03. Client Intake: Adding a New Client & Basic Information

Overview

This article provides detailed instructions on adding a new client, initiating a Client Intake for the client, and completing the Basic Client Demographics, Contact Information, and initial Family Information sections of the client's intake.

  • More About This — Further important information is found in this section.
  • Details — Specific details and/or step-by-step workflows will be described in this section.
  • Video — Any relevant videos will be posted in this section.

More About This


You can think about ClientTrack as an enrollment-based or transaction-based system. Therefore, you should only be adding a client to the system when you are completing an Intake and Enrollment into your program.

As a part of the Client Intake Workflow, users have the ability to perform a duplicate client check before Adding a New Client to the system in order to enroll them into a selected program. This workflow ensures that the client is created correctly, enrolled in an HMIS project, and all funder-required data is recorded.


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Details

  1. Navigate to the Client Workspace, located in the blue main menu on the left side of  the screen. 
  2. Select Intake from the menu group to begin a workflow that will generate the intake and enrollment assessments required for all household members.

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  1. You will now see the guided workflow steps outlined on the left of the form, which will lead you through the process of Intake. Beneath the workflow outline, notice two options available for users:
    • The Pause button allows users to pause the workflow, saving any progress made for the user to easily return to later.
    • The Cancel button allows users to exit the workflow and remove any progress made.

  1. On the first page of the Intake process, there are three options to select a client under the Add or Edit section. Select one of the three options to begin to the intake workflow:
    • Add a new client will automatically direct users to the Search Existing Clients form before beginning the Intake workflow. This additional step is a protective measure to help prevent duplicate client records.
    • Use the current client will take users to the Client Intake form and should only be selected when users are already working in the desired client's record.
    • Select another client will automatically direct users to the Find Client form to locate the existing client and link to their current HMIS record.

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    • Warning: Proceeding without selecting a client record from the list of search results will result in a duplicate record!

  1. Once you have added the new client to the system, you will record the client's identifying information in the Basic Client Information section: (Tip: Check out the Searching for a Client article for instructions on searching for and selecting an existing client in the system for an Intake.)
    • Any fields with a red asterisk are required and must be filled out to proceed.
    • Both Name and Social Security Number have corresponding data quality fields (titled Name Quality and SSN quality in the image below). These allow you to indicate when a client doesn't know or declines to provide information. If the required information is collected, then ClientTrack automatically records that full data quality was met.

  1. Proceed to the Basic Client Demographics section and complete all required fields.
    • Note both Race and Ethnicity and Gender sections both allow for multiple answers to be selected.

  1. Next, complete the Contact Information section for your client:

  1. In the Family Information section, if your client is already a member of an existing family in the system, link the client to the existing Family using the Family lookup field, and choose the appropriate option for the client in the Relationship to Head of Household field.
    • If completing an intake for a single individual, select Self for Relationship to Head of Household.

  1. Please read the next article in this series on how to complete the Transaction Visibility (ROI/Data Sharing) final section of the Basic Client Information form.


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Video

Under construction, coming soon!

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Related Articles & References

HUD Race and Ethnicity & Gender -

Core HMIS Workflow How-to Guides:


HMIS Fundamentals

ClientTrack Basics

Client Intake

Program Enrollment


Questions? Email the Helpdesk: MNHMIS@icalliances.org

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