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Managing Families and Household Groups
Bitfocus Resource Links:
How Do I Create a Household and Manage Members?
How Do I Add a New Household Member to an Enrollment?
Creating a Household
By default, a newly created client record will not be associated with a Household. You may review Households, add Household Members and manage Household Members from the client record.
- Navigate to the Head of Household (HoH) profile
- From within the HoH's client profile record, select the Household tab
Clicking Household on the client navigation menu takes you to the 'Current Household Members' page. This section includes:
- Current household members.
- Former household members.
- Previous household history.
- An 'Add' icon for adding a new client to the system and to the household
- Click the ‘Add’ icon next to ‘Current Household Members’ – this will open the ‘Add household member’ screen
The ‘Add household member' page provides three ways to add new members to a Household:
- Quick add from recently accessed clients
- Client search
- The Client Search function allows you to search the entire client database for a matching client to add to your client’s Family/Household group. If the client is found, you may click on the name of the client to highlight and select the client to add to the household.
- Add new client
- If you do not find the client in the system via Client Search, you may add the client to the system and add the client to the household within the same workflow. Use the Add icon at the right side of the Add household member page to add a client to the system and the household. Ensure you do a thorough search before adding a new client to the system.
Select or add a client
- Add or select the correct client record to add to the household, then click 'Next'
Set household member information
- Select the correct ‘Member Type’ from the drop-down
- Enter the ‘Joined Date’ (date the client joined the household)
- Click ‘Save’
Complete or Repeat
- Select 'Repeat' to continue adding household members
- Select 'Complete' to navigate back to the Household tab within the HoH's client profile
Once the household is created, a small star will indicate the HoH.
Exiting a Household member
If a Household member needs to be removed from the group:
- Click the three dots/action menu icon to the right of any group member in the Current household members section.
- Click View Household Relation.
- The Edit Household member pop-up appears.
- Use the edit icon and enter the date when the client’s participation in the group will end for the Exited Household field.
- Click Save.
The client will be considered a member until the 'Exited Household' date. After the date has passed, the client record will automatically be removed from the group and listed in the Former households section.
NOTE:
- If the client leaving the household is the ‘HoH’, you will be prompted to assign a new HoH before completing the task.
- The 'Exited Household' date cannot be earlier than the 'Joined Household' date.
Joining and Rearranging Households - Adding a client with an existing household
When searching for a client to add to the household, the Search results will also display current household information for the client, including the Head of Household and the number of members in that Household.
When attempting to add a client to a household who is already a member of different household, the system displays a warning and provides two options to consider.
The options to choose from are:
- Active client (in this case, Test HoH) will leave and join client’s (in this case, Bilbo Baggins's) Household
OR
- Transfer client (in this case, Bilbo Baggins) from their existing Household to client's (in this case, Test HoH’s) Household
Follow the prompts to choose the direction of the clients movement between Households
- Exited Household: Enter the date the client exited their current household (in this case, the date Bilbo Baggins exited Gandalf the Grey's household)
- Member Type: Enter household member's relationship to HoH
- Joined Household: Enter the date the client joined the new household (in this case, the date Bilbo Baggins joined Test HoH's household)
NOTE:
- It is important when “Joining” that upon completing this step you confirm that all intended household compositions are accurately reflected in the relevant Household Members lists.
- Users can quickly navigate to household members profiles using the Household widget.
Household History
Below the Current Household Members there is a Former household members section and a Previous household history section. Clicking on the dropdown arrow to the right of each section will show more details.
- The Former household members section lists clients who were previously in this household but are no longer in it.
- The Previous household history section lists other households that this client is no longer a member of.
