Creating and Managing Program Enrollments (New Clarity Interface)

This article describes how to enroll a client or household into a program in Clarity Human Services, how to edit the enrollment, and how to manage unit occupancy.

 

Video Resources

Click play for a brief overview:

 

Click through for a hands-on experience:

Overview

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. 

Getting Started

To enroll a client or household in a program, click the Programs tab on the left sidebar in the client record. The tab contains the current program enrollment history and an Add icon.

Program enrollments

The Program enrollments section lists any current enrollments for the client. To add a new program enrollment for your Agency, click the Add icon.

To enroll a client/household into a program, select an Available Program for your Agency and click Next. 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 name(s) next to the family member(s) who should be enrolled in the program and then click Next.

The system will display a Currently Enrolled label for other household members who are actively enrolled in the same program (i.e., there is no enrollment end date, or the end date is after today).

 

If you turn on the toggle to select a "Currently Enrolled" family member and click ENROLL, the system will allow the client to be enrolled. However, the system will display the following pop-up: “Please note that at least one of these household members has an active enrollment in this program. To continue with the creation of this enrollment, please select the “OK” button below.”

 

Enroll

The Program Enrollment screen will display for your original client first.

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 on or between the Program Start Date and Program Exit Date.

 

 

Click Save & Close to complete the enrollment screen.

 

After all steps have been completed, click Complete. 

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

Additional Enrollment Information

Once you save the enrollment, additional information will display in the info bar near the top of the screen. 

Information Box

The information box contains the following program enrollment information:

• Program Name
• Associated Agency
• Program Type
• Program Start Date
• Program End Date or Active
• Total days enrolled or since exited
• Group or Individual Enrollment Icon 
  
  
  
• Head of Household
  • To assign a different Head of Household for the enrollment, or to change a household member's relationship to the Head of Household, click the Edit icon next to the Head of Household field.
    
    The CHANGE HEAD OF HOUSEHOLD pop-up will appear. Each household member will be listed, along with a drop-down menu of relationship options. Adjust the relationships as needed, then click SAVE CHANGES.

Program Group Members

Refer to our How Do I Add a New Household Member to an Enrollment? article for instructions on adding a household member to an enrollment or accessing the client record for any household member included in the enrollment.

Program History

Clicking the PROGRAMS tab displays the Program enrollments section, which lists the client's current and past program enrollments.

The PROGRAM HISTORY section displays the following details that also appear with an enrollment in the History tab: 

• Name: This column displays the name, type, and agency of the enrollment program.
• Entry Date: The Program Entry Date for each enrollment.
• Exit Date: The Program Exit Date for each enrollment. If the client is still enrolled in the program, the End Date will display as "Active."
• 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, go to the Entry tab within the enrollment and click on the Edit icon on the right side of the screen. 

If the program is outside 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 allow you to edit the client’s enrollment data. Click Save after making changes. Your access to other tabs (Enrollment, Provide Services, Events, Assessments, Goals, Notes, Files, Charts,  Units, Forms, and Exit) depends on the program's configuration and your access role settings.  

 

If a trash can icon is displayed on the enrollment screen, you may click the icon to delete the enrollment.

 

Additional Video Resources

Click play for tips for working within the enrollment:

 

Updated: 11/06/2024