Clients

The Client module allows you to enter, change, and copy clients in TWICES.  It is also the entry point for the Immunizations module.  You must search for and select a client before you can access Immunizations.

Objectives

After you complete this section, you will be able to:

Client Search

To reduce the occurrence of duplicates, the Client Search screen forces you to search for clients based on one or more of the following information points before allowing you to enter in a new client's information.  Search for specific clients by using the search criteria below. 

 

You must complete at least two of the fields to perform a client search unless you are searching by Client ID.  However, the more information you provide will tighten the search criteria and will return fewer clients on the Client Search Results Screen.

 

 

To complete a Client Search, you must:

  1. Enter in the search criteria as mentioned above.
  2. Select Search  - Search will take you to the Client_Search_Results screen.
               

Things to Know Before Searching for A Client

 

If your search returns more than 100 records, you will receive an error message asking you to refine your search criteria.  This will prevent the web server’s performance from being compromised by returning too large a record set.

 

Hint:     

The Last Name, First Name, and DOB fields allow for partial searches.  For example, if the last name is Aguilar and you are not sure how to spell it, you can type in “Ag”, and the system will return all clients whose last names begin with “Ag” and who meet your other search criteria.

The First Name field works the same way as the Last Name field.  You can search on a full or partial first name.

For the DOB field, you can search for a birth month rather than a specific birthday by entering a date like “03/2000”.  This will return all clients who were born in March of 2000 and who meet your other search criteria.

 

 

 

You cannot search with 999999999 for Social Security Number or with 555555555 for Medicaid Number.  You will get an error message.

 

Be careful when searching by Medicaid number or chart number.  These are “exact match” search fields, which means that the record will not be retrieved unless the field in the database is identical to what you have entered in the search screen.  For example, if you have a new client named Alice Bluegown with a chart number of AB1234, it’s possible that her chart number may not yet have been entered into TWICES.  Therefore, when you search with “Bluegown”, “Alice”, and “AB1234”, you will not retrieve her record because the chart number field in TWICES is blank.  Blank does not match “AB1234”.  If you are searching with one of these fields and do not retrieve the desired client, try searching again with only last name and first name to be sure that the client is not already entered into TWICES.  In this way, you will minimize the possibility of entering a duplicate client.

 

 

From the Client Search screen you can access the following buttons:

 

Search (Hot Key = Alt + S) – Takes you to the Client Search Results screen with the results of your search showing

 

Menu (Hot Key = Alt + M) – Returns you to the Main Menu

 

 

Client Search Results

After the Client Search is completed, a listing of the clients that met the criteria will be displayed on the Client Search Results screen.  You are able to sort the information by clicking the column headings:  Client ID, Name, DOB, Agency, and Phone. 

Note:      If no clients meet your search requirements, you will be brought to the Client Search Results screen with no records showing.  If your search retrieves more than 100 records, you will get an error message telling you to refine your search criteria.

From the Client Search Results screen, you are able to access the following buttons:

 

Hint:     

You can also double-click on the row of the desired client to go to     the Selected Client screen.

 

 

Selected Client

The following read-only fields are displayed on the Selected Client screen:

Field

Description

Last Name

Last name of the client

First Name

First name of the client

Middle Name

Middle name of the client

Suffix

A designation that should follow the client’s name such as Jr., MD, or Ph.D.

Mother’s Maiden

Maiden name of the client’s mother

Sex

Gender of the client

Race

Race of the client

Date of Birth

Birth date of the client

SSN

Social security number of the client

Chart #

Chart number assigned to the client

Medicaid #

Medicaid number of the client, if applicable.

Street Address

Residential address of the client

City

City where client resides.

Zip Code

Zip code where client resides

Home Phone

Phone number of client’s residence

From the Selected Client screen, you are able to access the following buttons:

·        View

·        Change

·        Copy

·        Immunizations or Services

·        Financial

·        Prev List

·        New Search

·        Menu

·        Delete (for certain security levels)

·        Request

 

View (Hot Key = Alt + V)

Brings you to a read-only version of the Client Add screen for the selected client.

Change (Hot Key = Alt + C)

Brings you to a writable version of the Client Add screen for the selected client.  All fields can be modified.

Copy (Hot Key = Alt + O)

Brings you to a writable version of the Client Add screen with a copy of the selected client’s information.  You must provide a new Social Security number.  When you save the new client, the system will issue it a new client ID.  This is useful for entering family members that all have the same last name and address.

Immunizations (Hot Key = Alt + I)

This is the entry point for the Immunizations Module.  You will be brought to the Immunization Master page with the selected client’s information showing.

Note:      If you have access to only one program module, this button will show that Module (i.e., Primary Care, Tuberculosis, etc.) and will take you directly to that module. The Hot Key for each button will be Alt + the underlined letter.  The example shown above is for someone who only has access to the Immunizations module.

 

Services (Hot Key = Alt + S)

If you have access to more than one program module, the Immunizations button (shown above) will be replaced by the Services button.  This button will bring you to the Services Menu where the modules to which you have access will be displayed. 

Financial (Hot Key = Alt + F)

This will bring you to the Client Financial page where you can enter Financial, Billing, and Insurance information for a client.

Prev List (Hot Key = Alt + P)

This will bring you to the Client Search Results page with the results of your last client search showing.

New Search (Hot Key = Alt + N)

This will bring you to the Client Search screen where you can perform a new search.

Menu (Hot Key = Alt + M)

This will bring you to the TWICES Main Menu.

Delete (Hot Key = Alt + D)

This button only appears if you have a security level of 5.  This button will delete the selected clients and all records associated with that client.  Please be very careful with the use of this button. 

Request (Hot Key = Alt + R)

In the center of the Selected Client screen is the Request button and a pull-down list labeled Reports.  Select a report from the list and press Request, and the report will be brought to the screen where you can read and print it.  Following are the eight reports available from this list:

 

Client Information Form        A report that includes name, address, and other vital statistics of the client along with program enrollment information.  For formatting uniformity, each entitlement program listed at the bottom has spaces for ID/Case No. and Eligibility Date.  When these data are not applicable (such as for Title XX), a dashed line will appear even though the enrollment status is “Yes”.

 

 

Client Information Form – Full Report

 

 

Client Chart Labels               Labels are produced that include the client’s last name, first name, birth date, gender, social security number, Medicaid number, client ID, agency ID, and chart number.  These labels can be printed on standard 1” x 2.75” labels.

 

 

Client Mailing List Labels     Labels are produced that show the client’s name and mailing address.  If no mailing address is available, the residential address will be shown.  These labels can be printed on standard 1” x 2.75” labels.

 

 

Note:                              If you select either mailing labels or chart labels, you will be prompted for the number of rows you wish to print.  You can print up to nine rows.

 

Client Services Report         This report prints all the services a client has received within a chosen date range.

 

 


 

 

Note:                              You will be prompted to enter a start date and then you will be prompted for an end date.  Both dates default to the current date.

 

Declaration of Residency Form      A declaration of a Texas residence address for the client and his/her family members.  If the client’s language is Spanish, this form will be in Spanish.

 

 

Declaration of Residency – Full Report

 

 

Statement of Rights and Responsibilities              A document that outlines client responsibility and rights with regard to eligibility application.

 

 

Statement of Rights and Responsibilities – Full Document

Eligibility Determination Form         This form gathers information about the client and his/her family to determine eligibility for Primary Health Care and Title V.  It is also available from the Request Reports list on the Primary Health Care Master.  If the client’s language is Spanish, this from will be in Spanish.

         

 

Eligibility Determination Form – Full Form

 

 

Presumptive Eligibility Form            This form captures information to determine presumptive eligibility for Primary Health Care if the client does not qualify for Full Eligibility.  If the client’s language is Spanish, the form will be in Spanish.

 

 

Presumptive Eligibility Form – Full Form

 


 

All eight reports have a Print and a Back button.  The Print button will bring up a standard Windows Print dialog box from which you can select your printer and print the report.  The Back button will take you back to the Selected Client screen.

 

Services Menu

 

Hint:      

You can press Alt + Q from the Services Menu in order to access the Code Lookup screen.