05. Community Scan ID Cards

Overview

For agencies that utilize HMIS Scan Cards, sometimes called Community Cards, this article will detail how to find a client in ClientTrack using their Scan Card ID, how to create and print a Scan Card ID, and how to capture or upload a client photo to appear on their Scan Card.

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

Any current/existing Community Scan Cards can continue to be used! They do not need to be discarded or updated, as agencies will still be able to scan the cards in ClientTrack and find the client's record. Please email the MN HMIS Helpdesk is you run into any issues or have any questions.

Details

Using a Scan Card ID to Find a Client

Navigate to the Clients workspace, and select Find a Client from the menu group:

On the Find Client form, locate the Scan Card ID field. You can either manually enter a scan card number, or use a bar code scanner or other device to lookup and search the client's scan card:

Click the Search button to locate the client's existing record from the section below:

Create and Print a Scan Card ID

Navigate to the Clients workspace, expand the Profile folder in the menu group, and select the ID Card option:

On the Client ID Card form, complete the following fields:

Barcode Type: Change the selection to Scan Card ID
Date of Issue: Leave as is

NOTE: The Scan Card ID field in ClientTrack is the same as the client's previous Community Services (ServicePoint) HMIS ID number. If the client did not exist in the previous software system, it will be a new ClientTrack Scan Card ID number.

Click the Report button in the bottom-right corner of the screen:

You will briefly see a pop-up in the top-right corner of the screen indicating that the Scan Card ID report has started:

The Client ID Card will open in its own window, where you have the option to click the printer icon:

Another pop-up will appear, where you can initiate printing a paper Client ID Card from your local printer device:

Client Photos in ClientTrack

If your agency would like a photo of a client to appear on their Scan Card ID or in their ClientTrack profile, you will need to either capture or upload a new photo. Client photos from the previous software system (Community Services/ServicePoint) will not be migrated over to the new ClientTrack system.

Navigate to the Clients workspace, expand the Profile folder in the menu group, and select the Client Photo option:

The Client Photo interface will open in its own window. You can either click Choose a File to upload a photo from your computer, or click the camera icon to take a live photo with the device you are currently using:

If you get a security pop-up from your internet browser, click the option to Allow the system to access your computer's camera on every visit:

A second window will appear, where you should see your system's camera view to take a picture. Click the blue button with camera icon to take the client's picture:

Choose Use this image if you are happy with the photo, or choose Retake to try again:

Once you have captured the client photo you want to use, click Save to close the window and save the profile image:

You can now follow the instructions above to Create and Print a Scan Card ID that displays the client's photo.

Video

Under construction, coming soon!