Bowman tip ” client that is entered into a program. Later, another client joins the first client’s household”
TRAINING TRAINING TIP:
“I have a client that is entered into a program. Later, another client joins the first client’s household and enters the same program with the client. How can I attach the new client to the original entry record in such a way that the new client’s date entered is reflected?”
ServicePoint 5.6.0 introduced several improvements that increased the versatility of managing households. Now, you have the ability to include additional household members after client data elements are created; this method is now available in all locations in which additional household members can be included upon client data element creation (including Entry/Exit records).
If a client is already entered into a program and another client later joins the household, you would first need to add the new client to the household via the ‘Manage Households’ button on the ‘Households’ tab. Then, if you want to add the new client to the already existing entry record for the first client, you can follow these steps:
– Navigate to the ‘Entry/Exit’ tab and click the pencil next to the entry that you want to modify.
– Click ‘Save & Continue’ to move to the entry worksheet.
– At the top of the worksheet, you will see a ‘Household Members Associated with this Entry / Exit’ section. Click the ‘Include Additional Household Members’ button.
On the window that pops up, you can select additional household members to include in the entry record, and you can also change the Entry Date to reflect the date the new client actually joined.
The household management screens have been updated in ServicePoint v.5.7. For a brief (9 min) tour, please watch the following video:
Tracking entries and exits from short-term stay programs is relatively easy for individual clients, but tracking the comings and goings of multiple family (or Household) members is a bit more challenging. The challenge becomes even greater when different household members enter and exit at different times, or when family members exit and re-enter a program multiple times over the course of the family’s entire stay.
The following video describes the process for the correct treatment of multiple household members at different times, including entering, exiting, and re-entering as needed. The process also keeps in mind that for shorter-term programs such as Emergency Shelter it is important to achieve two different goals:
1) Proper “grouping” of household members, so that children do not inadvertently become “unaccompanied youth,” and
2) Accurate record keeping of program “stays” in shelter, which for Shelter Funding reimbursement purposes must be accurately counted as reimbursable “bednights.”
If you have any specific questions or complex household entry/exit issues after seeing the video, please feel free to contact the HMIS Help Desk using the “Help” link above. Thank you.
…now on to the video: