Program Enrollments - Assessments - Program Exits

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Program Enrollments

The Programs tab is where most data entry for clients will be done. Here you will find the ‘Program History’ section, listing details of a clients current and past enrollments & the ‘Programs Available’ section listing the programs your agency has active in HMIS and are available for client enrollment.

Creating a Program Enrollment

Under the ‘Programs Available’ section, select which program to Enroll the client into by clicking the downward arrow

If applicable, select household members to include in the Enrollment

Click Enroll

Enrollment Assessment

After clicking ‘Enroll’ a window will open, displaying the Enrollment Assessment
All fields must be answered
- Client Data Unknown/Refused vs Data Not Collected
  - If the responses to fields are unknown by the client, or client refuses to provide the information, they must be marked as ‘Client Doesn’t Know’ or ‘Client Prefers Not to Answer’
  - Only use ‘Data Not Collected’ if the End User did not ask the question to the client
- Permanent Housing Programs will also have a field for the ‘Housing Move-In Date’ (HMID). If the HMID is not the same as the Project Start Date – leave HMIS blank. Complete once the HMID is known
  - The HMID cannot be prior to the Project Start Date! If a client is transferring into your project and is already housed, the HMID will be the same as the Project Start Date.

For additional household members, you will be prompted to fill out the enrollment screen for the next household member once you have clicked Save and Next at the bottom of each household members enrollment screen

Making an Enrollment Private

For clients that have an existing HMIS record and choose not to share their information, you can make specific Enrollments private to your agency.

Please refer to the HelpScout article ‘HMIS ROI and Privacy Settings’ for detailed instructions.

Status & Annual assessments

Once an End User has opened a specific Program Enrollment, assessments assigned to that program can be found under the ‘Assessment’ tab. All programs will have the ‘Status Update Assessment’ and the ‘Annual Assessment’ available to them. Certain Program types (Street Outreach, SSVF, etc.) may have additional assessments, such as ‘Current Living Situation’ not included in this document. Please refer to those program specific documents as they become available.

Click ‘Start’ next to the appropriate assessment
Update the necessary assessment questions
Save the assessment

Status Update Assessment

End Users are required to complete a ‘Status Update Assessment’ any time there is a change to the clients information during a program enrollment. For example, changes to the clients:

Income
Disability Status
Non-Cash Benefits

Annual Assessment

End Users are required to complete an ‘Annual Assessment’ within30-days, post or prior, of the anniversary date of the Program Enrollment.

NOTE:

Status and Annual Assessments are tied to the Enrollment. Theses assessments can only be made private if the Enrollment is set to ‘Private’
Other Assessments(Current Living Situation, etc.) cannot be marked as ‘Private’ while creating it. This must be done after an Assessment has been completed by using the Edit function

Program Exit

Click the ‘Programs’ tab
Select the correct Program Name to open that Enrollment

Click ‘Exit’ located on the right side of the Program screen

From the ‘Exit’ window that appears, select household members that are to be exited from program

Click ‘End Program’ to open the Program’s Exit Assessment
Make sure that all Exit Assessment questions are answered, updating as necessary
- Check that the Project Exit Date is correct
- For additional household members, clicking ‘Save &Next’ will open the next Exit Assessment
Once all household members Exit Assessments are complete, Click ‘Save & Close’

Additional Program Types

Certain Program types (Street Outreach, SSVF, etc.) that have program specific workflows, may have additional steps not included in this document. Please refer to those specific documents as they become available.