Correcting SSN and DOB Errors

Overview

ClientTrack requires some fields to be filled in, but some of those fields - such as Social Security Number (SSN) and Date of Birth (DOB) - can have a partial answer, or a response that has no data. While this may be all the data you have, a report might flag these fields as errors.

This article will provide detailed instructions on how to correct Errors of Incompleteness that have been identified by data quality reports. To use this article a user needs to know the specific client record where the error occurs.

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

A client’s profile can contain information that is partial or incomplete. These responses can be counted as errors in reports simply because they are not complete answers. Responses like Approximate or Partial, Client Doesn’t know, Client prefers not to answer, or Data not collected indicate that the full data has not yet been gathered.

Two images showing the possible responses that cause errors in reports for the Date of Birth data.

There are times when the missing data cannot be collected, your agency’s policies prohibit the collection of the data, or the client chooses not to share the data. As with all client data, enter the response that is most accurate. If you can get more accurate data later, update the information in the client profile.

Details

To fix these errors follow these steps:

STEP 1

Search for your client using the Find a Client function, or, if you know the client’s ClientTrack Client ID number, you can enter it in the Global Search field.

STEP 2

On the Client's Dashboard, locate and click on the Profile section. Choose the Profile option from the list.

STEP 3

In the Basic Client Information section, you can update the incomplete data for Social Security Number. If you enter a full list of nine digits, the SSN Quality field should automatically switch to Full SSN. If you enter a partial list of digits, it will automatically switch to Approximate or partial SSN reported. This response will likely still cause an error in reports.

STEP 4

Scroll down to the Basic Client Demographics section. This is where you can update the incomplete data for Date of Birth.

STEP 5

If you enter a full date in the Birth Date field, you can then select Full DOB Reported for Date of Birth Quality. This will fix an error listed in a report. If you select Approximate or Partial DOB Reported, reports will still mark this as an error.

STEP 6

When the data has been corrected, click the Finish button.

Video

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