Most programs will record service transactions to document their work with a client. Make sure you always create an entry before creating any service transactions! Transactions are only counted if they occur between your entry and exit dates, and this will naturally occur if you create the entry first. Make sure all clients included on the service transaction have an open entry for your project. Otherwise, the transaction will not count.
For transactions recorded on the entry or exit date: Make sure the start date/time of the transaction occurs AFTER the date/time of the entry (project start date) and BEFORE the date/time of the exit (project end date). This should automatically happen if you always create the entry before any transactions and the exit after all transactions are recorded.
If you choose to use backdate mode, you may need to manually change the time stamp on the transaction or exit to get all transactions to occur between the entry and exit.
Creating a Service Transaction
Locate the client record in Clients. If there are multiple household members, locate the Head of Household’s client record.
Click on the Service Transactions tab:
Click View Entire Service History to view previous service transactions. Click Add Service to record a service.
Make sure to select the same clients who were enrolled in the project, so the household composition matches the project enrollment. If you have multiple clients enrolled in the project, this transaction should be created from the person marked as Self (Head of Household) on the entry enrollment. This what marks that person as the Primary Client on the service transaction record.
Change the Service Provider to match the entry/exit provider the client/household was enrolled in. For example, if the client’s entry/exit provider is “OMC - Test Provider - RRH,” then the Service Provider for the transaction should be same.
Start Date and End Date will depend on the service itself. Many services are provided for a single day (like case management or food). Other services, like rent payment assistance, should be dated to cover the length of time the service was applied for. In the case of rent payment assistance, the dates should cover the month(s) the rent payment covered.
Service Type options appear in the drop-down. You can also click Look Up to search for other services that do not appear in your drop down. These drop-down options can be modified in you contact your CoC HMIS Lead or the OHCS HMIS team.
Provider Specific Service is only recorded for some projects. IF there is nothing in the drop-down, ignore this field.
Click Save & Continue.
You should now be seeing the second page of the service transaction form. You can view and edit the previously entered information, as well as enter additional data.
Service Notes: Enter relevant information to describe the service transaction (optional).
The Service Costs section is generally only needed for services such as Rent Arrearage(s) or Utility Arrearage(s). If not entering these types of services, and if your agency does not require this section, you can skip this part. Never fill out the Total Cost of Units field.
For more information on the Service Cost Section or how to apply a fund source to a service transaction, refer to the Service Transactions with Fund Source page.
Follow Up Information is optional. You can fill this out if you (or another user at your agency) would like to receive a reminder to follow-up with the client later on concerning the service transaction.
Need Information is optional if your agency is not tracking need status. If this section is required by your agency, remember to choose the most appropriate options for Need Status and Outcome of Need.
Click Save & Exit to save the service transaction.