The Coordinated Entry Type setting (SETUP > SETTINGS) establishes boundaries for your instance’s Coordinated Entry (CE) system. The setting you choose will affect the Referrals tabs, Community Queues, and referrals that users can see.
The two options for this setting are as follows:
- Continuum of Care (CoC) Based: select this option to base your CE system on an entire CoC. The system will follow the agency’s CoC. If you configure a Referral Setting for the CoC, the system will follow that Referral Setting; otherwise, the system will follow the Default Referral Setting.
- Sharing Groups Based: select this option to base your CE system on a Sharing Group of agencies or CoCs within a Clarity instance. When choosing which Referral Settings to follow, the system looks at the following rules:
- If an agency does not have a Sharing Group with a Referral Setting assigned, the system will follow the Default Referral Setting.
- If an agency has one Sharing Group with a Referral Setting assigned, the system will follow that sharing group’s Referral Setting.
- If an agency has more than one Sharing Group with a Referral Setting assigned, the logic is as follows:
- If the agency has selected a Primary Coordinated Entry Group in the agency-level settings, the system will follow that Sharing Group’s Referral Setting.
- If the agency has not selected a Primary Coordinated Entry Group in the agency-level settings, the system will follow the most recently added Sharing Group Referral Setting.
Many instances choose to use the CoC Based setting because a CE system typically encompasses an entire CoC. However, if you need to create custom boundaries for your CE system, you should select the Sharing Groups Based option.
For example, consider a community with three CoCs using a statewide instance of Clarity. If each CoC is a separate CE system, as shown below on the left, the Coordinated Entry Type is CoC Based. But what if the CoCs within the state refer clients across CoC lines, creating the need to work within the same boundaries? As shown below on the right, you can use the Sharing Group Based setting to create an artificial boundary encompassing the CoCs and create one CE system.
Another example is a large Balance of State CoC, as illustrated below. If the entire CoC is one CE System as shown below on the left, the CoC Based setting is appropriate. However, if multiple distinct regions within the Balance of State each operate independent CE systems as shown below on the right, a Sharing Group may be created to match each independent CE system and region. Sharing Groups allow communities to create artificial boundaries for CE when CoCs need separate CE systems within the same CoC.
Consider how different CoCs share (or don't share) their CE system and clients. Are CoCs collaborating to have one CE system together? Do they pool resources together? Are clients moving across CoC borders?
If your instance is thinking about changing their Coordinated Entry Type from CoC Based to Sharing Groups Based, consider these important factors:
- Coordinated Entry Type is an instance-wide setting that will impact all Coordinated Entry Systems within a Clarity instance. If an instance covers multiple CoCs, coordination across CoCs is required for a smooth transition.
- You may need to create new Sharing Groups. Each Sharing Group should reflect an individual CE system and should be assigned to all agencies who participate in the CE system, regardless of their role. If your whole instance will be a part of one CE system, the Default Sharing Group will be used; you do not need to create additional groups. If your instance will have multiple CE systems, create a Sharing Group to reflect each CE system and assign them to agencies as appropriate.
- After you update the Coordinated Entry Type setting to Sharing Groups Based, you may need to create new Referral Settings and Community Queues. Each Sharing Group associated with a CE system must have Referral Settings associated with it. If there are no Referral Settings for a particular Sharing Group, the system will use Default Referral Settings. Clarity will determine which Referral Settings and associated Community Queue(s) to follow according to the Sharing Groups Based logic described above.
- Once Coordinated Entry Type is updated, Sharing Groups are assigned appropriately, and all Referral and Community Queue settings are created, active referrals will display on the Community Queue(s) as defined by the new settings. Clarity will determine which Referral Settings and associated Community Queue(s) to follow for each referral according to the Sharing Groups Based logic described above.
For new implementations, if there’s a possibility that you eventually might want to use the Sharing Groups Based option, we recommend that you set up your system as Sharing Groups Based from the start, and create each CoC as a Sharing Group.