Find Student Screen |
Purpose |
The Find Student screen allows users to search and select client records so that students can be added to school report lists.
Information Provided |
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 two 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:
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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 robust 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 |
Require. Student’s first name. |
Last Name |
Require. Student’s last name. |
Middle Name |
Student’s middle name. |
Birth Date |
Required. Student’s date of birth. Any birth date before today's date and after 01/01/1890 is valid. |
Gender |
Required. Student’s gender. |
Mother's First Name |
First name of the Student’s mother. |
Mother's Maiden Name |
Maiden name of the Student’s mother. |
Phone |
Student’s phone number. |
Street Address |
Required. Student’s street address. |
Other Address |
Student’s additional street address information, such as apartment #, if applicable. |
PO Box |
Student’s PO Box, if applicable. |
Zip |
Student's zip code for address purposes. |
City |
Student's city for address purposes. |
State |
Student's state for address purposes. TX is the default. |
Command Button Functionality
Command Button |
Description |
Fills the demographic information for the ImmTrac2 ID entered. |
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Initiates the student search. |
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Clears the entered search criteria and search results. |
Search Results |
After the search process finishes, one of the following three results may occur:
Exact Student Match - The search returned only one student. When this occurs, the Student Immunization History screen displays automatically, containing all relevant information for the student.
List of Possible Matches - The search engine returned multiple student matches, which are displayed in a table. The results are sorted alphabetically by Last Name. Select a student by clicking on the ImmTrac2 ID. The Student Immunization History screen displays containing all relevant information for the student.
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 Student Immunization History screen. |
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.) |
Last Name |
The client's Last Name. |
First Name |
The client's First Name. |
Middle Name |
The client's Middle Name. |
Gender |
The client's gender. (F - Female, M = Male, U = Unknown.) |
Birth Date |
The client's Birth Date in a MM/DD/YYYY format. |
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.