Step 1 of the Golden Rule of Data Entry in HMIS is completing data entry under the Client Profile tab in HMIS.  


Client Record 

 

 


The Client Record Section collets the following Client Information: 

  • First Name: 

  • Middle Name:  

  • Last Name: 

  • Suffix: 

  • Alias:  

* Note: Only enter relevant information in these fields. Do not use these fields to indicate notes about the client. 


1.    To enter or edit this section, press the pencil icon next to the Section Title, Client Record  

 


2.    A new window will pop up. Add to or edit these fields by typing in the relevant field: 


3.    Press the Save button to save your work 



Client Demographics 


 

1.    To enter or edit this section, press the pencil icon next to the Section Title, Client Demographics 


2.    A new window will pop up. Add or edit these fields by selecting the relevant options: 

 

 

3.    Enter Client’s Date of Birth (DOB) using the American Date format (month/day/year). Use icons for quicker data entry and accurate data quality:   


Use this icon to select date from calendar page: 

 

Use this icon to clear the entire date field:


Use this icon to always enter today's date (even in backdate mode):


 

4.    Ensure to scroll through each drop-down option for each question and select most appropriate response:  

 

 

* Note: As much of the language in HMIS  is mandated by the Government of Alberta, there are limitations to what the HMIS Support Team can edit within the system.  



Universal Data Elements 


The questions within the Universal Data Elements section must be completed/edited by selecting a response for each question. Ensure to scroll through each drop-down option for each question and select most appropriate response.  

1.    The FOIP notification: You must read the FOIP notification to each client and explain to the client what it means.  

       

2.    Click on the question to open a question description box. Read the statement word-for-word to the client: 

 

 

3.    You must indicate YES or NO next to the question: 

  • YES – indicates you have read the question to the client 

  • NO – indicates you have NOT read the question to the client 

    *Note: If NO, do not enter any more data past this point 


4.    In the screenshot below, you can see the same questions answered in the Client Demographics section: 

 

 

  •  

    • What is your gender?

    • What is your ethnicity?

      • The answers to these questions will auto-populate from the answers already entered in the Client Demographics section.  This is a useful feature, and you will see it scattered throughout the tabs.  This is especially useful in the Assessments tab to save time on data entry and avoid data entry errors.  



 

Client Notes 


The Client Notes section on the Client Profile tab should only be used for generic notes about the client, NOT SENSTITIVE CASE NOTES. Think of this section as Client Alerts, such as a reminder that they have mail to pick up. 


See Article: How to Add a Case Note to the Client Profile Tab

  


File Attachments 

This section collects all file attachments uploaded to the Client’s profile throughout the following tabs. In other words, this section acts as a net gathering all the attachments uploaded to the Client’s profile in one spot. Best practice is to upload documents to the relevant tab, as per the Golden Rule. 


See Article: How to Upload a File Attachment to a Client Profile


Incidents 

 The Incidents section is an optional tool and allows your Agency/Program to indicate and track specific Client Incidents.  

  • It is recommended to check in with your Team Lead or HMIS Agency Admin to understand your Agency/Program's specific policy regarding using the Incidents section.  

See Article: How to Add An Incident to A Client's Record in HMIS