birth

• Age - no column header

• Last Four SSN - the last four digits of the client's Social Security Number (SSN)

• Last Updated - the date the record was last updated.

If the ROI Status on Client Search Page setting is enabled by an administrator, an ROI column will also be included to show the Release of Information (ROI) status. This column indicates whether the client has an active ROI and, if so, whether the ROI's permission is set to NO or YES. A MISSING badge will show in the ROI column if the client does not have an ROI.

An Edit icon and a Delete (trash can) icon will be displayed next to each client in the list. 

Click the Edit icon to view a client's record.
Click the Delete icon to delete a client's record (when permissions allow).

Clarity Human Services has an Auto Suggest feature that displays potential results as you begin typing in the search field. This feature can be enabled by administrators or by users in Account Settings.

Creating a New Client Record

If you search for a client record and do not find it in the system, follow the steps in the How Do I Create a New Client Record? article to create a record for that client.

Deleting a Client Record

We suggest checking your community's process before deleting a client record. Consider deleting all records associated with a client record before deleting the client record to avoid data quality issues.

A user with the Delete Any Client access right can soft-delete a client record. 

The user can enter one of the following search criteria on the Client Search page and click SEARCH. This will populate a list of search results with Edit and Delete icons visible.

• First name or last name (full or at least first 3 letters)
• Full Social Security Number or last 4 digits of Social Security Number
• Date of Birth (e.g. 12/12/1985, 12.12.1985, 12-12-1985)
• Year of birth (e.g. 1985)

Click the Delete icon. A pop-up message will appear that reads:

"[instance].clarityhs.com says

Please confirm the removal of this record."

Click OK to delete the record or Cancel to return to the list of search results without deleting.

Administrator Resources

System administrators and agency managers have additional access rights that may be used to configure auto-suggestions, recover deleted client records, and set the default client search screen.

Auto Suggest

Clarity Human Services has an Auto Suggest feature that displays potential results as you begin typing in the search field. An administrator can enable this feature for a user in their account at Launchpad > MANAGE > STAFF > MODIFY THE STAFF. Administrators must have the Manage Agency - Staff access right enabled for an Admin or Manager Access Role Type.

Information for how an individual user can manage the Auto Suggest feature can be found in the Overview section of this article.

Information about how to override a list of suggested clients on the Client Search page in order to populate a list of search results that includes the Edit and Delete icons can review the Notes box in the Deleting a Client Record section.

Recover Deleted Data 

The Recover deleted data feature allows administrators to search for and restore deleted client records.

For more details, refer to the Recovering Deleted Data article.  

Setting the Client Search Page as the Home Screen

The Client Search page can be set as the home screen — the screen that an agency's users see when they log in to the system — by selecting Client Search for the Default User Home Screen field on an agency's OVERVIEW page.

If the agency is using a different default home screen, individual staff members can select Client Search for the Home Screen Override field in their Account Settings.

 

Updated: 05/29/2026