Please do a thorough search before creating a new client! If you find duplicate clients, send the ID numbers (not the names) to your CoC HMIS Lead so they can be merged.
Before you create a new client record in OMC HMIS, a search is required to ensure the client does not already exist. This is why the Add New Client With this Information button is greyed out at first.
Search Tips
You can search by any of the search fields that are not italicized.
Try searching for just a few letters of the first and last name. This broadens your search and will show you client records with similar names or alternative spellings.
If the client has two last names, search for one first. If not found, search for the other last name.
You can sort by many of the columns in the search results. Click on Social Security Number, Date of Birth, Name, or ID Number to sort by that column. This enables easier viewing.
If you locate the client’s record in the search results, you can open the record by clicking on the pencil icon or the client’s name.
If you cannot find the client record in OMC HMIS, you can create a new client. Please be sure to fill out as many of the data fields as possible, including the Data Quality questions, before clicking Add New Client With This Information.
Do not enter a fake Social Security Number or input all zeros (000-00-0000). We do not put fake data into HMIS.
If you do not have a SSN for the client:
Leave the SSN field blank
Choose an appropriate SSN Data Quality value from the drop-down list
Client prefers not to answer OR
Client doesn’t know
Depending on whether the feature is enabled for your agency, your Client Search page may have more demographic fields available for data entry (see screenshot below). If you would like this feature for your agency, contact your CoC HMIS Lead.
