I Don't Know My Clients Social Security Number

When creating a new client in caseTRACK you are required to enter a social security number. So what do you do when you don't have that information?

Creating a Pseudo-SSN

If it is not possible to obtain the person’s actual SSN, you should use a 9 digit pseudo-SSN in the format FMLMMDDYY where:

F: First letter of the First Name
M: First letter of the Middle Name. If the client does not have a middle name, use the letter “X” as the second digit.
L: First letter of the Last Name
MM: Enter month of Birth (use leading zeros for Months, e.g., 01 through 09)
DD: Enter day of Birth (use leading zeros for days, e.g., 01 through 09)
YY: Enter year of birth (use leading zeros where necessary, e.g., 01 through 09)

For example, if your client's name is Elmer T. Fudd and was born on 1/1/2005, Elmer's pseudo-SSN will be ETF010105.

In cases where your client's exact birthday cannot be obtained, determine the person’s approximate age (ask, “How old are you?” or give your best guess), then code the birthday as January 1 of the appropriate year.

If 2 individual's pseudo-SSNs are identical, you can use X, Y or Z in the middle initial position. For example if Elmer has a twin brother Ernest T. Fudd, you could use a pseudo-SSN of EXF010105.

Note: The pseudo-SSN should always be used for that client until the true or correct social security number is known.

If you are simply fascinated with Pseudo-SSNs and just have to read more you can take a look at Department of Children & Families Pamphlet 155-2.

Transfer Clients

Recently a user called and said, "One of my workers got reassigned and I need to transfer all of her clients to someone else. Do I have to do this one at a time?"

If you are a supervisor you should now be able to do this using the "Transfer Clients" feature in caseTRACK.

If you have permissions you should see this option on caseTRACK's main menu. Click it and you will see the Transfer Clients form.

Select the worker you are transferring from and then fill ou the rest of the form. Check the clients you wish to transfer and then click 'Transfer'.

Using the "Transfer Date", this feature ends the "Transfer From" worker assignment for all the selected clients and adds a new worker assignment record for the "Transfer To" worker.

Hopefully, this will save a lot of time for you going forward.