BoS Coordinated Entry: Structuring Households and Updating the HMIS ROI

As part of the new BoS CoC CES (2020) workflow, Access Points will need to complete the Households tab for singles, couples, and families participating in CE. This new process allows for the entry of additional data being collected for the Head of Household and all household members for all clients being served by the BoS CES. After the Households tab has been completed, the HoH’s ROI tab will need to be updated to include all household members.

Please follow the steps outlined below to navigate to the Households tab in the Head of Household’s Community Services record to create or update the household.

1

Set the EDA Provider to your agency’s "MO BoS CoC CES" provider

2

Click on Clients to search for and open the Head of Household's record.

3

Back Date Prompt: list the date the household member joined and click Set New Back Date.

4

Click on the Households tab.

Now use the workflow diagram below to determine how to proceed:

Create New Households

If there is no household on the household tab, or the existing household includes members who are no longer part of the current household, please create a new household:

1

Click Start New Household.

2

Answer the Household Type and fill in the new individual's name, name data quality, SSN, SSN data quality, and veteran status under Client Search. Click Search.

If the individual appears in the search results, click the green button to add them to the household.

If the client does not appear in the search results, click Add new Client with this Information.

Repeat this process for each individual until all household members are shown under Selected Clients, then click Continue.

3

In the Household Members table, identify the Head of Household by selecting "Yes" from the Head of Household column. Then fill in the Relationship to Head of Household for each household member.

4

In the Household Members menu on the left-hand side, click on each individual’s name and complete the ICA Missouri - BoS CoC CES Household Information (2020) sub-assessment as indicated by the highlighted headers for each section. Click Save & Exit after the last household member is done.

Modify Existing Households

Use this section when the existing household represents the current household accurately or needs to have additional members added. If the existing household includes members that are no longer part of the current household presenting for services, do NOT remove any household members! Instead, refer to the section for Creating New Households.

1

Click on Manage Household to edit the existing household.

Note: If there are no new household members to add, skip steps 2-4, and proceed to step 5.

2

Update the Household Type, if appropriate.

3

Click the arrow next to Previous Household Members.

a. If the individual is in the list, click the circular blue arrow in front of client’s name. Fill in the date the client rejoined the household and update the Relationship to Head of Household field, if needed.

b. If the individual is not listed as a previous household member, click Add/Delete Household Members. Click the arrow next to Add Clients to the Household and enter the individual’s name, name data quality, SSN, SSN data quality, and veteran status under Client Search to search for existing records.

If the individual appears in the search results, click the green button to add them to the household.

If the client does not appear in the search results, click  Add new Client with this Information.

Repeat this process for each individual until all household members are shown under Selected Clients, then click Continue.

4

In the Household Members table, fill in the Relationship to Head of Household for each household member added.

5

In the Household Members menu on the left-hand side, click on each individual’s name and complete the ICA Missouri - BoS CoC CES Household Information (2020) sub-assessment as indicated by the highlighted headers for each section. Click Save & Exit after the last household member is done.

Updating the HMIS ROI

Once the Households tab has been completed, navigate to the ROI tab in the HoH’s record to update the HMIS ROI for couples and families to include all household members.

Click on the pencil icon to the left of your MO BoS CoC CES provider’s Release of Information, then click Include Additional Household Members.

Next, check the box to the left of the Household Type to include all household members, then click Continue.

You can see that all household members are now included, so click Save Release of Information.

Copyright 2021 Institute for Community Alliances. All rights reserved.