Manage Client/Immunizations

Manage Client/Immunizations Screen

Purpose

The Manage Client/Immunizations screen is used to search and locate any client existing in the registry system using predetermined sets of search criteria.

Functionality - Search Criteria

Client Name Search
Mother's Name Search
Birth Date Search
Gender Search
SSN Search
Phone Number Search
Chart Number Search
VIIS ID Search

Functionality - Search Results

Exact Match
List of Matching Clients
Threshold Limit

Functionality - Search Criteria

The following is a list of search methods available in the registry. Click on the links below to learn about the specific methods used for searching.

Client Name Search

In order to locate a client in the registry using his or her name, a certain portion of each of the clients Last Name and First Name must be entered into the respective information fields as described below. Middle Name can also be used but only along with last or first name or both.

Field Name	Requirements
Last Name	At a minimum the first three characters of the clients last name must be entered. The system will then search the entire database for possible matches employing the search information entered.
Last Name	A search can be executed using less than three characters for the Last Name. In this case, the system will search the database only for clients whose Last Name exactly matches the search information entered for Last Name.
First Name	At a minimum the first two characters of the client's first name must be entered.
Middle Name	There is no minimum character entry for the middle name field. The middle name is only functional when used in conjunction with the client's last or first name or both.

Notes	For quicker, more precise searches, entire Last Names and First Names should be used whenever available.
	Searches executed using very general search criteria information may cause the search engine to hit the threshold limit.
	First and Last Names with special characters (spaces, single-quoted, dashes) can be searched without typing the character. Example: O'Neil can be search by typing O'Ne or ONe.

Mother's Name Search

In order to locate a client in the registry using his or her Mother's Maiden Name, a certain portion of each of the Mother's Maiden Last name and Mother's First Name must be entered into the respective information fields as described below.

Field Name	Requirements
Mothers Maiden Last	At a minimum, the first three characters of the Mother's Maiden Last name must be entered.
Mothers First Name	At a minimum, the first two characters of the Mother's First Name must be entered.

Notes:

The Mother's Name Search can be used independently or in conjunction with the Client Name Search. It is recommended this search only be used when incorporating at least one other set of search criteria, as system performance will suffer severely when using it by itself.

If a Client Name Search is being executed then some portion of either Mother's Maiden Last, Mother's First Name, or both may be filled in along with the client name search information.

Birth Date Search

In order to locate a client in the registry using his or her Birth Date, the criteria must be entered as described below.

Field Name	Requirements
Birth Date	A valid date between 01/01/1880 and the current date, in the format MM/DD/YYYY, must be entered.

Notes:

The search engine will return all clients whose corresponding birth dates exactly match the date entered.

The Birth Date Search can be used independently, but is recommended that it only be used in conjunction with at least one other set of search criteria, such as Last Name. Reason being that typically there may be hundreds of children born on that particular day which will cause the search engine to hit the threshold limit.

Gender Search

The Gender Search can only be used in helping to locate a client in the registry when used in conjunction with one or more other set(s) of search criteria.

Field Name	Requirements
Gender	Select one of the three radio buttons, 'M' for male, 'F' for female, or 'N/A' for not available.

Notes:

If nothing is selected, the Gender Search will always default to 'N/A'. The search engine will then execute its search using any other search criteria entered, independent of any clients gender in the system.

SSN Search

In order to locate a client in the registry using his or her Social Security Number, the criteria must be entered as described below.

Field Name	Requirements
SSN	A valid nine-digit Social Security Number must be entered, broken down by the three separate information fields after SSN.

Notes	The search engine will only return a client whose corresponding SSN exactly matches the SSN entered.
	The SSN Search can be used independently or in conjunction with other search criteria.

Phone Number Search

In order to locate a client in the registry using his or her Responsible Person's Phone Number, the criteria must be entered as described below.

Field Name	Requirements
Phone Number	A valid seven-digit Phone Number must be entered, broken down by the second and third information fields after Phone.

Notes	The search engine will only return clients whose corresponding Responsible Person's Phone Number exactly matches the Phone Number entered.
	An Area Code can be entered in the first information field after Phone as an additional means to narrow the search, but is never required.
	The Phone Number Search can be used independently or in conjunction with other search criteria.

Chart Number Search

In order to locate a client in the registry using his or her Chart Number, the criteria must be entered as described below.

Field Name	Requirements
Chart Number	A valid Chart Number assigned by a specific provider organization must be entered.

Notes	The search engine will only return a client whose VIIS ID exactly matches the VIIS ID entered.
	It is recommended the VIIS ID Search be used independently, but can be used in conjunction with other search criteria.

VIIS ID Search

In order to locate a client in the registry using his or her VIIS ID, the criteria must be entered as described below.

Field Name	Requirements
VIIS ID	A unique system id for the client must be entered.

Notes	The search engine will only return a client whose VIIS ID exactly matches the VIIS ID entered.
	It is recommended the VIIS ID Search be used independently, but can be used in conjunction with other search criteria.

Functionality - Search Results

Button	Description
	After the Find button is clicked and the client search within the database is finished, one of three results will occur as described below.

Exact Client Match

An Exact Client Match means the search engine returned only one client. When this occurs, the Edit Client Screen or the Immunization History screen is then displayed containing all of the relevant information regarding the client found. An Exact Client Match will usually occur when the search criteria entered contains information inherently specific to a particular client.

List of Possible Matches

A List of Possible Matches means the search engine returned more than one, and less than or equal to 75, possible client matches.

All possible clients matches returned are then displayed in a table. The client list is sorted alphabetically by Last Name. Other relevant information is also included in the table for each client.

Using the information displayed for each of the clients in the table, an exact client match can logically be selected by clicking on the clients Last Name. The Edit Client screen or the Immunization History screen is then displayed containing all relevant information regarding the client selected.

Threshold Limit

When the search engine is executing a search in the database, it begins to accumulate clients in memory who are to be considered as possible matches from the search criteria entered. If the number of clients exceeds 75 available matches, then no clients will be listed for further selection. Instead, the following message will display:

"XX clients were found. Please refine your search criteria to limit your client list."
(Where XX is the total number of possible clients found in the search.)

This threshold limit occurs to restrict the extremely long lists of possible clients to choose from.

In the event a threshold limit is encountered while executing a client search, the scope of the search must be narrowed. Revisit the search criteria that was previously used, and add any more information that is available for the client. Be sure to observe the search criteria restrictions listed within the Find Client Help Screen.