Tag Archives: Real user questions

Ugh, It’s Reporting Season Again

person with paperJanuary is reporting season for many agencies and it can be a stressful time, especially when your reports just don’t look right.  Our MAAC tech team works with many agencies to help them get their year-end reports ready to submit.  Through these experiences we have learned a few things we would like to share with you and hopefully make your reporting season a little less stressful.

The best thing you can do to prevent a stressful reporting season is to spread your work out throughout the year.  We recommend pulling your reports frequently to check your work and make sure your data entry is up to date and accurate.  This is especially true for agencies that have extremely high volumes of service entries which increases the risk of data entry errors.  Pulling the reports frequently to check your work will make reporting season a much less stressful time.

One of the easiest ways to check your work in MAACLink is to pull a Service Summary.  This report won’t give you a lot of details on each service entry; however, it will give you a summary of all the services provided.  If you are an agency that only provides food pantry services but your Service Summary shows you provided budget coaching to one of your clients, that may be a sign you need to check that data entry.

budget coaching

Sometimes it was just the wrong click that resulted in this error, but it will throw off your reporting.   Waiting until the end of the year to fix all these small errors will make for a big mess, so fixing them at the end of each month, or even weekly, will make for a much less stressful reporting season.

Most of the MAACLink reports also allow you to filter by user, which can also be helpful in checking your personal data entry in MAACLink.users

Clicking on your name when pulling a report can allow you to report on the data entry completed under your username.  This tool can be especially helpful if you work or volunteer for a large agency.  Clicking on your username will bring back information on only the service entries you completed so you can go back and check your work for accuracy.

Finally, my best tip for making reporting season less stressful is… call us!  Always remember we are here as a resource for you and we would love to help you check your work. If you are pulling your reports and struggling to figure out why the numbers don’t look right, just give us a call (816) 561-2727.

Searching (and Finding) Your Client in MAACLink

All data entry in HMIS is done on the client level. This means you first have to search for and find the client profile before you can give services, enroll them in a program, etc. MAACLink Client Search lets you perform a search on 5 different fields to find the client profile.

search fieldsSSN, Last Name, First Name and Client ID all accept “partial string” searches. Birth Date is an exact search field.

Let’s search for your client!

Start with the client’s SSN, even a partial will work! If their SSN is in the system correctly MAACLnk will find it.

search 2
If an SSN search doesn’t return an exact match, remove the SSN from the search field and try a different search term. We recommend trying Last Name next and to use only the last name. This will bring up all possible scenarios for the client name (i.e. Jeffrey Smith, Jeff Smith, Jeffry Smith).

If the Last Name returns a lot of results, add a letter or a string of two or three of the first name to filter results. For example, if your client’s name is Robert, use “ob” in the First Name field. The “ob” string will pick up Robert, Rob, Bob, Bobby, etc and will aid you in finding the client in MAACLink.

search 3
Once you have found an exact match for your client, you can open their profile and begin work.

After exhausting your search, if you’re unable to find the client you can click on the Add Client menu to create a brand new MAACLink profile. Doing a thorough search will prevent duplicate records existing for the same person and will improve overall data quality.

When duplicates are found send the client IDs to the MAAC Support team noting which ID should be kept. We’ll merge the records together and get rid of the extra profile(s).

How to see more than 10 pages of client services in MAACLink

Several MAACLink users have asked me recently how they can see more than the default 10 pages of client services on the client profile screen.  Some of them were trying to document chronic homelessness, while another just wanted more background on the client to inform her case management.

If you aren’t currently using our MAACLink social service software:

  • The “client profile” contains a person’s identifying, demographic, and housing status information (the HUD-defined universal data elements)
  • “Services” can be added to a profile to document all types of social services, from shelter bed nights to food pantry visits to case management and more

The Client Services screen automatically displays a client’s most recent 500 services, 50 services per page, up to 10 pages.  If a client has received more than 500 services, here’s a step-by-step process for accessing the entire service history:

  1. Search for the client profile under the Client Case Manager tab (yellow arrow in the screenshot below), Search for a Client screen (gray arrow).  Double-click the client profile you want from the search results
  2. Click on the Client Services screen (pink arrow)
  3. Search the service history by entering a start date (red arrow), end date (green arrow), and clicking the search button (purple arrow, bottom right corner).  It is usually OK to enter a long search period, even up to four years or more
MAACLink social service human services software screenshot

Click thumbnail to enlarge screenshot

This search will return more than 10 pages of results if the client has that many services; there may be 15, 20, or more pages.  You can sort the search results by clicking the column headers (I recommend sorting by date).  You can also export the services list to a spreadsheet using the green export icon at the bottom right corner of the list.

That’s it!  Any questions?