Friendly Reminder: Do Not Create Duplicate Records in HMIS!
One feature of ClientTrack that we were most excited about before launch was the built-in error warning it provides to help prevent users from creating duplicate client records in the system. However, we have noticed that even with these new measures in place, users are still creating duplicate records in HMIS. So we want to take this opportunity to (1) give you a friendly reminder to not ignore the duplicate client warning pop-up messages in ClientTrack, and (2) refresh your memory with some tips on how to effectively search for a client before you add a new record to the system!
Client Search Tips
To prevent duplicate records from accumulating in our system, it is important that you perform a few different search attempts each time you are trying to locate a client record in HMIS.
Each separate search attempt should include a combination of the three primary identifiers of the client: full name, social security number, and date of birth.
Always scroll down and look through the list of client names that are returned by your search carefully, to be sure that you aren't overlooking a record for your client that already exists.
If known, you can also search for your client by their ClientTrack Client ID number.
Check out the easy step-by-step instructions we have in our HMIS Knowledge Base here: Searching for a Client.
Merging Duplicate Records
Note that there may be times when you attempt to navigate to a familiar record, only to get zero results in your search. ICA staff have re-started the merging of duplicate client records that were either migrated over from the previous system or that may have been created since ClientTrack went live.
Be aware that this means that a record you have been regularly using may become unexpectedly inaccessible since it has now been combined with another record. In this case, you will want to use the new combined record and Client ID going forward!
If you come across what look like duplicate records for a client that you are working with, you can let us know by emailing the MN HMIS Helpdesk, and we can help determine if the records might be eligible to be merged.