Client Administration
ClientTrack System Administration Guide
Table of Contents
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/direct/1696274087769-image.png)
System Administrators have access to certain features that will allow them to manage client records. These features are detailed in the following walk-throughs.
Client Security Model Basics
Client Security Model Basics
Two Record Types in ClientTrack
- Entity Record Data: Most commonly associated with Client Records in ClientTrack, Entity Record Data for Clients can include name, birthdate, address, SSN, and other demographic fields.
- Transactional Record Data: These include all interactions or data collection associated with the Entity. For Clients, that means assessments, case notes, services, enrollments, etc.
Please Note: Ownership of Record Data in ClientTrack is determined by the Organization that created the Entity or the Transaction. Every Entity and Transaction in ClientTrack is automatically stamped with the Organization’s ID that created it. |
Client Record Security
Client Record Security
Below are the three functionalities that determine how Client Record Data is shared between Organizations.
MOU | Organization-level sharing where agencies can define sharing relationships between each other defined in formal Memorandums of Understanding (MOUs). The sharing relationship can include one-way or bi-directional sharing for a specific range of dates. |
Release Exceptions | Allows the release of Client Record Data to be specified on a Client-by-Client basis, regardless of the Organization sharing rules. For example, two Organizations may not share data, but the Client-specific release will override this initial setting. The Release Exception is valid through a specific date. This option is more restrictive and requires a User to add Release Exceptions manually on a Client-by-Client basis. |
Restrict Intake | Allows the restriction of the Client Record Data solely to the Organization that created the Client, regardless of any MOUs in place. |
Navigation
Clients are managed by going to the Home Workspace, Global Administration Menu Group, and expanding the Client Administration Menu Group.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3429669/1692842919353-client_administration_01.png)
Please Note: Adding Clients and Transactional Data (i.e., Assessments, Services, Goals, Barriers, etc.) associated with a client are managed through the Client Workspace and covered in the ClientTrack User Guide. |
Deleting a Client
Deleting a Client
Please Note: ClientTrack’s Delete Clients functionality uses the soft delete method, meaning that Clients can be restored if deleted by mistake. Any Transactional Data associated with the Client will also be deleted and found in the functionality’s Recycle Bin if the Client is restored. |
Navigation
The functionality to delete a Client can be found by going to the Home Workspace, Global Administration Menu Group, expanding the Client Administration Menu Group, and selecting the Clients Menu Option.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3429685/1692844084990-client_administration_02.png)
Deleting a Client
- Use the filters to locate the necessary Client on the Clients search form.
- Select the Action button to the left of the Client name, followed by the Delete option to soft delete the Client.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3429689/1692845239376-client_administration_03.png)
- Select the Yes button to confirm your decision.
- Delete any additional Clients and navigate away from the form.
Merging Duplicate Clients
Merging Duplicate Clients
Overview
The Merge Client process allows ClientTrack Administrators to perform duplication and data quality clean-up throughout their environment. The Merge Client process works by merging two duplicate client records into one. This is accomplished by first updating all transactional records associated with the Source Client ID to the Target Client ID. The Merge Client process will then set the active status of the Source Client to ‘D’ or Deleted. After the Merge Client process is complete, the Source Client record should no longer have information associated to it. All transactional records can now be found under the Target Client record. To find more information about how Merge Client works and find answers to frequently asked questions, visit the Merge Client article.
Please Note: If any transactional records are created or edited on the Source Client record during the Merge Process, the merge will loop back through to merge the still active records with the Target Client ID. |
Navigation
The functionality to merge a Client is found by going to the Home Workspace, Global Administration Menu Group, expanding the Client Administration Menu Group, and selecting the Merge Clients or Merge Multiple Duplicate Clients Menu Option.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/direct/1718209752381/image.png)
Merge Clients
- Select the Add New button at the top of the form.
- Search for and select a Source Client and a Target Client.
Please Note: The Source Clients transaction records will be transferred and re-associated with the Client selected in the Target Client field. The Client in the Source Client field will be soft deleted from the system once the merge is finalized. |
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/direct/1719609030552/image.png)
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/direct/1719609096938/image.png)
- Select Save.
- Once saved, the newly created merge record will appear on the Merge Clients search form.
- Select the Action button, followed by the Add to Merge Queue option to finalize the merge.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/direct/1719609743357/image.png)
Please Note: The Add to Merge Queue button will only be visible to the user who created the merge record. |
Merging Multiple Duplicate Clients
- Select at least two of the filters and select Search.
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Make a selection between each client result by choosing: Client 1, Client 2, No Action, or Ignore.
- When Ignore is selected for a possible duplicate, the paring will not be visible in future searches. Users can review all Ignored duplicate pairs in the Ignored Duplicates form nested under the Merge Multiple Duplicate Clients menu option.
Clients with a red “X” will be the Source Client and merged into the Client in green, or the Target Client |
- Repeat for each row of results.
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Select the Accept button to perform the action selected for each row.
- Selecting Accept will add the clients to the Merge Queue to be merged when the asynchronous process begins again.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3431059/1692886106023-client_administration_10.png)
Please Note: Selecting the Cancel button removes all of the choices on the search form. |