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
Please Note: To avoid disrupting your daily case management activities and to maintain the highest data quality standards, we strongly recommend scheduling the merge client process during non-peak hours for your organization. This will help us preserve system performance and efficiency, considering the data-intensive nature of the merge client process. |
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 Menu Option.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3429691/1692846191640-client_administration_04.png)
Please Note: The Merge From Client’s transaction records will be transferred and re-associated with the Client selected in the Merge Into Client field. The Client in the Merge From Client field will be soft deleted from the system once the merge is finalized. |
Merging Clients
- Select the Add New button at the top of the form.
- Select a Merge From Client and a Merge Into Client.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3429701/1692846766315-client_administration_05.png)
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3429703/1692846872601-client_administration_06.png)
- Select Save.
- Once saved, the newly created record will appear on the Merge Clients search form.
- Select the Action button, followed by the Merge option to finalize the merge.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3429705/1692847041821-client_administration_07.png)
Scheduling a Client Merge
This functionality allows ClientTrack Administrators to designate a time that a client merge will be scheduled. By entering a date and time in the Schedule Merge section this will create a merge and schedule it to be ran asynchronously.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3805987/1706824992527-Scheduled2BMerge20240201-72-aomup120240201-90-zsz325.png)
Merging Multiple Duplicate Clients
This functionality allows ClientTrack Administrators to perform duplication and data quality clean-up throughout their environment.
Navigation
The functionality to merge multiple duplicate Clients can be found by going to the Home Workspace, Global Administration Menu Group, expanding the Client Administration Menu Group, and selecting Merge Multiple Duplicate Clients.
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3429707/1692847402251-client_administration_08.png)
Merging Multiple Duplicate Clients
- Select the necessary filters and select Search.
- Review the search results in the first row.
- Make a selection 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.
Clients with a red “X” will be merged into the Client in green. |
- Repeat for each row of results.
- Select the Accept button to perform the action selected for each row.
![](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. |
Scheduling to Merge Multiple Duplicate Clients
The scheduled merge will happen after the selected date and time once accept is clicked. If no date and time are selected the merge will be scheduled to run immediately
![](https://static.helpjuice.com/helpjuice_production/uploads/upload/image/14466/3805931/1706824089595-Scheduled%2BMulti%2BMerge.png)