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Data Elements: 5.08 Client Unique ID
Data Element
The Personal Identifier must be able to be attached to the same individual when served by multiple projects.
There is a one-to-one relationship between Personal Identifier and 3.01 Name, 3.02 Social Security Number, 3.03 Date of Birth, 3.04 Race, 3.05 Ethnicity, 3.06 Gender, and 3.07 Veteran Status.
A Personal Identifier is an automatically generated identifier created by the HMIS software. A Personal ID must be static and unique to a single individual within an HMIS implementation, regardless of how many client records exist for the individual.
Data Element Type
5.08 Client ID is a Metadata Element (HUD).
Why It Matters
When a person has multiple client IDs, the picture of their experience is incomplete unless a user manually pieces together the history. HMIS must have functionality to allow for de-duplication of multiple records with distinct Personal Identifiers that are identified as representing the same individual based on identifying information
Data Quality
The Data Completeness Report and Clients Active in Period report look for multiple client IDs for the same client unique ID. Flagged if multiple different Client IDs are found for a single Client Unique Id.
Any new enrollments after 08/27/2018 are recorded on a 500000+ client ID. The Data Completeness report will flag the client ID if the enrollment is on a client record with an ID under 500000 and the project start date is after 08/27/2018.
If multiple Client IDs are found for a single Client Unique ID, the client’s entire record (not just this enrollment) must be reviewed for validity. Submit a Merge Request to the AKHMIS Help Desk if records should be merged.
Any enrollment with a Start Date after the system reset date of 8/27/2018 must be made on a 500000+ Client ID. Enrollments entered on an under-500000 Client ID record with a Start Date ON or AFTER 8/27/2018 (the system reset date) need to be corrected as follows:
- Search for the client in Clients.
- Re-enter information by selecting one of the following options:
a. If there is a single 500000+ Client ID: Re-enter the information in the 500000+ Client ID record.
b. If there are multiple 500000+ Client IDs: Re-enter the information in the lowest 500000+ Client ID record AND submit a Merge Record Request through the AKHMIS Help Desk including all the over-500000 Client IDs for that client that should be merged.
c. If there is no 500000+ Client ID: A new client record needs to be created.
3. After you complete the appropriate fix, delete the project enrollment from the under-500000 Client ID.