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Coordinated Entry Reports - Auto exited, Still Enrolled Report
Clients on this list have been auto exited from Coordinated Entry but remain active in other programs. The “Auto Exited, Still Enrolled list” includes a list of all clients that have been auto exited from Coordinated Entry but remain enrolled in other programs.
What is the purpose of this report?
Coordinated Entry (CE) sends this report out because clients who are actively enrolled in other programs but not enrolled in CE are frequently unintentionally auto exited. If a client is participating in services, this will typically indicate that they have an active need for housing. Therefore, it is of great importance that these clients are actively enrolled in CE so that they can be eligible for and contacted about potential housing placement opportunities. Additionally, CE wants as accurate a snapshot of the queue as possible at all times, so that CE can have a clear picture of the current state of the queue and our community’s needs.
Understanding the fields in the report
From the Case Manager (CM’s) perspective, the data fields are the columns in the report. Below is a table that gives a definition of each of the fields.
| Field | Explanation |
| Clients Client ID | A numeric combination that corresponds to an individual client profile in Clarity, however this ID is not searchable on Clarity and is mostly used for backend purposes. |
| Clients Unique Identifier | An alpha-numeric combination that corresponds to an individual client profile in Clarity, this ID IS searchable in clarity and is a good tool for case managers to identify individual client profiles, especially those with duplicate or confusing names. |
| Clients Client Full Name | Gives the clients full name in Clarity. |
| CE Start Date | Gives the date that the client was enrolled in Coordinated Entry |
Update/Exit Screen Has Been Autoexited? (Yes/No |
A yes/no value field that shows whether a client has been auto exited. A “Yes” indicates the client has been auto exited, while a “No” indicates that the client has not been auto exited. |
| CE Enroll Home Agency | The agency who originally enrolled the client into CE. |
| Update/Exit Screen Destination | If the Client was exited, this field will show the location the client was exited to. |
| Enrollments Enrollment ID | This is a numeric ID that correlates to a client’s coordinated entry enrollment page. It is mostly used for internal backend purposes, such as to create links. |
| Link to CE Enroll | This link takes you to the client’s Coordinated Entry enrollment page. |
| Programs Full Name | Gives the name of the program that the client is still enrolled in. |
| Enrollments Enrollment ID | This is a numeric ID that correlates to a client’s coordinated Prado Access Center enrollment page. It is mostly used for internal backend purposes, such as to create links. |
| Enrollments Project Start Date | Gives the date the client was enrolled into “Programs Full Name”. |
| Enrollments Project Exit Date | Gives the date the client exited the project. For this report, as the clients are all actively still enrolled, the exit date should always be “Null”. |
| Enrollments Days in Project | How many days the client has been enrolled in the project. |
| Programs Project Type Code | The category of project that “Programs Full Name” falls under. |
| Null Program | Gives “No” if there is no Project Type. |
| List of Assigned Staff | Gives the clients full name in Clarity. |
| List of Assigned Staff Home Agency | The agency where the client’s “Assigned Staff” is registered. |
Reviewing the report
Case Managers (CM) should check to see if their clients are on the reports. If a CM finds their client’s name on a report, the CM needs to check to make sure that their client is enrolled in CE (the client has almost certainly been auto exited). CM’s should also make sure that their clients have an active referral to the PHQ, to ensure that they are being prioritized for upcoming housing opportunities. The longer a client stays in the queue, the more their prioritization rises and the more likely they are to receive a housing opportunity.
Checking if your client has a PHQ referral
To see if your client has an active PHQ referral, navigate to the “History” tab at the top of your client’s profile. Once you have done so, toggle on the “Coordinated Entry” button at the bottom of the screen, as shown below, and click “Search” in the bottom far right:
Afterwards, look to see if you can find a referral to SLO County CoC Permanent Housing Queue that says “pending”, as shown below:
If you cannot find a referral such as the above, or if the only referrals you can find have an end date, then your client does not have a current referral to the PHQ.
How to refer a client to the PHQ
To refer a client to the PHQ, follow the steps outlined in the following article:
https://slocounty.helpscoutdocs.com/article/64-coordinated-entry-referral-to-housing-queue
Reopening a client’s coordinated entry program
If a client was auto exited unintentionally, their CM should reopen their client's old CE program instead of creating a new one. To reopen a client’s coordinated entry program, follow the steps outlined in this article:
“Reopen program enrollment”
https://slocounty.helpscoutdocs.com/article/104-reopen-program-enrollment