Adding clients to provider domains is the first step for managing demographics, case notes, clinical data, services, and other client-level data. Four pieces of information are needed for adding a client to CAREWare

1. First name
2. Last name
3. Date of birth
4. Gender

Providers may configure the Add Client screen to include other fields, such as medical record numbers.

How to Add a Client in CAREWare

1. Log into a provider domain and click Add Client in the left menu.

2. Enter the client’s first name, last name, middle name, gender, and date of birth. Middle name is optional. If you do not know the client’s date of birth, enter an estimated date and check the box for DOB Estimated?

The following Add Client fields complete the RSR and ADR question:

• First Name, Last Name, Date of Birth, and Gender are used for the Encrypted Unique Client Identifier in Q.SV4 of the RSR and Q.2 of the ADR
• Gender: Q.7 of the RSR Client’s current self-reported gender and Q.6 of the ADR Client’s current self-reported gender
• Date of Birth: Q.4 of the RSR Client’s year of birth and Q.9 of the ADR Client’s year of birth

Last Name: Patient’s last name

First Name: Patient’s first name

Middle Name: Optional. Patient’s middle name or middle initial

Gender: Gender options are defined by HRSA and include Female, Male, Refused to Report, Transgender FtM, Transgender MtF, Transgender Other, and Unknown.

Date of Birth: Patient’s date of birth

DOB Estimated?: Checkbox to indicate if the patient’s date of birth is estimated. Used when the patient’s exact date of birth is unknown.

 

3. Click Add.

 

Duplicate Client Warning

Before adding a new client to a provider domain, CAREWare checks for existing matches in all domains. Client matching is based on first name, middle name, last name, date of birth, and gender. If matches are found, CAREWare shows a list of the potential matches.

 

 

Add New Client: Click Add New Client if the potential match is not the same client as the one being added.

Go To Client: Click Go To Client to review the existing client record to determine if it is the same as the client being added.

Back: Return to the Add Client screen.

Print or Export: Print or export the list of possible matches.

Hide/Show Columns: Add or remove columns to the list of possible matches.

 

Using Imports to Add Clients to CAREWare 6

CAREWare features data import options that can be used for adding clients to CAREWare. Providers configure the Import Settings to automatically or manually add clients during imports.