Amigos 3 Common Tasks User Guides Finding A Client Record Searching for a client record is obviously an important skill for any clinician needing to research that client or write up notes for them. However for users who may need to create a new client record (liaison staff, referrals administrators etc) this becomes absolutely critical in order to avoid duplicate records. If a client has a duplicate record this could present a serious risk to their safety or staff dealing with them. The Find screen is divided into two sections • Search Criteria boxes on the left in which to enter client details • Results on the right hand side - the list of any matching client records - Use address & DOB to confirm identification before loading a record in order to preserve confidentiality - Pink (or Red) entries are deceased - Light Blue (or Dark Blue) entries are inactive - White (or Green) entries are recent or current clients so generally these are the ones you will be looking for There are also a few buttons whose purpose will be described below. Active clients Inactive client List of results Deceased client Enter search criteria in these boxes Click to load the Shows list of selected record special searches Click to search for matching records Once you have found the entry for your client’s record you can load it either by highlighting it and then clicking the Select Record button or by double clicking on the entry. Searching Using Client Details The most basic and fundamental way of searching is to use the Find master tab in Amigos to enter client details. Whatever details are entered into the boxes on the left will ALL have to match a client record in order for that record to be listed in the search results. Therefore it is worth bearing in mind the general rule – less is more. • If you enter many, specific details on the left you will find very few, one or no records – if any of the details you enter is even slightly wrong, you will not find the record you are looking for. • If you enter few, generic bits of information, then you may get hundreds or thousands of records listed. The art of searching is in getting the balance right – the aim is to be accurate without restricting your chance of success. Often it is suitable to start off being precise, and then if you don’t find the record you need to broaden your search by removing details. As mentioned above if you don’t know if the client is on the system you MUST make a very thorough search before considering creating a new record. Please refer to the Effective Searching Tips and the detailed descriptions of the Search Criteria Boxes below. Effective Searching Tips Work through these methods to have the best chance of finding the record you are looking for. 1. Use the client’s name as the main way of searching. This is easy to remember and will show all records they have if any duplicate records have been created by accident. 2. If you have any doubts about the spelling of their name or if their name could have been spelt incorrectly when their record was created, try using only the first few letters or initials of their names. This will find any records with names starting with those letters. 3. Try using the ‘Sounds Like’ facility – this will often find records for clients whose surname is difficult to spell. Remember in order to make this work you need to type in the whole surname in the way you think it might be spelt. 4. If there is the possibility that the client’s first name and surname have been entered in the wrong order, try the ‘Reverse Names’ option. 5. If you are working with an emergency referral and have few details about the client, then you will need to use the extra options at the bottom of the search criteria. These will have to be used in combination in order to be useful – e.g. entering a first name, age range and post code could narrow down the results enough to identify a client. Search Criteria Boxes District Number - This is the Amigos record number. It will uniquely identify a record but unless quoted by someone from the Information Department, you probably won’t know it. If you search for a client by a different piece of information and the results list shows more than one entry for the same name, check the district numbers in the left hand column. If these are the same, both entries refer to the same Amigos record. If they are different but you think the two clients listed are actually the same person then either complete a Request To Merge Amigos Records form or notify someone else to do so. Case Note Number - Although the casenote number for a client might be known, if they have more than one Amigos record each will probably have a different casenote number and therefore you won’t find the others. Once a client is known to you and you know they don’t have multiple records, the casenote number is a good unique identifier. You need to remember to type the full number including any leading zeroes or slashes (‘/’). NHS Number – This will uniquely identify most people in the country. Visitors to the country, including those from Scotland and Northern Ireland will not have an NHS Number – neither will members of the armed services. Surname & First Name – These two boxes should be your main method of searching. Remember, capitalisation doesn’t matter and whatever letters you type will find any names starting with those letters. E.g. just putting the first letters in will find everybody with those initials or typing ‘John’ for the surname will find ‘John’, ‘Johnson’, Johnstone’ etc. Sounds Like - If unsure of the spelling of a surname or think that the name may have been entered incorrectly in the past, tick this box. This will now find any names that are similar to the spelling you have. In order for this facility to work you must have entered the full surname. Reverse Names - If you search, don’t find your client’s record and suspect the names may be in the wrong order (i.e. the surname has been given first and the first name second), tick this box and search again. This will find client records with the names in the reverse order. Date of Birth -The date box will allow you to enter dates in any format – so long as it is in the order Day then Month then Year with something as a separator between each item Examples are: ‘08/03/1967’ or ‘8-3-67’ or ‘08 3 1967’ or ‘8.03.67’ Note: Incorrect dates of birth frequently end up on the system due to errors by staff entering the data or clients giving wrong or incomplete information. If you don’t find someone using their date of birth you CANNOT assume they don’t have a record - use a different search method to try and find them. Age & Years +/- - These boxes enable you to find client records within a range of ages. e.g. if you put ‘30’ in the Age box and ‘3’ in the Years +/- box then you will find clients between the ages of 27 and 33. Note - Do not use this on it’s own as it can generate thousands of results and it will take the computer ages before it is able to respond again. Sex - In this box, you only type ‘m’ or ‘f’, for male or female. If you don’t have a first name this could narrow down the results by half. Post Code – This option is only available to liaison staff due to confidentiality issues. If you are able to use this box • Remember to type a space in between the two halves of the postcode. e.g. ‘A11 2BB’ not ‘A112BB’ • You can use partial postcodes if you know the area the client is from • Amigos insists on there being at least three characters typed in before you can use it, so if you want to use a partial postcode such as ‘M8’ you will have to type a space after the partial postcode. • This facility must be used with discretion as it can easily reveal confidential information that you have no right to see. Amigos will insist on other client details being used in conjunction with the Post Code. Once all the relevant information has been typed in for the client you are searching for, click on the Search button at the bottom of the panel or press the Enter key on the computer keyboard. This will display all matching client records in the right hand panel. If you wish to clear all the information you have typed in, so that you can start another search, click on the Clear button, which looks like a small yellow eraser and is next to the Search button. Using this is a good habit to get into as it is easy to forget an initial or small piece of data left from the previous search that will prevent you finding your next client’s record.