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Amigos 3 Common Tasks User Guides Finding A Client Record


Amigos 3 Common Tasks User Guides Finding A Client Record

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									          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
• 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
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.

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