Shelters Module Entry Workflow

This article is designed to help guide HMIS users through the basics of entering clients into their projects using the Shelters module of WellSky Community Services.  This article has been written to generalize the process used by all shelters utilizing any assessment type (HUD, Standard, RHY).  Assessment type is determined by FUNDING SOURCE. It is important to know that there will be some nuances to overall data entry based on project type and assessment type.  For additional assistance beyond this workflow article, please contact the ICA Missouri Helpdesk.

Shelters Modules Entry

Before entering any information into HMIS, projects must discuss and complete the HMIS Client Informed Consent to Share and Release of Information with each Head of Household. If the client does not sign the document, the user must first contact the ICA Helpdesk before doing anything in HMIS on behalf of the client. There are a handful of "protected projects" for which this does not apply; for those projects, ICA would only need to be contacted when and if the Head of Household does sign this agreement so that the information can be opened and shared.

View Shelter Inventory

  1. Set you Enter Data As provider to the appropriate shelter project
  2. Click on Shelters from the menu on the left
  3. Select correct Unit List and click Submit
  4. Click Check Client In

If the client has an HMIS referral to the shelter:

  1. Scroll to the Outstanding Referrals table

  2. Click on the Check In button (bed with green plus sign)  *skip to "Client Check In" section of this tip sheet for next steps

If the client does not have an HMIS referral to the shelter:

  1. Find the open bed where you're going to put the Head of Household and click on the Check In button (bed with green plus sign)

    2. Click on the Check In button (bed with green plus sign)

Client Search

  1. Enter Head of Household's Name, Name Data Quality, SSN, SSN Data Quality, and U.S. Military Veteran status. Optional: Enter nickname in Alias
  2. Search
    1. If a match is found, confirm the details match the client's name, date of birth, and social security number.  If it is the same person, click on the green plus to the left of the client name,
    2. If no matches are found, verify all information listed is correct with proper capitalization, click Add New Client with This Information
    3. On the popup, click Add Client (if single) or Add Client and Household (if a family)
      • If family, answer Household Type question
      • Search and add all family members to household

      • Once all family members appear in the Selected Clients table, click Continue

        Complete the head of household status, relationships, and the individual client demographic information for each household member.

  3. After last family member, click Save & Exit

Client Check-In

  1. Manually set Date In to enter date and time

    2. Update household within Households Overview (if needed)

  2. Select all household members entering the shelter

  3. Assign all household members to beds using Assign Unit button

  4. Add or update Client Profile Additional Information (optional)
    1. Residence History sub-assessment
    2. Contact Information sub-assessment
    3. Emergency Contact sub-assessment
  5. Click Save & Exit

Client Record

ROI

At this point, all clients being entered into the system should have had the Head of Household already sign the Client Consent to Share and Release of Information - or the HMIS user should have already spoken with someone at the Helpdesk to discuss clients/households who did not want to agree to this release!

  1. Click on the head of household's name from the bed list
  2. Click on the Release of Information tab
  3. Click Add Release of Information
    1. Select all members of household
    2. Fill in Release Granted
    3. Fill in End Date with date one year from date signed
    4. Select Documentation type
    5. Fill in Witness full name (must match witness signature on ROI form)
    6. Click Save Release of Information

Entry/Exit

  1. Click on the Entry/Exit tab
  2. Click Add Entry/Exit if the project row has not already been created. If the current project's stay is there, click on the pencil in front of the project start date.
  3. Confirm Project Start Data
      1. If there is more than one client entering, check the box next to each additional household member that is entering the project.
      2. Confirm the Provider listed is correct. 
        • The default provider appearing will be whatever was selected under Enter Data As when first logging into HMIS.  If the provider is not correct, click Cancel. Set the Enter Data As and re-search for the head of household.
      3. Select the project Type
          • HUD type = ESG or CoC funded
          • PATH type = PATH funded
          • RHY type = RHY funded
          • Standard type = all other funding projects (e.g. HRC, MoHIP, MHTF)
          • VA type = any funding via the VA (e.g. SSVF, GPD, HCHV)
      4. Confirm the Project Start Date 
        • The default date appearing will be whatever was selected during the Back Date Mode prompt. If not correct, type in the correct project start date.
      5. Click Save & Continue
  4. Complete ALL assessments that appear - for all household members. [If the screen reads "No Entry Assessment had been specified for this Provider", the wrong project type was selected. Scroll to the top of the screen. Select the correct Type from the drop menu. Click Update.]
    1. Some projects will only have the Entry Assessment, other projects will also have a Special Needs Assessment, and other projects will have 3+ assessments appearing.
  5. Click Save & Exit once all assessments for all household members have been completed.

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