Updating Sub-Assessments

Throughout WellSky Community Services, there are many tables called "Sub-Assessments." Sub-Assessments must be updated in a very specific manner in order for reports to generate properly. In this example below, we've used the Contact Information sub-assessment as an example. However, the basic steps are applicable to most sub-assessments. For additional assistance beyond this guide, please contact the ICA Missouri Helpdesk.

Updating Sub-Assessments

In this example, a client had previously reported to you an phone number back on 2/21/2017. The client came to you on 3/19/2019 and reported that they no longer had the old number, but now have a new phone number. You need to record the information in such a manner that the historical data is maintained while also adding the new information. 

End Date the Out-of-Date Record

1

Start by clicking on the pencil icon for the row that is now outdated. The sub-assessment pop-up window will appear. 

2

Enter the date before the day the client told you that the information was outdated. In this example, on 3/19/2019 the client informed you that they no longer had the mobile phone number of 555-656-7887. Therefore, for the purposes of HMIS records in Community Services, the last date this record was valid was 3/18/2019. 

3

Click Save and Add Another to record the new phone number the client has provided. The sub-assessment window will close and a new, blank record will appear. 

Add the New Record

4

Complete the sub-assessment with the updated information. In this example, the client has reported on 3/19/2019 a new mobile phone number of 555-878-6556. For this reason, the "start date" is 3/19/2019.

5

Once you have completed the sub-assessment, click Save. 

Review the Changes for Accuracy

6

Review the information in the sub-assessment to ensure it is accurate. The end date you created for the first record now shows in the lower row, and the new record now shows at the top without any end date. If you had to turn this sub-assessment into a written paragraph, it might look something like this:

On 3/19/2019, the client reported that their mobile phone number is 555-878-6556. They had previously reported on 2/21/2017 that their mobile phone number was 555-656-7887, but reported on 3/19/2019 that this number is out-of-date and no longer valid. The sub-assessment table currently indicates that the client's previous phone number was 555-656-7887, but their current number is 555-878-6556.

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