BoS Coordinated Entry: Recording Contacts for Clients on the PL using Current Living Situation

Clients on the BoS CE Prioritization List (PL) must be contacted at least every 60 days to maintain their active status. The Current Living Situation (CLS) is used to document contacts with all adults, and those recorded for the HoH will be used to monitor that 60-day requirement. This tip sheet will provide guidance on the different ways to record contacts for clients on the active PL. The most recent CLS recorded for the HoH will pull on the PL and should be reviewed regularly. Level 2-3 and 4 Access Points are responsible for removing their own clients from the PL who are past 60 days without contact.

Reminder: Prior to entering any information in a client's record, be sure to set the EDA provider and Back Date correctly.

Recording a Contact in the Entry Assessment

To give the client contact time frame a starting point, you will record a CLS in the Entry Assessment when the client is enrolled into your BoS CES Provider. Click Add in the Current Living Situation sub-assessment.

In the CLS sub-assessment, the Start Date will auto-populate to the Back Date previously set as the Project Start Date. Verify that is correct, enter the Information Date as the same date, then select the appropriate response from the Current Living Situation dropdown list. Leave all other fields blank and click Save.

Recording a contact through an Interim

If contact is made with a client after project enrollment and changes are reported that need to be updated, you will need to add an Interim – Update and record a new CLS using this process. Click on the Interims icon for your providers enrollment, then click Add Interim Review.

Ensure all household members are included by having the box to the left of their client ID checked. Set the Interim Review Type as Update. The Review Date will auto-populate to the Back Date set as the Interim date, so ensure that is correct, then click Save & Continue.

Once you are in the Update assessment, make any changes reported, and add a new CLS record (even if the client's situation has not changed) by clicking Add in the Current Living Situation sub-assessment. The Start Date will auto-populate to the Back Date previously set as the Interim Date. Verify that is correct, enter the Information Date as the same date, then select the appropriate response from the Current Living Situation dropdown list. Leave all other fields blank and click Save.

Recording a Contact on the Client Profile tab

If a contact was attempted and was unsuccessful, or if the client is contacted and did not report any changes needed, then a contact will be recorded in the BoS CoC CES Case Conferencing Housing Plan on the Client Profile tab. Click Add to record a new Current Living Situation.

Follow the process previously outlined to record your contact. If an attempted contact was unsuccessful, select " Worker unable to determine (HUD)" as the Current Living Situation response. Contacts of this nature do not reset the count for 60 days since last contact. These records are for documentation purposes only.

Remember, it is the responsibility of each Access Point to remove their own clients from the PL when they are being made Inactive or were housed.