Program Enrollments

Creating and Managing Program Enrollments

 

In Clarity Human Services, a Program (or Project in the HMIS Data Standards) represents a unit of an Agency (or Organization) in which a client or household enrolls. Program enrollments provide the framework for HMIS data collection and reporting. 

The Programs available to a user will depend on agency and staff member settings. Refer to How to Set Up a Program: Detailed Instructions and Additional Agency Access for more information.

To enroll a client or household in a Program, click the PROGRAMS tab in the client record. The tab contains two sections: PROGRAMS: AVAILABLE and PROGRAM HISTORY.

PROGRAMS: AVAILABLE

This section lists programs provided by your agency that are available for client enrollment. 

 

To enroll a client/household into a Program, click the down arrow next to the applicable Program title. Additional information and options will display. 

 

Include Group Members

If you have created a family/household for the client, you will be prompted to select family/household members to include in the enrollment. Click the toggle(s) next to the family member(s) who should be enrolled in the program.

 

Referral Checkbox

If there is an "open" referral to the program, a Program Placement a result of Referral provided by (referring agency) toggle will display. Toggle this on to create a Referral Connection within the associated referral.

 

Enroll

Click ENROLL to display the Program Enrollment screen for your original client.

All program enrollments have an associated Program Enrollment screen. The Program Enrollment screen is the equivalent of an intake or entry form; it contains data fields to record client information.

Enrollment screens for Permanent Housing (PH) projects will include a Housing Move-In Date field that should be completed when the client moves into a PH unit. The Housing Move-In Date must be a date on or between the Program Start Date and Program Exit Date.

Click SAVE & CLOSE to complete the enrollment.

NOTE: If you are enrolling other household/family members, you will see a SAVE & NEXT button. Clicking this button will enroll the current member and automatically take you to the correct Program Enrollment screen for the next member.

The screen that appears next depends on whether completion of the Current Living Situation assessment is required upon enrollment for that Program; if so, the Assessments tab will display. Otherwise, the Provide Services screen will display.

 

If the Program has been configured with Default Goals or Auto Service Placement, a pop-up will appear on the Provide Services screen to list all actions the system conducted automatically upon enrollment.

Additional Enrollment Information

Once you save the enrollment, additional information will display in the page's sidebar. 

Information Box

The information box contains program enrollment information, including the number of days the client has been enrolled in the program, the Program Type (group or individual), Program Start Date, Program End Date (if applicable), Assigned Staff (the staff member who enrolled the client into the program), and the Head of Household. If a client is no longer active in the program, the box will have a red DAYS INACTIVE PROGRAM banner across the top that shows the number of days the client was active in the program.

 

Program Group Members

This section allows you to directly access the client record for any group member included in the enrollment. Selecting the Edit link will take you directly to the History tab of that group member’s enrollment.

PROGRAM HISTORY

Clicking the PROGRAMS tab displays the PROGRAM HISTORY section, which provides a list of programs in which the client is either currently enrolled or has been enrolled in the past.

The PROGRAM HISTORY section displays several pieces of information that also display with an enrollment in the History tab

  • Program/Agency: the program and agency name of the enrollment program.

  • Start/End Dates: the Program Entry Date and (if applicable) Program Exit Date for each enrollment. If the client is still enrolled in the program, the End Date will display as "Active."

  • Referral Placement: A chain-link icon indicates that the program enrollment resulted from a referral. Hover over the icon to display the name of the agency that created the referral and the date the referral was made.

  • Program Type: The enrollment program’s Type

    Primary Agency: An icon indicates that the enrollment was created by a staff member when switched into a different agency. Click the icon to display the staff member’s primary agency. 

In addition, the PROGRAM HISTORY section displays:

  • Type: whether the client was enrolled in the program as a group with household members or as an individual.

 Editing an Enrollment

To edit a program enrollment, hover over the program row and click the Edit icon. 

If the program is outside of your agency, your ability to edit it depends on your sharing settings. If you have any questions about your sharing settings, please consult with your system administrator for details.

Clicking the Edit icon will take you to the History tab of the enrollment, which contains Program Service History. Your access to other tabs (Enrollment, Provide Services, Assessments, Goals, Notes, Files, Forms, and Exit) depends on the program's configuration and your access role settings.  

 

Anticipated Exit Functionality

An “anticipated exit” function provides the ability to display an anticipated availability date on the Unit Queue for currently occupied Units. To enable this function, navigate to the Unit tab for the Unit’s current occupant, enter the Pending Occupancy End Date, and click SAVE CHANGES. You will now be able to link this Unit to another client.