Q: Is there a way I can view a complete list of my clients and their program enrollments?

Answer: Yes! There is a report in Clarity called "Program Roster" and this is a complete list of clients by program! You can run it for a single program, or for multiple projects. It includes Client PII, including name, birth date and current age. The report also includes enrollment entry and exit dates, as well as the clients length of stay in the project (LOS). Additionally, the report provides a count of assessments, services, case notes, and the assigned staff in the client enrollment. Learn about the Program Roster Report and other highlighted Clarity Reports in this HMIS Knowledge Base Article.

Q: I want to avoid making duplicate records (and then having to delete them!). What is the best way to search HMIS before making a new client record?

Answer: Prior to creating a new client record, it is recommended you search three (3) different ways to ensure the client is not already in HMIS. First, search by client name or SSN. If a match is found, confirm all unique identifying information before selecting client record to update or add information. If there are no initial matches, try searching by partial name and/or alternate spelling. After the search methods are complete and still no matches, then a new record can be created. If during your search, you identify potential duplicate records, email ss_HMISsupport@co.slo.ca.us with the unique identifiers for the records so they may be merged. Learn more about searching for and creating new clients in this HMIS Knowledge Base Article.

Q: My team is growing! How do I add new users?

Answer: For any new users, Agency Administrators will first create an end user profile in TalentLMS and sign up directly with the training platform. The end user will receive an email from TalentLMS with instructions to verify their email. Upon receiving access to the TalentLMS ‘HMIS New End User Training’, users will have 15 days to complete all required modules and pass quizzes. Users have the ability to retake quizzes multiple times to reach a passing score. Step-by-step instructions for adding new users can be found in this HMIS Knowledge Base Article.