Client Joins Household after Entry Date
- Amy Bartels
- Aleia Fletcher
Client Joins Household after Entry Date
Sometimes clients may join a household during the household's project enrollment, including when a household has a new baby. For instructions on how to add these additional household members in Shelters, please refer to the OMC – Shelters Workflow & Service Transactions guide.
To make this change in Clients:
Search for the client in HMIS to see if they already have a record
If the client already exists in the system, you will need to edit the Household on the head of household’s record to add the new client to the household.
If the client is new, create a new record and then add them into the existing household.
Like in a regular Clients entry, go to the client's profile and review the Client Profile, Households, and ROI tabs to make sure all of the correct information is in place.
Navigate to the profile of one of the clients who is on the entry that you are trying to add your new client to.
Pencil edit the entry start date.
On the next screen, you will see a list of everyone currently enrolled. Click on the button underneath the list that says Include Additional Household Members.
Select the name of the client you want to add to the entry and click Continue.
This will show the original Project Start Date for all clients as the original entry date. Do not edit the date here, just click Save & Continue and close the entry without making any edits to the assessment. If you are required to answer, ‘relationship to head of household’ and ‘enrollment CoC’ before exiting, then do so before clicking save & exit.
Navigate to the profile of the client you just added to the entry (in this example, John Doe’s entry/exit tab). Click the pencil to edit their entry.
You will see the list of all clients on this entry. Uncheck the box next to everyone except the client you just added to the entry. Once you only have the new client selected, you can edit the Project Start Date to be the date that they joined the project (for new babies, this will probably be their DOB). Click Save & Continue.
At the top of the entry, you will see that this client now has a different Project Start Date than the other clients. Scroll down and remember to complete the Entry Assessment for the new household member.
If your project records Interim Reviews, you may also want to record one on this date to update your household size (and possibly AMI or FPL if having an additional family member changes the household's level).