Client Interim Review (Update/Annual Assessment) Workflow

This article is designed to help guide HMIS users through the basics of recording an interim review for clients in 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 Interim (Update/Annual Assessment)

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

Client Search

1. Click Client and enter the head of household's client ID number or search by the head of household's name 
2. Back Date Prompt: change the date to match the date the update was conducted and click Set New Back Date

Client Record

Client Profile

1. 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!

ROI - required if completing an Annual Assessment

At this point, all clients being entered into the system should have already signed 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 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 Interim icon to the left of the Exit Date Column
2. Click Add Interim Review
3. Complete Interim Review Data
1. If there is more than one client served in the project, check the box next to each additional household member that is participating in the project.
2. Select the Interim Review Type
• Update = any interim assessment completed to capture new information about the client(s)
• Annual Assessment = required assessment for all clients remaining in a project after one year; this assessment is completed every year, within 30 days before or after the anniversary month and date of the client's project start  (e.g. Client's project date is October 12th; the project must conduct an Interim Annual Assessment between September 12th to November 11th each consecutive year until the client exits the project)
3. 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 project review date.
4. Click Save & Continue
4. Complete ALL assessments that appear - for all household members. [Some projects will only have the Update Assessment, other projects will also have a Special Needs Assessment, and other projects will have 3+ assessments appearing]
5. Click Save & Exit once all assessments for all household members have been completed.
6. Click Exit