Section 1Accessing Client Records (OLSA)

1.1Search for a Client Record

Searching for a Client in the Active Database

The Client Registry is searched using the Online Support Assistant (OLSA) search page. It is possible to search using any fields listed in on the OLSA.

  1. On the Agency/Staff Tools page, click the Client Registry Database (OLSA) link. The OLSA search page loads.
  2. Enter search criteria. The fields are connected by an "and" logic statement by default.
  • Example:
    First name field> begins with: Jane
    Last Name field> begins with: Smith
  • All clients with the first name "Jane" and last name "Smith" will appear in your search results.
  • Also, other variations of names starting with Jane or Smith will also appear. Examples may also include variations like Jane Smithson, Janet Smithfield.
  • To widen a search, use other logic criteria [begins with; ends with; contains]
  1. Click the Searchbutton. The search results page loads.

Expanding a Search of the Client Registry

If search results do not include the client’s record, expand the search by broadening the search criteria.

  • Enter the search criteria, begins with, and a first initial instead of a first name.
  • Enter last name and alternate information that may assist in identifying the client’s record.
    The most reliable fields to include in a search are:
  • Client ID
  • First and Last Names
  • Pre or Post Disaster Zip Code:
  • Pre or Post Disaster State (2 Letter Abbr.)

1.2Expanding Your Search to Other Databases

If a search of the Client Registry still does not locate a client record, expand the search to other databases in the CAN system..

FEMA Database

The FEMA database is updated on an ongoing basis with client records that FEMA has sent CAN from their database. The FEMA records contain information provided by individuals when they self-enrolled for FEMA benefits, including:

  • Pre-disaster address
  • FEMA #
  • e-mail address
  • Additional information such as benefits received from FEMA, may also be included.

Archive Database

Client records are archived when removed from the Client Registry. Records that have been archived include:

  • Any client records which have not been updated in the past 6 months These records are periodically moved from the Client Registry to the Archive database
  • Any client record which was marked as a duplicate by a user.

Searching FEMA records and the Archive

  1. Use the first and last name fields, alternate criteria, and/or fields.
  2. Click in the associated check-box for each database to Include FEMA Database Records and/or OLSA Archive Data
  3. Click, the Search button. The combined search results loads.

1.3Importing Records from the FEMA or Archive Databases

If a client’s information is in either the FEMA database or the OLSA Archive Database, it is possible to import this information into the Client Registry live database.

FEMA Data

  • Search results of the FEMA database are displayed below the Client Registry results.
  • To assist in identifying a client’s record in the FEMA database, the following information is included in the search results: prefix (title), first name, last name; phone number; e-mail address; pre-disaster address; individual client FEMA number.
    Note: The pre-disaster address may be incorrect and may be a post-disaster address.
  • To view the client’s FEMA record, click the View button
  • To import the client’s FEMA record into the live database, click the Import button.
  • If the client’s FEMA record has already been imported into the Client Registry live database, the option will be hidden.
  • A new client record is created when importing the FEMA information into the Client Registry live database. All information contained in the record will be included in the appropriate fields.

Archive Data

  • Search results of the Archive database are displayed below the Client Registry and/or the FEMA search results.
  • To assist in identifying a client’s record in the Archive Database, the following information is included in the search results: first and last name; address (pre-disaster.)
  • To view the record to verify it matches a client and import it into the Client Registry, click the View/import link.
  • A new page will open with all the information recorded in the client’s archive record. This information will vary depending on the source of the record and any entries made by CAN users.
  • Once you have verified the record is a match for the client, click the link Import this record back into the OLSA.
    Note: All associated client records (household members identified using the household tool) will also be imported back into the Client Registry along with the client’s record.

1.4Case Manager Search: Locate Managed Cases

Once a case is assigned to a case manager, it is possible to search for the assigned client records by the case manager’s name. To do a search by a case manager’s name, the case manager must have an active account for the CAN system.

The case management search only works when searching active case managers.

Case Management Search.

  1. Scroll to the bottom of the OLSA search pageand click on the link Case Management Search. A new search page will load.
  1. In the Case Manager field enter the case manager’s last name.
  • It is possible to limit the search by case status (open, closed, duplicate.)
  • It is also possible to limit the search to records which were entered into the system during a certain date. (format date DD/MM/YYYY) or by a follow-up date range.
  1. Click the Searchbutton at the bottom of the page. The case manager confirmation page loads.
  2. Confirm the case manager by select the desired userfrom the list of matching case managers (you may select just one.)
  3. Click, Continue button. The search results load.

Note: You may choose to show 25 to 100 matching records at a time. To view additional clients scroll to the end of the page and click, Next Matcheslink

1.5Using Client Registry Search Results

Search Results

Search results of the OLSA using client or case management information will list all records matching the search criteria.

  • Client ID (Client ID number assigned by the CAN system)
  • Last, First,Alias (The alias is recorded in the household tool)
  • Pre-disaster address
  • Reports (Includes access to reports on referrals, services, and the HIPPA access report)
  • Household Structure (Access to the household tool used to identify heads of household’s and relationships to other clients with records in CAN)

No Records Found

When searching based on client information, if you receive a message, No Records Found, return to the OLSA Search page by clicking on the New Search link and use the strategies identified in section 2.1- Expanding a Search of the Client Registry and 2.2Expanding Your Search to Other Databases.

If you have completed a thorough search, you may click the New Client Record link to start a new record for the client.

Identifying Client Records

From the Search results page you are able to identify client records using their name, pre-disaster address, and Client ID number.

To verify a client’s record:

  • Do not give out information contained in the search results or client records.
  • Do not show the client your computer screen.
  • Ask the client to provide identification and/or pre-disaster information.

If the information on the search results screen is not sufficient to determine the matching client record, it is possible to open client records without loosing your search results. Just click the linked client’s record.

Duplicate Records

A client may have duplicate records in the system. To learn how to manage duplicate client records,

See the How-To Guide: Managing Duplicate Records in CAN.

Create a New Client Record

If all search attempts fail to find a client record, you may create a new record for the client.

  • Click the Create New Client Recordbutton(top-left of OLSA search page or click the Create New Client Record link on the search results page (bottom-center.) A blank client record will load.

Print Client and Case Management Search Results

You my print the search results for the case management search by clicking the Print Results button at the bottom of the search results page. This will print all matching records (including those displayed on another page.)

Coordinated Assistance Network

Client Registry Manual: Formbuilder Update

03/31/2008

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