Using Anonymous Records

When to Use an Anonymous Record - What are the Minimum Requirements?

Minimum requirements recommended for using Anonymous: If you cannot identify the client or if they do not wish to provide you with information past their first name and phone number, you can add them as anonymous.  

If you want to track minimal information and not link service information, this is an internal decision made by the agency.

Minimum Requirements recommended to add a client (start a Client Information screen): 

• First initial of the First_Name
• First initial of the Last_Name_at_Birth (the full name is not required)
• Gender
• Date of birth

These fields make up the DATIS Key. If you obtain all of this information, you can then add them as a client - start a client info screen.  If the client does not go past the entry service phase, this information is available in Catalyst in instances where the client calls back again and you can then enter more entry services, admission information if available, etc.

Using the 0M and 0F Records:  When minimum requirements are not met for adding a client to the database , the client files to use are 0M (zero - M) and 0F (zero - F) for adding individual service utilization to the activity log and to use the Anonymous Groups when more than one person is receiving information / service for instances.  

The existing 0M and 0F files cannot be edited and the agencies are not to create new anonymous client files as there are business rules attached to the existing anonymous male and female files.  In order for the anonymous files to be reported on in the Catalyst database, the DATIS created 0M and 0F files must be used.  

The 0M and 0F are specific as well in the Anonymous Groups as these files are linked to the PR- 07_FC reports and the OHRS reports. Any new or agency-created 0M /0Fversions will not be accounted for.

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