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

This guide provides the basic steps for updating a client on the prioritization list for St. Louis County CoC. 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. Click on the green plus icon to the left of the client name to open the client record (ensure name, DOB, and SSN all match).

Client Profile tab

  1. At the back date prompt, change the date to match the date the updated information for coordinated entry was gathered and click Set New Back Date.

  2. Ensure the most up-to-date County Coordinated Entry Participation Agreement is documented within the 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 participation agreement be documented appropriately within the system or clients will not be pulled onto the prioritization list.

  3. Unless otherwise exempted, document an interaction in the Current Living Situation table or an attempt in the C.E. Attempts table.
  4. In File Attachments, upload any new documentation of homelessness or disabilities (with client consent) into the HMIS. There is no need to re-upload any documents which have already been uploaded.

Households tab

If the household has gained members since it was created or most recently updated, follow the guide on Adding Members to an Existing Household or Creating a New Household (as appropriate). Otherwise, continue to the Entry/Exit tab. 

Entry/Exit tab

If you need to add household members to the entry, follow these steps. Otherwise skip to Add Interim Review.

  1. Click the pencil for the CE entry to which you want to add the new client(s)
  2. Click Include Additional Household Members
  3. Click the box of each client(s) to be added, and click Continue
  4. Click Save & Continue
  5. At the top of the window, click the entry pencil for the client(s) who just joined the household
    1. Uncheck all clients except the newly joining client(s).
    2. Change the date to the date the new client(s) joined, click Save & Continue
  6. Click on the new client(s) name on the left-hand side and complete the applicable questions found on the (1a) Project Start assessment. 
  7. Once all entry assessments have been completed for the newly joining client(s), click Save & Exit

Add interim review

  1. Click the interims icon on the open entry for the COUNTY St. Louis - COUNTY Coordinated Entry provider. If they do not have an open entry, please go to the guide on Enrolling a Client/Household in Coordinated Entry. 
  2. Click Add Interim Review.
  3. Confirm Interim Review Data
    1. Set the Interim Review Type
      1. Unless you are completing an annual assessment because the client has been on the prioritization list for a year and requires an annual assessment, the type should be "Update." 

    2. Confirm the Review Date

      *The default date appearing will be whatever was selected during the Back Date Mode prompt. If not correct, type in the correct review date.

    3. Click Save & Continue
  4. Four assessments will appear. Update them as appropriate:

    1. ICA St. Louis C.E. - (1b) Project Update This assessment is filled out for the all members of the household, remembering that minors do not need to answer the questions in the latter part of the assessment. Enter any updated information as applicable. The entire assessment should be reviewed and updated, including: 

         •   Agency Completing/Updating Assessment 

         •   Client Location (by CoC and by County)

         •   Current Living Situation

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

      This assessment is filled out only for the head of household. Enter any updated information as applicable. A Coordinated Entry Assessment must be completed for the date of the update. The entire assessment should be reviewed and updated, including: 

         •   C.E. Client Status

         •   Contact information, Emergency contacts, and Case manager contact information

               -   For a guide on how to properly update sub-assessments like these, click here.

         •   Housing/service matching information

    3. ICA St. Louis C.E. - (3) VI-SPDAT If the head of household has completed a new VI-SPDAT (or you are completing a new VI-SPDAT directly into the system), add the new VI-SPDAT on this screen. Do not modify or delete any previously recorded VI-SPDATs, as they need to be kept for historical purposes.
    4. ICA St. Louis C.E. - (4) Eligibility Questionnaire This is updated only if the head of household agreed, on the Coordinated Entry Participation Agreement, to "Share all eligibility information" and has shared new information or asked that the information in the eligibility questionnaire be changed. 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.

Still Have Questions?

For additional assistance beyond this guide, please contact the helpdesk.

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