HMIS: How Do I?…

Communications Admin • May 31, 2016

Subhead

The Coalition’s HMIS Department receives and resolves hundreds of user submissions in Issue Trak each month. The top 3 issues in April 2016 were:

Duplicate Records
Housing Check-In Issues
Requests for Training

Do you see your issue in the above list? If so, keep scrolling to view some troubleshooting tips that may help you resolve your issue with out Issue Trak and waiting on a response!

Duplicate Records

Please review the following steps to ensure you do not create any duplicate clients in ClientTrack. It is important to be diligent when creating a new client since the people we serve do not always have complete, verifiable demographic information.

Search the system by client Social Security Number
If the client is not found by Social Security Number, search by first and last name using only the first 2-3 letters of each name. For example: when searching for Kelly Mitchell, type “Ke” or “Kel” for the first name, and “Mi” or “Mit” for the last name. This helps catch people who may not have their name spelled correctly in HMIS. You can correct the spelling on the edit client page.
If the client still isn’t found, search by date of birth.
Proceed with enrolling the client only if you cannot locate the client’s information after following steps 1-3.

When you do come across a duplicate record, please let the HMIS team know so they can merge the client records.

Training Requests

Do you or does your staff need HMIS training? Click here for the training calendar and easy online registration! If you have multiple staff members or an entire department who needs HMIS training, email Yvette Fuentes, our HMIS Training Manager about setting up a training at your organization’s office!

HMIS offers the following types of training: