What is the difference between Client ID and Scan Card ID?

Author: Ran Chang | Date Created: May 15th, 2025 | Date Updated:

There are two identifiers (IDs) tied to client records in HMIS: the Client ID and the Scan Card ID. This article outlines how they differ and how they can help your work.

Most of the time, Client ID is all you need to search for a client record. Scan Card ID is helpful in settings where scan cards are used for quick check-ins and services. Scan Card ID is also helpful if you need to reference an older HMIS ID (from July 2024 or earlier).

Key Differences

How Scan Card ID Can Help Your Work

• Use the Scan Card ID at intake desks where quick lookup is essential for shelters and day centers.
• Use Scan Card ID if you need a way to reference older HMIS ID (from July 2024 or earlier).
• If a client has an older scan card, the ID will still work now without printing a new one.

Having trouble finding a client record using Client ID?

• It is important to know that for clients who had a HMIS record from July 2024 or earlier, the Scan Card ID is their previous 7-digit HMIS ID (from Community Services).
• If you are searching in the Client ID field with an older ID with no results and do not have the client's name, try the Scan Card ID field instead.