Instructions:
The YWHO data collection platform’s Landing Page, which is the Search page, is used to locate client profiles that have been added to the platform.
There are two sub-tabs on this page:
- Search
- List of Clients
The List of Clients page uses the criteria entered in the search page to populate client lists; this means that you will always need to include a search criteria in order for a list of clients to appear on this page.
To use the Search function:
- Select the SEARCH tab on the top-left corner of the screen.
- Note that the Search page will open up by default when you access the YWHO data collection platform.
- The options outlined below are the available search fields. Use these fields to conduct your search:
- Last Name: Client’s last name.
- Date of Birth: Client’s date of birth.
- Age: Client’s age.
- This client is a: If the client is a youth or caregiver.
- Pre-existing client id: An ID that has been linked with the client’s profile that is not their Client ID.
- Client ID: Client’s ID as generated by the YWHO data collection platform.
- Click on the SEARCH button at the bottom of the screen
- This will load the list of clients that satisfy the search criteria included in step 2.
- Client IDs can be shared among hub service providers supporting the same client, to locate the client’s profile.
- When greeting a client who has received hub services, the client’s first name, last name, and date of birth should be requested and used to locate their profile.
- Using a search criteria that includes the client’s first and last name, and date of birth should generate only one client profile to choose from in most cases.
- To remove search criteria, go back to the Search tab and click on the CLEAR FILTERS button at the bottom of the screen.
- To generate a list of all clients who have a profile for your site, use the following criteria: “Age – Greater than 12, Less than 30”. These criteria should pull up all of the client profiles in your site.
The List of Clients page will show all of the client profiles created on the Add a New Client page that meet your search criteria.
The List of Clients page will include a brief overview of clients at the bottom of the page. This brief overview includes the following information:
- Title: Includes the total number of visits for a selected client.
- Visit Date: Includes visit dates for each client visit.
- User Name: Includes the name of the service provider who created each specific client visit.
- Visit Owner: Includes the name of one service provider who provided services to the client.
- Only one visit owner can be seen on the List of Clients page.
- No. of Service: Includes the number of services that the client received in each specific visit.
- Both the Start of visit form (START_VISIT) and End of visit form (END_VISIT) must be completed in order for this column to be automatically populated for each client visit.
To access a client's profile on the List of Clients page:
- Select the client row and click on the SELECT button (bottom-right hand side of your screen); or
- Double-click on the corresponding client row.
Video Instructions:
List of Clients Column Description:
Column Name | Description |
First Name | Client’s First Name. |
Date of Birth | Client’s date of birth. |
Pronouns | Client’s Pronoun. Note that clients who have selected more than one pronoun will include an asterisk beside their pronoun. |
* | The asterisk indicates that the client has selected more than one pronoun. |
Preferred Name | Client’s Preferred Name. |
Client Type | Youth or Caregiver. |
Total No. of Visits | The total number of times a client has visited the YWHO site. |
Last Visit Date | The date when the client last visited the YWHO site. |
Demographics Status | Completion status of the Sociodemographic Survey. |
Client ID | This is auto-generated by the Toolbox. Unique Client ID is associated with each client. |
Other ID | Other ID used for the client on other databases. |
End of Visit Form Needed? | YES: At least one service provider who saw the client has not completed the End of Visit Form. NO: All service providers who saw the client have completed the End of Visit Form. |
Centre | Unique Code associated to the YWHO site. |
