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Module 2: Client Information

Learn how to create client records and enter comprehensive client profile information including demographics, consent, housing history, health data, and more.

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Video: Creating and Managing Client Records in HIFIS
Walk through creating a new client record, entering all profile fields, recording consent, and navigating the Client Information menu.
📹 Video Placeholder
Estimated: ~15 min
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Client Details – Creating & Editing Client Records ▶

The Client – Details page is the landing page when you open any client's profile. From here you can view or edit a client's basic information, add comments, and access all linked activities.

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Thunder Bay — Mandatory Fields & Consent
All client profiles in Thunder Bay must include: First name, Last name, Date of Birth, Gender, Veteran Status, Citizenship/Immigration Status, Aboriginal/Indigenous Status, Racial Identity (CHAT), Geographic Region (where the client has been in the last two weeks), at least one Contact method, at least one Language, and Housing History going back one year from the date of entry. At least two Contributing Factors to the current housing state are also required.

Consent Types in Thunder Bay:
  • Explicit Consent — Standard consent used by most service providers (shelters, Grace Place, encampment outreach). Valid for two years from the date signed. Upload the signed consent form to the client's profile.
  • Coordinated Access Consent — Required for CHAT (Coordinated Homelessness Access Team) and replaces Explicit Consent when a client is referred through CHAT. Check the existing consent type before obtaining a new form.
  • Declined – Anonymous — Use only when a client has explicitly refused consent. Under this type the profile cannot be accessed by other service providers. This does not bypass the requirement to ask for consent.
⚠️
Always search first! Before creating a new client record, select the All tab under the Client List and search the client's name. If an existing active profile is found, continue recording under that profile. If an existing inactive profile is found, confirm consent is current, review the information with the client, and reactivate by completing a service transaction. Only create a new profile if no existing profile exists.

Accidentally created a duplicate? Email hifis@lakeheadu.ca using the client file numbers only (no names). Duplicates prevent coordinated care and result in inaccurate reporting on homelessness in Thunder Bay.

How to Add a New Client Record

  1. From the Front Desk menu, select Clients.
  2. From the Client List page, click the Add Client button.
  3. Enter the client's Consent Type.
  4. Enter the client's last name, first name, and middle name if applicable.
    ℹ️
    After entering the last name, HIFIS automatically checks for duplicate records. If a match is found, it will appear on the right side of the page — always review potential duplicates before creating a new record.
  5. If applicable, enter any known aliases (nicknames or other names).
  6. If applicable, select the client's pronouns.
  7. Select whether the client's date of birth is known. Enter it if known, or enter an approximate age if unknown.
  8. Select the client's gender.
  9. If applicable, indicate whether the client has a disability or MedicAlert® information.
  10. Indicate whether the Client record should be hidden or visible.
    ⚠️
    Users without the "See Hidden Clients" right cannot see hidden clients or access their files.
  11. Select the client's veteran status, citizenship/immigration status, and Indigenous status.
  12. Indicate if the client identifies with any racial identities and select all that apply.
  13. If applicable, select the Geographic Region the client lives or most recently lived in.
  14. Indicate whether to add a Housing History record. If adding one, complete the Housing Type, Start Date, End Date, and Country fields.
  15. If your community uses a different file numbering system, enter it in the File Number field. HIFIS automatically generates a unique ID number.
  16. Click Save, Save and go to Book In (to immediately admit the client), or Save and go to Diversion (to record a diversion attempt).

How to Edit a Client's Vital Information

  1. From the Front Desk menu, select Clients and click the client's name.
  2. At the bottom of the Vitals tab, click the Edit button.
  3. Edit or add any information. The Client State field appears — default is Active. Choose Archived or Deceased to remove from the active Client List.
  4. Click the Save button.
💡
Click the Client Activity Log button (next to the client's name in the sidebar) to view a full history of every interaction with the client record.

How to Add a Comment to a Client Record

  1. In the client's record, go to the Comments tab and click Add Comment.
  2. Enter a subject and any comments.
  3. Use the toggle to indicate whether the comment is Shareable with other service providers.
  4. Click Save.
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Client State & Housing Status ▶

Client State

HIFIS automatically tracks whether a client is currently engaged with the system based on their recent activity (90-day inactivity threshold).

StateDefinition
ActiveThe client has a qualifying activity within the last 90 days.
InactiveThe client's last qualifying activity was more than 90 days ago. They are excluded from the Unique Identifier List.
ArchivedManually set by a HIFIS user when the client has not had services in a significant period of time (as per community policy).
DeceasedManually set by a HIFIS user. Additional fields appear when selected.
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Inactive clients remain searchable in the Client Search. Archived and Deceased clients only appear in the Client Search at the top of the screen (not in the Client List filters).

Housing Status

Housing Status indicates a client's current living situation and is a key factor in the Unique Identifier List for Coordinated Access.

Housing StatusDescription
HomelessCurrently booked into a shelter, or has a Housing History record in the Homeless category. Days count toward chronic homelessness calculation.
HousedHas an active Housing History record in the Housed category.
TransitionalIn transitional housing — can be configured to count as Homeless or Housed.
Public InstitutionIn a public institution — can be configured to count as Homeless or Housed.
UnknownNo active Housing History record. These clients are included on the Unique Identifier List.
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Consent ▶

The Consent module records any consent given by the client for their information to be shared between service providers. There are four consent types in HIFIS:

Consent TypeDescription
ExplicitClient information is shared between all service providers in the cluster.
Explicit + Coordinated AccessSame as Explicit, plus the client will appear on the Unique Identifier List if Active and Homeless.
InheritedConsent is inherited from the Family Head (for minors below the community's minimum age of consent).
Declined to ShareClient information will not be shared with other service providers. Can only be set when creating a new client.

How to Record a Client's Consent

  1. In the client's record, click Client Information → Consent.
  2. On the Client – Consent List page, click Add Consent.
  3. Select the consent type.
  4. Confirm the start date and, if applicable, enter an end date.
  5. If applicable, attach a consent document using Browse.
  6. Add any additional information in the Comment field.
  7. Click Save.

How to Record a Client's Withdrawal of Consent

  1. On the Client – Consent List page, click Edit for the consent the client wishes to withdraw.
  2. Enter the withdrawal date in the End Date field.
  3. Click Save.
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Health, Medication & Dietary Requirements ▶
⚠️
HIFIS is not a medical database. Health information entered may be difficult to confirm and should be reported on with caution. Always follow your organization's privacy protocols when recording health data.

How to Record a Health Issue

  1. In the client's record, click Client Information → Health Information.
  2. On the Health Issue tab, click Add Health Record.
  3. Select the client's health issue.
  4. Confirm the start date and add an end date if applicable.
  5. Add a description if applicable.
  6. Use toggles to indicate if the record is Shareable and/or Editable by other service providers.
  7. Indicate whether the issue is self-reported, suspected, diagnosed, and/or contagious.
  8. Enter medication/treatment names if applicable, then click Save.

How to Add a Medication Record

  1. In the client's record, click Client Information → Health Information.
  2. Under the Medication tab, click Add Medication.
  3. Enter the medication name, select the related health issue, pharmacy, and prescriber.
  4. Select the recurrence (when it can/should be dispensed) and enter the dosage.
  5. Confirm the start date and add an end date if applicable.
  6. Enter initial dosage, fulfilment date, refill date, and disposal method as applicable.
  7. Click Save.

How to Add a Dietary Requirement

  1. In the client's record, click Client Information → Health Information → Dietary Requirements tab.
  2. Click Add Dietary Requirement.
  3. Select the dietary requirement category (reason) and the food item.
  4. Use the toggle to indicate if the food item must be avoided.
  5. If not currently active, set the Active toggle to No.
  6. Click Save.
🏠
Housing History ▶

The Housing History module tracks a client's past and present housing situation. Housing History records can be created in three ways: (1) manually here, (2) through an Admission, or (3) through a Housing Placement.

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Thunder Bay — Housing History Requirement
Client profiles must include housing history going back at least one year from the date the client is entered into HIFIS. This is required to track chronicity of homelessness. In Thunder Bay, people who are chronically homeless are those who have experienced 180 days of homelessness in the last year (non-consecutive). Without this history, the system cannot accurately determine chronic homelessness status.

If recording multiple housing situations, ensure that dates do not overlap — start and end dates for each entry must be different (e.g., Couch surfing: March 30–April 15; Vehicle: April 16–present).

How to Record a Client's Housing

  1. In the client's record, click Client Information → Housing History.
  2. Click Add Housing.
  3. Select the type of housing.
  4. Confirm the start date. Enter an end date if applicable.
  5. Enter the building name and address if applicable.
  6. Enter the Country, and optionally geographic region, landlord name, rent amount, and contact info.
  7. Click Save.
💡
HIFIS will remind you to verify active Housing History records after a set number of days (default: 30 days). Click the reminder to go directly to the Housing History record and click Verify.

How to Add a Homelessness Risk

  1. In the client's Housing History page, select the Risk of Homelessness tab.
  2. Click Add Homelessness Risk.
  3. Select an At-Risk Status, a Date of Change, and a Caseworker.
  4. Click Save.
💰
Financial Profile ▶

The Financial Profile module helps clients manage their finances by tracking income, expenses, assets, and debts. Visual representations are displayed once values are added.

💼 Adding Income ▼
  1. Go to Client Information → Financial Profile.
  2. On the Incomes tab, click Add Income.
  3. Select the income type and pay frequency.
  4. If Hourly or Daily, enter hours/days per month and the wage.
  5. Confirm the start date and set primary income toggle if applicable.
  6. Click Save.
📊 Adding Expenses ▼
  1. Go to the Expenses tab, click Add Expense.
  2. Select the expense type and enter the monthly amount.
  3. Indicate whether the expense is essential.
  4. Click Save.
🏦 Adding Assets ▼
  1. Go to the Assets tab, click Add Asset.
  2. Select the asset type and enter the amount.
  3. Select the country (and province if Canada).
  4. Click Save.
📉 Adding Debts ▼
  1. Go to the Debts tab, click Add Debt.
  2. Select the debt type and enter the amount.
  3. Select country and province.
  4. Click Save.
📝
Additional Client Information Modules ▶

All of these are accessible from the Client Information menu in a client's profile. Click each heading to expand the instructions.

📞 Contact Information ▼
  1. Click Client Information → Contact Info tab → Add Contact Information.
  2. Select the means of communication (phone, email, etc.).
  3. Enter the contact information in the Value field.
  4. Click Save.
📷 Profile Picture ▼
  1. On the Client – Details page, click Add Profile Picture above the gray silhouette.
  2. Click Choose File and browse for the picture, or use your device's camera.
  3. Click Save.
👨‍👩‍👧 Family ▼

Family records link clients as a family unit, enabling them to be managed together for activities like book-ins.

  1. Click Client Information → Family.
  2. To start a new family: click Start New Family. The selected client becomes the family head.
  3. To add a member: click Add Member, search for an existing client, select their family role and relationship, and click Save.
  4. To join an existing family: click Join a Family, search for the family head, and click Join a Family.
📄 Documents & Identification ▼

Documents — Attach any relevant files (e.g. scanned ID, consent letters) to the client's profile.

  1. Click Client Information → Documents → Add Document.
  2. Click Choose File, enter a name and description, indicate if confidential, and click Save.

Identification — Record specific ID pieces (health card, driver's licence, etc.).

  1. Click Client Information → Identification → Add Identification.
  2. Select the ID type, enter the expiration date and ID number.
  3. Indicate if confidential, add attachment if available, and click Save.
🎓 Education ▼
  1. Click Client Information → Education → Add Education.
  2. Select a school from the dropdown (populated from the Directory of Services).
  3. Select the education level and whether it was completed.
  4. Confirm start date, add end date and comments if applicable. Click Save.
🌿 Indigenous Status ▼
  1. Click Client Information → Indigenous Status.
  2. If non-Indigenous, click Add to select another status. Otherwise, click Edit.
  3. Select province/territory, band name, treaty number, and home reserve as applicable.
  4. Click Save.
🗣️ Languages ▼
  1. In the client's record, select the Languages tab.
  2. Click Add Language, select the language, and indicate if it is the client's preferred language of service.
  3. Click Save.
🪖 Veteran Status ▼

Veteran status is recorded in the Vitals tab when creating or editing a client record. Select the appropriate status from the Veteran Status dropdown in the Client – Edit Vitals page.

👁️ Physical Appearance ▼
  1. Click Client Information → Physical Appearance.
  2. Record distinguishing features such as height, weight, hair colour, eye colour, and any distinguishing marks.
  3. Click Save.
🚗 Contacts & Vehicles ▼

Contacts — Record people the service provider may need to contact on behalf of the client (e.g. emergency contact, landlord, parole officer). The contact must already exist as a Client or People record.

  1. Click Client Information → Contacts → Add Contact.
  2. Search for the contact in the Contact Name field, select their relationship, and click Save.

Vehicles — Record any vehicles associated with the client.

  1. Click Client Information → Vehicles → Add Vehicle.
  2. Enter make, model, year, colour, licence plate, and dates. Click Save.
✅
Knowledge Check ▶
1. When does HIFIS check for duplicate client records when creating a new client?
  • After you click the Save button
  • In real time as you type the client's last name
  • Only when you manually run a duplicate check
  • Once per day overnight
2. Which consent type allows a client to appear on the Coordinated Access Unique Identifier List?
  • Explicit
  • Inherited
  • Explicit + Coordinated Access
  • Declined to Share
3. After how many days without activity does a client's state automatically change to Inactive?
  • 90 days
  • 30 days
  • 180 days
  • 60 days
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Thunder Bay — Field Definitions Reference ▶

These definitions are used when completing client profiles in Thunder Bay HIFIS, as documented by the LU HIFIS Support Team.

Indigenous Status

First Nations – Off-reserveClients who are not part of a reserve, but who do identify as First Nations.
First Nations – On-reserveClients who are part of a reserve.
InuitIndigenous people from Northern Canada (Nunavut, NWT, Northern Quebec, and Northern Labrador).
MétisPeople of mixed First Nations and European ancestry who identify themselves as Métis.
Non-IndigenousClients who do not identify as Indigenous.
Non-StatusA person who is not registered as Indian under the Indian Act.
UnknownClient's Indigenous Status is unknown.

Gender Identity

FemaleA person who identifies as female and was assigned female at birth.
MaleA person who identifies as male and was assigned male at birth.
Non-binaryA person who does not identify exclusively as female or male.
Two-SpiritA person of Indigenous ancestry who identifies with both a female and male spirit.
GenderqueerA person who does not conform to the gender binary and may identify as neither, both, or a combination.
TransgenderA person whose gender identity is different from their sex assigned at birth.
OtherA person whose gender identity is not listed above.
UnknownFor use when the question was not asked or not answered.

Veteran Status

Veteran – Canadian Armed ForcesClients who served in the Army, Navy, or Air Force.
Veteran – AlliesClients who fought for an allied country alongside Canada.
Veteran – CivilianClients involved in an armed conflict as a civilian.
Former RCMPFormer member of the Royal Canadian Mounted Police.
Not a VeteranClient is not a veteran.
Unknown/Not AskedThe question was not asked or their status is unknown.
Undeclared/RefusedClient declined to describe their veteran status.

Citizenship / Immigration Status

Canadian Citizen – Born in CanadaClient was born in Canada.
Canadian Citizen – Born Outside CanadaCitizenship acquired through naturalization.
Permanent Resident / ImmigrantLanded immigrant settled permanently in Canada but has not acquired Canadian citizenship.
RefugeeHas received final determination as a Protected Person and is eligible to apply for permanent residence.
Refugee ClaimantTemporary resident who requested refugee protection upon or after arrival in Canada.
Student VisaForeign student pursuing studies at a Canadian educational institution.
Visitor VisaIssued to people coming to Canada for a limited time and specific reasons.
Work VisaAuthorizes foreign nationals to work in Canada temporarily for a specified job, employer, and time period.
UndeclaredIndividual declined to describe their citizenship/immigration status.
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