Performing a Conflict Search
There are two primary ways to perform a Conflict Check in CLASS. Each method will provide the same results.
- Via Conflict Check menu item
- Via New Intake steps 2 or 3.
Via Conflict Check
In the primary navigation menu, select CLASS.
In the secondary navigation menu, select Conflict Check
Step 3 - Above the line search
Steps 3 and 4 are know as Search and Filter (previously Search and Sort).
Search first above the line, then filter the results using the filter columns below the line.
Search - Above the line - At this step, input the known information about the individual above the line. The fields within this 'above the line section' are designed to begin by creating a wide catchment of results, which can then be narrowed down using the below the line filters in Step 4. See the above diagram for above the line search options, and below the line filters.
The rule of thumb is, the more above the options you use in above the line search, the less hits you will get to filter. This may, or may not be a good thing depending on what you are trying to search for. Searching one field like surname, will catch everyone with that surname. Add a first name and the results will only be those with both names. Add a phone number also, and you can guarantee only one likely result.
The process of choosing which fields for an above the line search will depend on the type of information you know about the person, and what exactly you are searching for. There is a different approach if you are looking for a known existing client, than if you are trying to search widely for a potential other party where you may not have exact spelling of a first name. For example, If you have the person in front of you, and you need to find that exact person, a mobile phone number can be very accurate for many clients, as these are rarely shared and often (but not always) stay the same. Otherwise say a full name, date of birth and suburb will be fast and provide minimum results, providing this information has previously been accurately entered, and they have not recently moved home. This is why sometimes it is best to start above the line with minimum information, then filter the results. Starting with just a surname is often a good idea, where for example a first name may have been entered as Catherine, Cath, Katey, or Kate.
The same applies where you are running a conflict check on someone who may or may not be an other party. You may not have exact information, so in this case it would be good to start with minimum information, then filter the results widely afterwards.
CLASS is fairly good on variations: Using a surname like Smith, will pull all the Smiths, as well as Smith variations like Smithy, or Smithers - this shows you no longer need a wildcard (like a * or a % common to many databases) to catch variations, CLASS does that automatically. However CLASS is no Google, in that it will not find Smythe, as that is spelt differently to Smith, it is not just more letters. Conflict check will also search current and also previous information (e.g. other names, aliases, previous addresses) to improve the likeliness of finding results. So someone with a pre-married surname as Smith will still come up in initial search, even if the Surname Column shows a different - their current - name.
Once you have decided on what to start with, and you may want to try this several times to, for example, try different combinations or check different spellings.
Click on Search to display results. Or, click on the Clear button which will clear only the above the line search fields, allowing you to start a new search. .
Step 4 - Filter Results below the line
This is the second part of Search and Filter process. (See Step 3 above for Search above the line)
Refine results using the columns using the same method as described in Searching & Exporting.
You can customise the columns shown using the Customise button and dragging & dropping columns from the Column Chooser.
Searchable Sort Fields include:
- Client Type
- Close Date
- Service ID
- Street (available in both search and sort)
- Suburb (available in both search and sort)
- Telephone (available in both search and sort)
Click Search to display results.
Note that primary First Name and Last Name will also appear under the Additional Names field in search results
Type and Service links
When conflict check results are displayed there are links that a user can click on for each result to get a quick preview of the Client Type or the Services linked to that client.
1. The 'Type' column shows which client category the record is saved as in CLASS. This is from the field in Services front page called Client Category.
The following Types are found:
Full Client - these are the majority of results that used to just be ‘Clients’. However, they can now be distinguished from the other new categories in this list below, as they have at least one Full-Service attached. A Full-Service is a Service for the Individual that is not, only, an Information or Referral.
Non-Client - this means the person does not have any Full-Services attached (see above) only Informations or Referrals. This can happen if your centre has ever allowed for saving of Names and Addresses for Informations and Referrals in the CLASS ‘Intake’ process. Many centres have turned this function off, but historical records will remain. These records may have a duplicate Full Client record, and Administrators can now merge these records
Triage-Client - this indicates that this record is from the Triage list. There may also be a duplicate Full or Non-Client record, which will be remedied when the Triage service is converted to a proper service.
Client - This Type should now be rare - as most have been converted to Full-Clients. The remaining Clients usually have no services attached at all, and so suggest an incomplete record such as an intake. These can be considered for deletion if required, or a conversion to a Full-Client it the desire is to retain them.
Other Party - This is where a person, or an organisation has been added in CLASS as an Other Party to a Service.
Related Party - This is where a person or an organisation has been listed as related to the primary Client in CLASS. Examples are, as a family member of the client, or a housemate, etc.
Workers - These are people who are, or have been, working in your centre.
2. Service - this link will show the Service or Services that the persons above are either receiving or linked to.
Search and Sort Definitions
|Begins With – Search will bring up results for anything that begins with the letter inputted. This allows a user to display results where the sort result begins with a specific letter/s.|
|Search will bring up results for anything that has the letters being searched Contains the text or words within the field you selected for filtering. You can also enter partial words or phrases that contain the wildcard character, *.|
|Search will bring results that do not contain the text string or words within the field you selected for filtering. This is to eliminate specific results.|
|Search will bring up results for anything the ends with the letters inputted this will display results which end with specific letter/s|
|Search will bring up results for anything that exactly (very different from contains) the letters being searched need to equal the exact text or words within the field you selected for filtering.|
|Search will bring results that do not have the exact (different from does not contain) this is more limited to exactly what it entered the text string or words within the field you selected for filtering. This is to eliminate specific results|
Sorting the Search Results
|Clicking the top heading tab will display an arrow next to the field name as shown below.|
Clearing Sort Fields
Once Search Sort fields are used, use the Clear Sort link that appears on the bottom left to clear the search fields.
You cannot delete clients or services from conflict check.To delete records, please see Deleting Records for more details.
Clients who only have triage service will appear in conflict check but not in Search Clients and Search Services.
Tip: Be sure there are NO spaces at the beginning or end of the fields
Please take care not to leave blank characters before or after a data item such as a name. This can easily happen when copying and pasting. Blanks may alter results.