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ADDING AN EXISITING CLIENT TO YOUR PROGRAM WITH 2014 NEW DATA STANDARDS Step 1: Search for the client by name and/or SSN and click the name or Edit Pencil to open

Step 2: Update and review Households Review the household configuration and update if there are changes, for example, adding new members to their household or removing members who are no longer in their household. Adding a new household member to the client’s current household: In the Summary tab, click the Edit Pencil next to Households to make any changes (for example, if Dexter found out he had a brother).

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For new members, click “Add/Delete Household Members.”

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Options for adding new members: Click the drop-down triangle for “Add Clients to the Household.”

Search for other family members by name. If they already exist, click the green “+” to add them to the

household. If not, fill in the identifying information and click “Add New Client with This Information” like you did for the head of household.

Click the arrow icon under Previous Household Members for any returning family members.

Repeat as necessary and click “Continue.”

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Only use Delete for clients who never should have been included in the household in the first place (fixing mistakes). Remove household members by clicking the red “icon.” Verify Head of Household, relationships, and note any changes to Veteran status.

Click “Save & Exit” after you have completed the information for all household members. Step 3: Add an Entry/Exit for your project On the Client Summary page, click “Add Entry/Exit.”

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Select Household members that are being served during that project entry. Set the Type of project entry. Most of the time, this will be "HUD” Set the Entry Date (defaults to the current date) and click “Save & Continue.”

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Verify data in the Entry Assessment for HUD UDE’s and Additional Information assessments that the data is true to date, and correct for each household member (you can use Add Household Data, if available, to copy information to all household members at once). Fill out the HUD UDE Entry Assessment and Additional Information assessment for each household member (you can use “Add Household Data,” if available, to copy information to all household members at once) and click “Save.” With the 2014 HMIS data standards, you will see several new questions including:

Relationship to head of household – This identifies each household member’s relationship to the head of household. For the head of household, select “Self (head of household).”

Client Location – This identifies the CoC of the project. Select CA-611 Oxnard/San Buenaventura/Ventura County.

There are five new fields that are related to the length of time a person has been on the street, in and

emergency shelter, or Safe Haven. These refer to the time prior to project entry, or if the client reports that their prior residence is an institution, such as jail or hospital, with a stay in that institution of 90 days or less, then the questions refer to the time right before entering that institution. The five fields include:

o Continually Homeless for at Least One Year, o Number of Times the Client has been Homeless in the Past Three Years, o If 4 or more, Total Number of Months Homeless in the Past Three Years – This field only needs to

be completed if the client reported in the previous question that they had been homeless 4 or more times in the Past Three Years.

o Total number of months continuously homeless immediately prior to project entry, and o Status Documented – refers to whether you have any documentation in the client’s paper file or

in HMIS of the client’s length of homelessness.

Housing Status has been updated to reflect HUD’s new definition for “homeless” and “at risk of homelessness.” It was changed from a UDE to a Program-specific Data Element but is still required at project entry.

The question of “Is Client Chronically Homeless?” is no longer required by HUD.

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Use HUD Verification for Income, Non-Cash Benefits, Health Insurance, and Disabilities sub-assessments to quickly enter information for all sources and disability types. Income and non-cash benefits are required for all adults and all head of household, but not dependent children. Health insurance and disabilities are required for all clients. Because HUD verification is a new feature, you will notice that clients will have red triangles with exclamation marks that indicate if there is missing HUD data standards information.

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You will then need to click on the red triangle to verify all information is true to date and capture any “incomplete” data fields. For example, below for non-cash benefits this client’s data is all marked incomplete. When you click on the HUD verification triangle, the verification window should pop up, allowing you to capture all “incomplete” data. In the past if they did not have non-cash benefits we just did not add one, but now HUD is requiring we indicate whether or not the client is receiving each type of non-cash benefit l by using ‘yes,’ ‘no,’ or ‘data not collected.’

Even though the client still does not receive any of these benefits you must go through and check ‘no’ on all the fields. Also, please note that any item marked with ‘data not collected’ will be counted as null values.

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Once you click “Save and Exit” you will notice the HUD verification has changed to a green check mark that indicates the data is now complete.

For existing records, put end dates on any record that is no longer accurate or valid and enter new records for the current information. For example, the client’s record shows Workers Compensation of $100 a month but he is now making $300 a month in workers compensation. Put an end date on the $100 record and create a new record for the new amount.

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Review the Client Profile tab for all members of the household and review the items in the Client Record for completeness and accuracy. “Name Data Quality” is most likely to be missing because it is a new field. The new data standards changed the collection point for Veteran Status information from project entry to client creation. In ServicePoint 5.11.0, the user will need to change the U.S. Military Veteran status on the Client record. This means that the user will only have to revisit this field if the client’s veteran status legitimately changes, such as a child aging into adulthood and becoming a veteran. To do this, click the Edit Pencil for the Client Record and select the correct “U.S. Military Veteran” status. Click “Save,” then add military information for all members of the household.

Many fields may already be filled out, but be sure to verify what is true as of the entry date and make any necessary updates or corrections. You have now added an existing client into your program with the new 2014 Data Standards.