Before you begin

•  Confirm that you are working in the correct provider domain.

•  Have at least one search term available, such as last name, first name, date of birth, or client ID.

Find and open a client record

Step 1. Click Find Client in the provider menu.

Step 2. Enter at least one search term.

 

 

Step 3. Click Client Search.

 

Step 4. Select the correct client from the search results and click View Details.

 

The client record opens. If you click Custom Forms instead, CAREWare opens the client record at the Custom Forms window.

Active Only search behavior

Find Client searches are limited to active clients by default. Clear Active Only when the search should include clients with a case closed date.

Change the Active Only default

Administrators can change the system default so Active Only is cleared when users open Find Client.

Step 1. Log into Central Administration.

Step 2. Click Administrative Options.

Step 3. Click Server Management.

Step 4. Click Common Storage Values.

Step 5. Type Active in the search field.

Step 6. Select ActiveClientsOnlyDefaultValue.

Step 7. Click View.

Step 8. Click Edit.

Step 9. Change Value (StringValue) to 0.

Step 10. Click Save.

 

Active Only is now cleared by default when users click Find Client.

Add a custom field to Find Client

An active custom field can be made available as an additional Find Client search criterion.

Step 1. Click Administrative Options.

Step 2. Click Custom Features.

Step 3. Click Custom Fields.

Step 4. Open Demographics Tab Custom Field, a Custom Tab, or Central Custom Tab.

Step 5. Select an active custom field.

Step 6. Click Toggle Search.

The custom field is now available as a search option in Find Client.

How to confirm it worked

• The expected client record opens when valid search criteria are used.
• If the Common Storage Settings are changed to have Active Only default to unchecked, the box is unchecked in the Find Client screen.
• If a custom field is toggled for searching, the custom field appears on the Find Client screen.

Troubleshooting and common questions

Why does the client not appear?

Try a different identifier, verify spelling, and clear Active Only if the client may have a case closed date.

Why are so many records returned?

Limit the search results by adding another search term, such as date of birth or client ID, and verify the correct record before opening it.

Why is a custom field missing from Find Client?

Confirm that the field is active and that Toggle Search has been enabled for that field.

Related References