St. Louis COUNTY C.E.: Enrolling a Client/Household in Coordinated Entry

This guide provides the basic steps for enrolling a client/household to the prioritization list for St. Louis County. For additional assistance beyond this guide, please contact the helpdesk.

Please keep in mind that any questions relating to St. Louis County Coordinated Entry that are not specifically tied to HMIS or to the Non-HMIS Prioritization list should be directed to the St. Louis County CoC's Coordinated Entry Committee.

Home Page Dashboard

  1. Click Enter Data As in the upper right-hand corner. 
  2. Click the green plus icon to the left of COUNTY St. Louis - COUNTY Coordinated Entry to set your EDA to the coordinated entry project.

Clients

  1. Enter the primary client's first and last name and click Search.
    1. If a match is found, confirm the details match the client's name, date of birth (DOB), and Social Security Number (SSN).  If the name, DOB, and SSN all match, click on the green plus icon to the left of the client name to open the client record.
    2. If no matches are found, ensure required fields are complete (name - properly capitalized, name data quality, SSN, SSN data quality, and U.S. Military Veteran) and search again.
      1. If the client appears, confirm the details match the client's name, date of birth, and SSN. If it is the same person, click on the green plus icon to the left of the client name.
      2. If the client still does not appear, click Add New Client with This Information.

Client Profile tab

  1. At the back date prompt, change the date to match the date the client was assessed for coordinated entry and click Set New Back Date.
  2. Check/update the Client Record table. 
  3. Check/update the Client Demographics table.

  4. Ensure the most up-to-date Coordinated Entry Participation Agreement (CEPA) is documented within the St. Louis County CoC - C.E. Participation Agreement table. If it is not, document the most up-to-date agreement on file.

    Note: It is vitally important that an active CEPA be documented appropriately within the system or clients will not be pulled onto the prioritization list.

    Note: If the HoH selects "Opt-Out" of Coordinated Entry, you will stop data entry into HMIS after recording the CEPA.

  5. Unless otherwise exempted, document a direct interaction in the Current Living Situation (CLS) table.

    Note: Click here to learn more about recording CLSes

  6. In File Attachments, upload any documentation of homelessness or disabilities (with client consent) into the HMIS. 

Households tab

If other household members will be housed with the primary client, also known as the Head of Household (HoH), then every other household member must be added as well.  

  • If only a single individual will need to go through coordinated entry, then you can skip to the Entry/Exit tab section.

  • If there is an existing household on the tab that contains all of the individuals intending to be housed via coordinated entry together, then you can move on to the Entry/Exit tab section.

    Note: It is okay if the household also includes additional members who do not intend to join the household. 

  • If there is an existing household on the tab with most, but not all, of the individuals who intend to be housed together, you'll need to add the missing members to the household. See the guide on Adding Members to an Existing Household.
  • If there is no household on the tab, or there is no household that contains most of the individuals who intend to be housed together, you'll need to create a new household. See the guide on Creating a New Household. 
  • Once the household is complete, continue to the Entry/Exit tab section below. 

Entry/Exit tab

  1. Check to see if the client and joining family already have an open entry/exit into the COUNTY St. Louis - COUNTY Coordinated Entry provider. If they do, please go to the guide on Updating a Client on the County St. Louis Prioritization List.  
  2. Click Add Entry/Exit
  3. Confirm Project Start Data

    1. If there is more than one person in the household, ensure all family members intending to be housed together are "checked." If necessary, check or uncheck other household members.

      Note: All family members intending to be housed together must be included!

    2. Confirm the Provider listed is COUNTY St. Louis - COUNTY Coordinated Entry.

      Note: 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 start over.

    3. Set the project Type to HUD.

    4. Confirm the Project Start Date 

      Note: 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. This date must match the date the client was initially assessed for coordinated entry.

    5. Click Save & Continue
  4. Four assessments will appear. Complete them as appropriate:

    1. ICA St. Louis C.E. - (1a) Project Start

      This assessment is filled out for all members of the household. This assessment is divided into two sections by red headers: Section 1 must be fully completed by all family members enrolled in the project, and Section 2 must be fully completed for the Head of Household and all adult family members. The information on this tab, along with information from the other tabs, is used to determine the client's placement on the prioritization list and to match them to appropriate housing opportunities. It also gathers minimum data required by HUD's HMIS standards.

    2. ICA St. Louis C.E. - (2) Household C.E. Details

      This assessment is only filled out for the head of household. However, these questions will be answered using information for all household members. This tab includes the Participation Agreement information, some required HUD data elements, and other information to assist in matching households to appropriate housing opportunities. 

    3. ICA St. Louis C.E. - (3) VI-SPDAT

      The appropriate VI-SPDAT is recorded here based upon the household type. If other VI-SPDATs are showing on the tab, do not modify or delete them. 

    4. ICA St. Louis C.E. - (4) Eligibility Questionnaire

      This is completed if the head of household agreed, on the Coordinated Entry Participation Agreement, to "Share all eligibility information." If the head of household selected "Share only limited eligibility information" or "Opt-out of coordinated entry," this tab should not be completed.   

  5. Click Save & Exit once all applicable assessments have been completed.

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