Adding Additional Family Member Mid-Stay (Clients Module)

There are times when additional family members may join a household currently being served by a project, such as when a baby is born. This tipsheet is designed to assist HMIS users with adding additional family members to a household and to a project entry for which service is already in progress.  This tipsheet is specific for projects using the Clients Module.

Adding a new client to a Household

1. Search for and open the Head of Household's record.
2. Back Date Prompt: list the date the new household member joined and click Set New Back Date
3. Click on the Households tab

If a household already exists:

1. Manage Household to edit the existing household

   

2. Update the Household Type, if appropriate

   

3. Click arrow in front of Previous Household Members
   1. 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 the relationship
      • In the list of household members on the left-hand side, click on the individual’s name and fill in any missing answers
   2. If the individual is not in the list, click Add/Delete Household Members
      • Click the arrow in front of Add Clients to the Household
      • Fill in the individual’s name, name data quality, SSN, SSN data quality, and veteran status, then search
        • If the client 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 for each individual joining the household, then click continue. 

          

4. Fill in the relationship to head of household for each household member

   

5. In the list of household members on the left-hand side, click on each new individual’s name

   

6. Fill in any missing demographic answers for each household member
7. After the last new individual, click Save & Exit 

If there is no household on the household tab:

1. Click Start New Household

   

2. Answer the Household Type

   

   
   
3. Fill in the new individual's name, name data quality, SSN, SSN data quality, and veteran status, then search.
   1. If the individual appears in the search results, click the green button to add them to the household
   2. If the individual does not appear in the search results, click Add new Client with this Information

   3. Repeat for each individual joining the household, then click continue.

      

      
      

4. From the top table ("Household Members"), 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

   

5. In the list of household members on the left-hand side, click on each new client’s name

   

6. Fill in any missing demographic answers for each household member
7. After the last new individual, click Save & Exit

Adding the new client to the Household ROI

1. Click on the Head of Household's ROI Tab
2. Click the pencil for the ROI to which you want to add the new client(s)
3. Click Include Additional Household Members
4. Click the box of each client(s) to be added, and click Continue
5. Click Save Release of Information

Adding the new client to the existing Project Entry

1. Click on the Head of Household's Entry/Exit Tab
2. Click the pencil for the entry to which you want to add the new client(s)
3. Click Include Additional Household Members
4. Click the box of each client(s) to be added, and click Continue
5. Click Save & Continue
6. 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. Save & Continue
7. Click on the new client(s) name on the left-hand side and complete applicable assessment questions.
   1. If the project is a permanent housing project and the Head of Household does have a Housing Move-In Date, the newly joining client(s) should have the Housing Move-In Date listed as the same Housing Move-In Date listed for the Head of Household
8. Once all entry assessments have been completed for the newly joining client(s), click Save & Exit

If you like this tipsheet, you might find this brief training video Adding Additional Family Members helpful too!

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