How to Use Filters and Save Views When Searching for Clients

Search Grid Filters: Overview

The client search grid is where users can search for particular clients using filters to restrict the results. The various filters that can be used to restrict the client search grid are explained below.

  • Clear Filters is used to reset all filters.
    • Alternate method: X out of each field individually.
  • Client Name will restrict the grid based on the client name.
  • Funding ID will restrict the grid based on the client’s funding id.
    • Note: Links to primary funding ID that has been entered under the Insurance tab.
  • Client Code will restrict the grid based on the client’s code (typically the record #).
  • Client Supervisor will restrict the grid based on the supervisor name.
  • Cost Center will restrict the grid based on client cost center.
  • Medicaid County will restrict the grid based on the client's assigned Medicaid county.
  • School District will restrict the grid based on the assigned school district.
    • Note: school districts are typically assigned if service authorization maximums should be restricted according to a particular calendar.

  • Target Population will restrict the grid based on the target population.
  • MCO will restrict the grid based on the MCO. Note: this must be configured from the List Configuration>Clients.
  • Primary ICD10 will restrict the grid based on the client’s primary ICD10.
    • Note: Links to primary ICD10 that has been entered under the DSM 5 tab.
  • Date of Birth will restrict the grid based on date of birth.
    • Note: This can be set up for specific date ranges.
  • Gender will restrict the grid based on gender.

  • City/State/Zip will restrict the grid based on the city/state/zip entered.
  • Preferred Language will restrict the grid based on the preferred language(s) entered.
  • Last Service Date will restrict the grid based on the last date of service entered (range available).
  • Last Billed Service Date will restrict the grid based on the last date of service billed; entered (range available).

High Risk will restrict the grid based on the high risk category/categories entered.

    • Note: High risk categories are configured from List Configuration>Clients.
  • Active will restrict the grid based on whether the client is marked as active or inactive.
    • Note: The grid defaults to “Active”, but can be changed to “Inactive” or “All”.

Using the Search Grid Filters

This section of the course will guide you through the process of filtering and searching for clients.

  1. Click on Clients
  2. Use the Clients Search grid filters to locate the client records that you wish to review.
  • Helpful Hint: Many of the filters allow for multiple entries. Simply click on “Add filter” to add any additional filters (if available).
  1. Click on the Clear Filters button to clear any filters that you have entered
  2. Click on the Search button to refresh the grid with the filters you have entered

Using the Search Grid Filters

Saving, Selecting, and Editing Views

A “View” is a snapshot or save of any filters entered at the search grid. By saving a View, it can be recalled later as a quick method of plugging in filters instead of having to manually add filters in. This section of the course will walk you through the steps for saving, selecting and editing a view.

  1. Saving: With the desired search filters entered from the Clients search grid, click on the Save icon (upper right corner) to save a view
  2. From the Save View dialogue, name the view and click on the Save button
  • Helpful Hint: Click on “Existing View” to select and overwrite an existing view.
  1. Selecting: Click on the View selection drop-down to select a saved view

  1. Editing: Click on the Edit Views button (wrench) to delete a view or make it Global
  • Helpful Hint: Global views can be selected by any user who has access to the search grid.

  1. Click on the Delete icon to delete a view or the Global checkbox from the “Edit Views” dialogue to make a view Global.

Saving, Selecting, and Editing Views

Reporting from the Grid

This section of the course will show you how you can view a report from the Clients search grid that includes client demographic info., diagnoses, medications, allergies, consents, assessments, admissions, treatment plan and service info. This report is typically referred to as a client “Face Sheet”.


  1. Click on Clients
  2. Use the search grid filters to locate the client records that you want to report on.
  3. Click on the Search button to refresh the search grid
  4. Select the checkboxes for the corresponding client records.
  5. Click on the View Report button (top of grid)
  6. Click on the Export drop-down from the report window to select a file type for export or click on the print icon to print

Reporting from the Grid


Exporting from the Grid

This section of the course will show you how you can export a print-friendly grid containing all of the selected column headers and corresponding information from the clients search grid.


  1. Click on Clients
  2. Use the Clients search grid filters to locate the client record/info. that you want to export.
  3. Click on the Search button to refresh the notes grid
  4. Click on the Export button (bottom of grid)
  5. Click on the Export drop-down from the report window to select a file type for export or click on the print icon to print

Exporting from the Grid

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