Client Search Screen |
Purpose |
The Client Search screen displays by clicking the menu panel option for Manage Client or for Manage Immunizations. This screen allows the user to search and locate any client in the system using predetermined sets of search criteria.
The choice of menu panel option determines
what happens after the user searches for a client. From Manage
Client, the user will be taken to the client record to view and
edit client information. From Manage
Immunizations, the user will be taken directly to the client's
immunization history screen to manage immunizations.
Information Provided |
Quick Search - The client Quick Search tool allows the user to search by one of four ways: ImmTrac2 ID, organization-specific Client Identifier, a combination of SSN and Birth Date, or Medicaid ID.
Field Name |
Requirements |
ImmTrac2 ID |
Required. A valid Immtrac2 ID. |
Client Identifier |
Required. The organization-specific client ID that can be entered on the client's record in the section for organization information |
SSN# and Birth Date |
The client's Social Security Number and Birth Date. |
Medicaid ID |
The client's Medicaid ID. |
Basic Search - The Basic Search tool allows the user to search by a specific set of criteria. The tool searches for an exact match or allows for partial information to be entered with wild card searching.
Field Name |
Requirements |
First Name |
Required. At a minimum the first two characters of the client's first name must be entered. |
Last Name |
Required. At a minimum the first three characters of the client's last name must be entered. |
Gender |
The client's gender, as an optional search field. |
Birth Date |
Required. At a minimum a valid birth date before today's date and after 01/01/1890 needs to be entered. Note: The system allows using a single or multiple "?" in the date field when an exact date of birth is not know. Examples:
|
Children Only |
Checking this field will limit search results to only include children. |
Search Tips:
For quicker, more precise searches, enter the full Last Name and First Name whenever possible.
Searches executed using very general search criteria may cause the search engine to hit the 50 Matches Found limit.
Special characters (spaces, single quote marks, dashes) can be ignored when searching by First and Last Names. Example: O'Neil can be searched by typing O'Neil or ONeil.
Smart Search - This search option uses a more complex searching tool to find possible matches and requires the user to enter more information fields to conduct the search. The table below describes the Smart Search fields used to conduct a search.
Field Name |
Requirements |
ImmTrac2 ID |
A valid ImmTrac2 ID. NOTE: If searching for a client with the ImmTrac2 ID, no other fields should be entered. Enter the ImmTrac2 ID. Click Fill, then click Find. |
First Name |
Required. Client's first name. |
Last Name |
Required. Client's last name. |
Middle Name |
Client's middle name. |
Birth Date |
Required. Client's date of birth. Any birth date before today's date and after 01/01/1890 is valid. |
Gender |
Required. Client's gender. |
Mother's First Name |
First name of the client's mother. |
Mother's Maiden Name |
Maiden name of the client's mother. |
Phone |
Client's phone number. |
Street Address |
Required. Client's street address. |
Other Address |
Client's additional street address information, such as apartment #, if applicable. |
PO Box |
Client's PO Box, if applicable. |
Zip |
Client's zip code for address purposes. |
City |
Client's city for address purposes. |
State |
Client's state for address purposes. TX is the default. |
Command Button Functionality
Command Button |
Description |
Initiates the client search. |
|
Clears the entered search criteria and search results. |
|
Fills the demographic information for the ImmTrac2 ID entered. |
Search Results |
After the search process finishes, one of the following three results may occur:
Exact Client Match - The search engine returned only one client. When this occurs, the user is immediately redirected to the next relevant screen regarding the client found. An Exact Client Match will usually occur when the search criteria entered contains information inherently specific to a particular client or client AKA name.
List of Possible Matches - The search engine returned multiple client matches that are displayed in a table. The results are sorted alphabetically by Last Name. Select a client by clicking on the ImmTrac2 ID. The View Client screen or the Immunization History screen displays containing all relevant information for the client.
50 Matches Found - If the number of clients exceeds 50 matches, only the first 50 matches will list and the following message will display: "Please refine your search, only the first 50 matches were returned.” In the event this message is encountered, the scope of the search must be narrowed. Revisit the search criteria and add any more information that is available for the client to try to narrow the results.
Search Results Table |
The search results table displays possible matches and includes a count of how many records were returned for the search criteria entered.
Column |
Description |
ImmTrac2 ID |
Displays the ImmTrac2 ID of the client as a hyperlink. Clicking the number displays the View Client screen or the Immunization History screen, as applicable. |
Client Type |
The client's consent status. (IC = ImmTrac Child; IA = ImmTrac Adult; DC = Disaster Client, Adult or Child; DU = Disaster Unconsented, Adult or Child; FR = First Responder, Adult; FM = First Responder Family Member, Adult.) |
Client's Last Name |
The client's Last Name. |
Client's First Name |
The client's First Name. |
Client's Middle Name |
The client's Middle Name. |
Client's Suffix |
The client's Suffix. |
Sex |
The client's gender. (F - Female, M = Male, U = Unknown.) |
Client's Birth Date |
The client's Birth Date in a MM/DD/YYYY format. |
Mother's First Name |
The client's Mother's First Name. |
Mother's Maiden Name |
The client's Mother's Maiden Name. |
Client's Street Address |
The current street address of the client. |
Client's City |
The client's city for address purposes. |
Client's County |
The client's county. |
Client's SSN |
The client's Social Security number, if available. Only the last four digits are visible to the user. |
Client's Medicaid ID |
The client's Medicaid ID, if available. |
Note
ImmTrac2 is set up to accommodate a variety of user types. Each user will have access to certain features in the application based on the role that is assigned. Online help reflects the capabilities available to provider user roles. Other user roles should refer to the user manual for more access features and capability details.