How to Access the Data Integrity Tools
Select the Data Integrity button from the Administration Menu. Pressing the Data Integrity button reveals the Data Integrity Tools menu:
The following are some of the tools you can use to look for incorrect data. On the next page, you will learn how to use the Name Duplicates feature to avoid having two records for the same individual.
This tool enables you to search your client database for potential duplicate client records. If a match is found, the records can be merged in the Merge Clients window. This process will be explained in more detail in the next topic.
Invalid Birth Dates
This tool enables you to search for inaccurate dates of birth that have accidentally been entered into HIFIS. For example, someone may have entered the current year rather than the client’s year of birth.
Stay Date Chronology
The Stay Dates Analyzer shows a list of all the stays that have been recorded in HIFIS. When you run the Stay Dates Analyzer, the software will analyze each stay to check that the stay details are logical. Examples of illogical stays are:
- the Book-Out day is before the Book-In day, or
- a client is booked into one shelter without being booked out of another.
The administrator can auto-swap the dates if the Book-Out date is before the Book-In date and auto-delete the stays that are zero day stays (for example, the client came and left a shelter without staying overnight).
The Concurrent Stays Analyzer looks for client stays that overlap in time. Any overlapping stays will show up when the screen is opened. This screen provides a quick view of overlapping stays, while the Stay Date Analyzer screen captures this information, and much more.
The Stay Date Changer allows the service provider to view the client’s stays graphically, swap the dates if the end date is before the start date, and manually edit the stay dates.
For an overlapping stay that has no end date, the Stay Date Changer automatically inserts the date that the client booked into a different shelter as the end date of the previous stay.
Primary Key Repair, Usage Log Repair and VFP Command Window
These buttons are for fixing certain database errors such as indexing errors, or a need to clear the usage log because the file is too large. These tools should only be used under the direction of the HIFIS Support Desk.
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