Recording Updates to HUD Verifications

When a client reports a change in their circumstances, the change needs to documented on the date it is reported. Changes that need to be recorded include: housing move-in date (for RRH/PSH), changes in CoC or county location, changes to health insurance, income, non-cash benefits or disabilities. This tip sheet covers how to update HUD Verification sub-assessments for health insurance, income, non-cash benefits and disabilities when changes are reported during a project stay.

Creating an Interim Review
HUD Verification - Health Insurance
HUD Verification - Monthly Income
HUD Verification - Non-Cash Benefits
HUD Verification - Disabilities
Training Video

Creating an Interim Review

Set Enter Data As
Search for client
Set Back Date and click on Entry/Exit tab
Click on the Interim icon within the row for the project
Click Add Interim Review
Check all household members included for the update
Select Interim Review Type (select Annual Assessment only when the assessment is within the 30 day window of the anniversary date)
Confirm the Review Date

HUD Verification - Health Insurance

Verify Covered by Health Insurance (also referred to as the 'outside' answer)
Click on HUD Verification
From the HUD Verification table, click on the pencil next to the Health Insurance that is changing.The record that opens is the computer's last known open response. The record reads "As of this start date (1), the answer to this health insurance type (2) was Yes or No (3)". Since this record is true (the client did have that response for that health insurance as of that date), the ONLY action needed is to tell the computer the last date the answer was valid. Example: in the image below, the Client reported on 9/1/2019 a response to Medicaid as "No".
Add the End Date. The End Date should be the date before the assessment Interim Review Date. Example: This Client's Interim Review is dated 9/9/2019, so the End Date for this record is 9/8/2019 - the last date this "No" response was valid.
Click Save

The HUD Verification table will now show an incomplete record for the health insurance type just updated. Since the record was ended the date before the assessment date, the computer reads that there is no longer an answer for the current assessment date. This is when a new response is created.
Click the Client's new response and click Save & Exit.
Be sure to save the whole assessment when completely finished with all updates!

HUD Verification - Monthly Income

Verify Income from Any Source (also referred to as the 'outside' answer).
Click on HUD Verification
From the HUD Verification table, click on the pencil next to the Source of Income that is changing.The record that opens is the computer's last known open response. The record reads "As of this start date (1), the answer to this source of income (2) was Yes or No (3)". Since this record is true (the client did have that response for that source of income as of that date), the ONLY action needed is to tell the computer the last date the answer was valid. Example: in the image below, the Client reported on 9/1/2019 a response to Earned Income as "No".
Add the End Date. The End Date should be the date before the assessment Interim Review Date. Example: This Client's Interim Review is dated 9/9/2019, so the End Date for this record is 9/8/2019 - the last date this "No" response was valid.
Click SaveThe HUD Verification table will now show an incomplete record for the source of income just updated. Since the record was ended the date before the assessment date, the computer reads that there is no longer an answer for the current assessment date. This is when a new response is created.
Click the Client's new response
Note: If the client's previous response was "Yes" and the new response is "Yes" but with a new amount, still click the "Yes" bubble option.
If new response selection was "Yes", an additional pop-up box appears. Type in the monthly amount the client receives for that source of income. Click Save. IMPORTANT NOTE: THIS STEP ONLY APPEARS FOR CHANGES TO INCOME AND DISABILITIES.
Once all income has been updated, click Exit
Update the Total Monthly Income.
Be sure to save the whole assessment when completely finished with all updates!

HUD Verification - Non-Cash Benefits

Verify Non-cash benefit from any source (also referred to as the 'outside' answer)

Click on HUD Verification
From the HUD Verification table, click on the pencil next to the Source of Non-Cash benefit that is changing.

The record that opens is the computer's last known open response. The record reads "As of this start date (1), the answer to this source of non-cash benefit (2) was Yes or No (3)". Since this record is true (the client did have that response for that benefit as of that date), the ONLY action needed is to tell the computer the last date the answer was valid. Example: in the image below, the Client reported on 9/1/2019 a response to Food Stamps as "Yes".
Add the End Date. The End Date should be the date before the assessment Interim Review Date. Example: This Client's Interim Review is dated 9/9/2019, so the End Date for this record is 9/8/2019 - the last date this "Yes" response was valid.
Click Save

The HUD Verification table will now show an incomplete record for the source of non-cash benefit just updated. Since the record was ended the date before the assessment date, the computer reads that there is no longer an answer for the current assessment date. This is when a new response is created.
Click the Client's new response and click Save & Exit.
Be sure to save the whole assessment when completely finished with all updates!

HUD Verification - Disabilities

Click on the Special Needs Assessment
Click on HUD Verification
From the HUD Verification table, click on the pencil next to the Disability that is changing.The record that opens is the computer's last known open response. The record reads "As of this start date (1), the answer to this disability (2) was Yes or No (3), and if "Yes" if it was of long duration (4)". Since this record is true (the client did have that response for that disability as of that date), the ONLY action needed is to tell the computer the last date the answer was valid. Example: in the image below, the Client reported on 9/1/2019 a response to Physical disability of "yes, but not long term".
Add the End Date. The End Date should be the date before the assessment Interim Review Date. Example: This Client's Interim Review is dated 9/9/2019, so the End Date for this record is 9/8/2019 - the last date this "Yes" response was valid.
Click Save

The HUD Verification table will now show an incomplete record for the disability just updated. Since the record was ended the date before the assessment date, the computer reads that there is no longer an answer for the current assessment date. This is when a new response is created.
Click the Client's new response
Note: If the client's previous response was "Yes" and the new response is "Yes" but with a change to the long term duration status, still click the "Yes" bubble option.
If new response selection was "Yes", an additional pop-up box appears. Select the new response to duration. Click Save. IMPORTANT NOTE: THIS STEP ONLY APPEARS FOR CHANGES TO INCOME AND DISABILITIES.
Once all disabilities have been updated, click Exit
Be sure to save the whole assessment when completely finished with all updates!

Training Video

One of the most common questions that we receive from our users regards the sub-assessments. Documenting the disabilities, insurance, income, and non-cash benefits (or lack thereof) of our clients can be a tricky process, and we have found that a significant portion of data quality errors come from these sub-assessments. To respond to this need, ICA has created an interactive training. It walks a user through the updating the sub-assessments during the entry, interim, and exit processes. You can complete this interactive training by going to this link. Please contact the helpdesk for the video's security password.