The Client Search screen is the starting point for finding an existing client record or adding a new client to the database. Each client should have only one chart/file number and only one client information screen per unique client. Searching the database for existing client records is fundamental to reducing or preventing duplication of files and ensuring excellent data quality.
All client records that match search criteria are listed on the Client Search Result List screen. This result screen tells the story of the client search. Depending on the search criteria used the story board could be quite broad or quite narrow. Depending on the search criteria input, the Catalyst user is presented with a number of options from exact to partial matches, or from adding a client to modifying the search.
Data quality is contingent on a number of factors. How the client search is done and how the results are used are primary factors that affect data quality. Whether a client is unique to the database or whether the client is input multiple times can have a serious impact on the quality of the data. Overlapping admissions for duplicated clients can impact statistics such as the count on number of admissions, length of stay and number of sessions all of which are reported to the Ministry.
Step-by-step guide
- From the menu bar which can be found at the top of most Catalyst screens, click on Client Info and select Client Search from the selection list.
- The Client Search screen results; the starting point for all client searches.
- A client search must be conducted before the Catalyst user is provided with the option of adding a new client to the database.
In this example, a Catalyst user needs to access the chart/file, for Alex Cooper, a client known to the agency. The Catalyst user starts by selecting Client Info from the Catalyst menu and clicking on Client Search. Once the Search Criteria screen appears Alex is entered in the first name field, Cooper in the last name field and then the
Search button is clicked.
- The Client Search function searches on first and last names plus middle name and last name at birth along with variations of given names such as shortened or nicknames. In the example, three exact name matches are returned: Alex Cooper, Alexandra Cooper and James Cooper. Alexandra is a name variation of Alex and is seen as an exact match, but James Cooper seems suspect. However, a closer look at the results verifies the middle name is an exact match as indicated by the name of Alex in the Middle Name column.
Searching for Known Clients
(Known clients are clients who are currently accessing services or who are known to have accessed client services in the past)
The starting point for searching for a client is the same regardless if the client is "known" or "not known" to the agency. If a client is known to an agency, the client will have an existing open or closed file on the system, in which case a narrow search can be done to find the client record. A narrow search is done on specific criteria such as the client's first name, last name and/or date of birth or Chart/File #. This is considered a narrow search because the Catalyst user is searching on multiple fields at the same time - narrowing the possible matches. Such a search can result in one or more exact matches; multiple exact matches are an indicator of possible duplicates. If the button Get Partial Matches appears at the bottom of the search results screen the Catalyst user has an added option to view a list of more possible matches by clicking on the Get Partial Matches button.
