Edit/Enter New Client

Edit/Enter New Client Screen

Purpose

The Edit Client screen is used to update or change the specific, non-immunization information relating to any client existing in the registry system. In order to edit a clients information, he or she must first be located in the system using the Manage Client/Immunizations screen.

The Enter New Client screen is used to introduce previously non-existing clients into the registry.

Entering a New Client
Information Provided
Functionality

Entering a New Client

The steps taken to add a new client into the registry are the same as when editing a client except for the following.

Click on the 'enter new client' hyperlink from the Menu Panel on the left side of the Main screen

You will be provided with a blank client form to enter all of the client information from scratch.

There is an Add Next button to save and then clear the client form you have just completed, then add another client into the registry without having to start all over. The description for this button can be found here.

A de-duplication process is performed every time you are entering a new client into the registry to verify that the client does not already exist. In the event an existing client is detected that matches the one currently being entered you will be asked if you want to "Override" the de-duplication and enter the client anyway. *Note*

Once you have verified that there are no matching clients, you can follow the steps as outlined below for the different parts of the Edit/Enter New Client screen.

Information Provided

There are four parts to the Edit/Enter New Client screen defined as follows: Click on a link to view the help for that screen.

Functionality

Button

Description

When the Save button is clicked, all information fields within the Personal Information Header, Client Information Tab, Responsible Person(s) Tab, or Client Comment(s) Tab are saved to the registry database. Before any client data is saved however, the registry will examine the contents of certain key information fields. If it is determined that any key field contains invalid data, the registry will display a message prompt with a brief description of the error. When it is determined that all key data is valid, the registry will post all of the client data to the database. To signal that the client data has been saved, the Edit Client screen will print "**CLIENT UPDATED** " in the title bar of the Personal Information Header, while still remaining on the Edit Client screen.

When the Immunize button is clicked, all information fields will be examined for validity then saved (just as if the Save button was clicked), and the Immunization History screen will be displayed so that immunizations may be viewed, edited or added. *Note*

When the Edit Next button is clicked, all information fields will be examined for validity then saved (just as if the Save button was clicked), and the Manage Client screen will be displayed so that a search can be executed for a different client.

In Manage Client, hitting the Edit Next button generates a blank client query screen.

When the Reports button is clicked, all information fields will be examined for validity then saved (just as if the Save button was clicked), and you will be directed to the Reports Available for Client screen. *Note*

When the Data Exchange button is clicked, the pop-up window Client/Data Exchange Information will appear. The button does not save client data to the database. The pop-up window displays all data exchange jobs that have either inserted or updated data for the client in the Registry. The Job ID, Start Date and Organization Name are displayed for the data exchange jobs.

When the Cancel button is clicked, the key data fields will not be examined for data validity, and the client data will not be saved to the database. Instead, the Manage Client screen will be displayed so that a search can be executed for a different client.

When the Add Next button is clicked, all information fields will be examined for validity then saved (just as if the Save button was clicked), and then the Edit/Enter New Client screen will be displayed again for you to add another client.

Notes

De-Duplication Process Note

The de-duplication process exists to prevent duplicate clients from being entered into the registry. Duplicate clients reduce the quality of data that is stored within the system, and therefore are attempted to be removed by this process.

When you attempt to add a client that the registry determines may already be entered in the system, the option to "Override" this process is given. Should you choose to disregard this message, you may be duplicating a client on the system. A list will be displayed with the clients that are a possible match to the one you tried to enter. You can even bring up the client records to see whether the shot records and other information match or not. If they do not match at all, then it is probably ok to "Override" the de-duplication warning. If one of the clients does match, then you can access the client record and add any immunizations that are not on the record or update the clients demographic information.

If you have any additional questions, do not hesitate to contact the registry Help Desk.

Functionality Note

The Reports button is found only on the Edit Client screen, not on the Enter New Client screen.

The Immunize and Reports buttons will not be displayed on the Edit Client screen for a client that has opted out of the registry.

Button	Description
	When the Save button is clicked, all information fields within the Personal Information Header, Client Information Tab, Responsible Person(s) Tab, or Client Comment(s) Tab are saved to the registry database. Before any client data is saved however, the registry will examine the contents of certain key information fields. If it is determined that any key field contains invalid data, the registry will display a message prompt with a brief description of the error. When it is determined that all key data is valid, the registry will post all of the client data to the database. To signal that the client data has been saved, the Edit Client screen will print "CLIENT UPDATED " in the title bar of the Personal Information Header, while still remaining on the Edit Client screen.
	When the Immunize button is clicked, all information fields will be examined for validity then saved (just as if the Save button was clicked), and the Immunization History screen will be displayed so that immunizations may be viewed, edited or added. Note
	When the Edit Next button is clicked, all information fields will be examined for validity then saved (just as if the Save button was clicked), and the Manage Client screen will be displayed so that a search can be executed for a different client. In Manage Client, hitting the Edit Next button generates a blank client query screen.
	When the Reports button is clicked, all information fields will be examined for validity then saved (just as if the Save button was clicked), and you will be directed to the Reports Available for Client screen. Note
	When the Data Exchange button is clicked, the pop-up window Client/Data Exchange Information will appear. The button does not save client data to the database. The pop-up window displays all data exchange jobs that have either inserted or updated data for the client in the Registry. The Job ID, Start Date and Organization Name are displayed for the data exchange jobs.
	When the Cancel button is clicked, the key data fields will not be examined for data validity, and the client data will not be saved to the database. Instead, the Manage Client screen will be displayed so that a search can be executed for a different client.
	When the Add Next button is clicked, all information fields will be examined for validity then saved (just as if the Save button was clicked), and then the Edit/Enter New Client screen will be displayed again for you to add another client.