Completing an Assessment in the Client Record (New Clarity Interface)

This article provides end users with an introduction to assessments along with the steps for completing them.

This article is for the new Clarity interface. For the current interface article, please click this link. Screenshots and description will be updated as features are released.

Video Resources

Click play for a brief overview:

Click through for a hands-on experience:

Overview

Assessments Screens allow staff members to record client data at any time within or outside of a program enrollment. Information collected during a project stay, known as a "Project Update" in the HMIS Data Standards, is recorded in an assessment. Referrals not made from the client-level Referrals tab, including referrals to the Community Queue, are made from within a completed assessment from the Assessments tab. Unlike Enrollment, Status, or Exit screens, assessments don't need to be connected to a specific event.

Assessments displayed in a client record are based on configurations made at the following levels:

System level: the Assessment Screens that System Administrators create
Agency level: the agencies those screens are made available to
Program level: the assessments that are assigned to a Program (if Program Assessments is enabled)

Note: Contact your System Administrator if you have questions about which assessments to complete in a client record and when/where to complete them.

Access to Assessments

Permission to share, edit, and delete assessment data within and across agencies depends on the staff member's Access Role and the sharing settings and assigned Navigation Profile of the agency.

Viewing Assessments

To access the Assessments tab, including previously completed assessments (which you can also view from the History tab):

Switch into the correct agency.
Navigate to the client record and click the Assessments tab.

Adding Assessment
The Assessments tab has two functions: Adding the Assessment and Assessment history.

Completing an assessment.2

Adding the Assessment

Here is how to complete a client-level assessment:

Click the Add icon in the Client assessments section.
Locate and then click on the appropriate assessment.*
Click Next.
Complete the assessment.
Click Save & Next.
Click Complete.

*Note: If the user's Access Role does not permit the user to add or edit the assessments, the user will not see any assessments displayed in this section.

Assessment History

The Assessment history section displays previously completed assessments, which staff members can edit or delete if their Access Role allows. The system displays the following information within Assessment history:

Assessment Name: the name of the Assessment Screen.
Agency: the agency of the staff member who completed the assessment.
Completed: the date the staff member completed the assessment.
Assessment Processor Score: the Assessment Processor name and score (if configured for the assessment)
Eligibility: a link to the Eligibility Results (if Eligibility Engine is enabled for the assessment)
Measures: a link to the Assessment Measures (if configured for the assessment)

Editing an Assessment

In the Assessment history section, click on the name of the Assessment and then click on the Edit icon for the assessment.

Completing an assessment.4

The assessment appears on screen. Edit as needed, then click Save.

Note: If you click Save without making any changes, the system will not display the green "Changes successfully saved" banner, will not record the action in the Audit Log, and will not update the last_updated and ref_user_updated fields.

Program Assessments

If Program Assessments is enabled for a program, you can record an assessment from the Assessments tab within a program enrollment.

Note: To provide any assessment other than an Annual/Status/Current Living Situation assessment within an enrollment, you will need to be logged in under the agency that owns that enrollment. If you are not logged in to the agency that owns the enrollment, the only assessments you will see in the program-level Assessments tab will be Annual/Status/CLS assessments.

Assessments added from within an enrollment will display in both the program enrollment Assessments tab and client-level Assessments tab and can be viewed and modified in either place.

Here is how to complete a program assessment:

Locate the appropriate program enrollment from the Programs tab or in the Active Programs section on the right side of the screen. Click on the name of the program in the Programs tab or the Arrow for the program in the Active Programs section.
Click the Assessments tab within the enrollment and click on the Add icon.
Click on the name for the assessment you want to complete and then click Next.
Complete the assessment.
Click Save & Next.
Click Complete.

Link from Assessments

If Program Assessments is enabled for a program, you will see a Link from Assessments icon on the Assessments tab. Click this icon to display a list of client assessments that have been enabled at the Agency level and assigned to the current program. Select the desired assessment(s) to link to the current enrollment.

completing an assessment.link

Additional Resources

Refer to the following Help Center articles for details on specific types of assessments:

Updated: 11/06/2024