Client Entry Workflow

This article is designed to help guide HMIS users through the basics of entering clients into their projects using the Client module of Wellsky Community Services.  This article has been written to generalize the process used by all project types (e.g. shelter, prevention, rapid rehousing) utilizing any assessment type (HUD, Standard, RHY).  Assessment type is determined by FUNDING SOURCE. It is important to know that there will be some nuances to overall data entry based on project type and assessment type.  For additional assistance beyond this workflow article, please contact the ICA Missouri Helpdesk.

Client Entry

Before entering any information into HMIS, projects must discuss and complete the HMIS Client Informed Consent to Share and Release of Information with each Head of Household. If the client does not sign the document, the user must first contact the ICA Helpdesk before doing anything in HMIS on behalf of the client. There are a handful of "protected projects" for which this does not apply; for those projects, ICA would only need to be contacted when and if the Head of Household does sign this agreement so that the information can be opened and shared.

MOST IMPORTANT STEP!  Select appropriate Enter Data As provider after first logging on!

Client Search

1. Enter Head of Household's Name, Name Data Quality, SSN, SSN Data Quality, and U.S. Military Veteran status. Optional: Enter nickname in Alias
2. Click Search
   1. If a match is found, confirm the details match the client's name, date of birth, and social security number.  If it is the same person, click on the green plus to the left of the client name,
   2. If no matches are found, verify all information listed is correct with proper capitalizations, click Add New Client with This Information
   3. Back Date Prompt: change the date to match the intake date and click Set New Back Date

Client Record

Client Profile

1. Click on the pencil next to Client Demographics. Fill in the appropriate information and click Save.
2. Add or update information under Client Profile Additional Information (optional for most projects but may be required for others)
   1. Outreach Information subassesment - required for all street outreach project types
   2. Residence History subassessment
   3. Contact Information subassessment
   4. Emergency Contact subassessment
   5. Client Notes subassessment

      • Note: Client Notes are shared across agencies. Do not add private details about clients in this section!

        
        

Households

If the client is presenting as a single client, skip this section.

1. If a household is showing on this tab, verify/update household details by clicking Manage Household
   1. Verify Household Type
   2. Click Add/Delete Household Members to add or delete any household members
   3. Verify Client Record information by clicking each client's name from the Household Members menu on the left
   4. Click Save & Exit once complete
2. If no household appears, click Start New Household
   1. Select Household Type
   2. Search and add all family members to the household
   3. Click Continue
   4. Complete the head of household status and relationship of each client appearing in the top table under Household Members
   5. Complete the Client Record information for each client by clicking each client's name from the Household Members menu on the left
   6. After last family member is complete, click Save & Exit

ROI

At this point, all clients being entered into the system should have had the Head of Household already sign the Client Consent to Share and Release of Information - or the HMIS user should have already spoken with someone at the Helpdesk to discuss clients/households who did not want to agree to this release!

1. Click Add Release of Information
   1. Select all members of household
   2. Fill in Release Granted
   3. Fill in End Date with date one year from date signed
   4. Select Documentation type
   5. Fill in Witness full name (must match witness signature on ROI form)
   6. Click Save Release of Information

Entry/Exit

1. Click Add Entry/Exit
2. Confirm Project Start Data
1. If there is more than one client entering, check the box next to each additional household member that is entering the project.
2. Confirm the Provider listed is correct. 
   • 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 research for the head of household.
3. Select the project Type
• HUD type = ESG or CoC funded, unfunded ES, TH, & PH projects, and services only projects
• PATH type = PATH funded
• RHY type = RHY funded
• Standard type = MHTF funded, locally funded financial assistance projects, and non-continuum projects
• VA type = any funding via the VA (e.g. SSVF, GPD, HCHV)
4. Confirm the Project Start Date 
   • 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.
5. Click Save & Continue
3. Complete ALL assessments that appear - for all household members. [If the screen reads "No Entry Assessment had been specified for this Provider", the wrong project type was selected. Scroll to the top of the screen. Select the correct Type from the drop menu. Click Update.]
   1. Some projects will only have the Entry Assessment, other projects will also have a Special Needs Assessment, and other projects will have 3+ assessments appearing.
4. Click Save & Exit once all assessments for all household members have been completed.