Add a new client
To enter a record into the database, you need to set up a "Client" with whom the record is associated. Select "Add or Edit Client…" from the Database menu. Click the New Client button at the bottom of the window and enter your client information. The last name or identification code, gender, date of birth, and postal zip code are required fields. The information accessed by the Contact Info tab includes when the information on this client was last modified. The client information is stored separately from the database and except for date of birth may be modified independently of the database. When you have completed entering the client's information click either Save if you wish to enter another client, or Done.You may choose to associate a client with any or all of three kinds of groupings: User Defined Groups, Private ID, Everyone Group. A client must have a activity record assigned to them to be counted in a group.
Groups
You may associate a client with up to two specialty groups created by you or other users by using the pop-up menus for group assignments. The pop-up menu will allow you to select any public or private group you have created within your user account and any public group created by other users. If you add data to any public group, be aware that your data will be included in the summary measures that all other users will see. If the owner of a public group decides to delete it or make it private, you will need to remove your client from the group.
Note: The Primary and Secondary Groups to which a client are assigned are treated as equivalent to each other in database comparisons. The Primary and Secondary groups do not limit or qualify each other.
Private ID
The Private ID is a special kind of group that is not available for other users to see or access in any form. Within your user account, you can use the Private ID as a basis of comparison for clients or groups using the Compare functions in the Database menu. If another user designates the same private ID, your comparisons will NOT include their clients.
The Private ID can facilitate applications in which it is impractical to create groups for all possible classifications. For example, you might use it to encode International Classification of Disease (ICD) categories.
The Private ID can also allow you to designate subgroups within your groups for exploratory purposes. For example, within a group of clients with limb amputation, you might create subgroups with the Private IDs "diabetes," "traumatic," and "other" to explore whether there are differences related to amputation etiology.
By default all clients are included in the Everyone group. You may exclude any client from Everyone by clicking the check box for "Exclude this client from the Everyone group" on the Grouping screen when you Add or Edit a Client. Everyone is a public group to which all users can add data and view summary data. The Everyone group is meant to provide an overall summary data for the database. When you use the Compare Client to Database option in the Compare functions of the Database menu, you are comparing your client to all records of all clients included in Everyone. Including a client in the Everyone group only includes that person in the database summary statistics but will NOT allow other users to access the individual data for that client.
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