Enrolling Clients in Encampment Programs

Clients located in Outreach encampments can be enrolled in an Encampment project type that allows users to track intervention efforts.

For details on how to configure Encampment programs, refer to our Configuring Encampment Programs article.

Two methods are available for enrolling clients in Encampment programs:

• From within the Outreach interface, which is a "one-click" method. 
  • One-click exiting is also available within Outreach.
• From within the main Clarity Human Services system.

"One-Click" Enrolling from within Outreach

The ability to enroll clients and households in Encampment programs within the Outreach module is available on the CLIENT PROFILE pop-up that is displayed when a user clicks on the icon for a Person in an Encampment.

If the Encampment has Encampment programs assigned to it for which the client is eligible, the system displays an Encampment Program drop-down list.

The programs that a user will see in the Encampment Program list depend on the user’s permissions:

These users with the “Outreach - Enroll Clients in Encampment Programs” permission:	Will see these programs in the Encampment Program list:
System Administrators Admin users with system-wide access	Active Encampment programs assigned to the Encampment for all Outreach CoC Settings.
Agency Manager-level users Agency Staff-level users	Active Encampment programs assigned to the Encampment for the Outreach CoC Setting associated with the agency they’re switched into.

 

Unless the user enables the Eligibility Override toggle, the list will only include programs for which the client is eligible. If the program has age-based eligibility requirements, the system checks eligibility as of the current date because the enrollment is created with Project Start Date = today.

• The Eligibility Override toggle will be visible for users with the  Outreach: Encampment Program Eligibility Override permission enabled.
  • Enabling the toggle will display all available Encampment programs for that Encampment.
• The value for Eligibility Override will be stored as follows:
  • If Eligibility Override = OFF, the value for Eligibility Override will be stored in the database but not in the Audit Log.
  • If Eligibility Override = ON, the Audit Log and the database will display Eligibility Override = 1 in the client program audit log regardless of whether the user was eligible or ineligible for the program.

To enroll the client:

1. Make sure the Time Filter is set to Use Current Date/Time.
   
2. Select a program from the Encampment Program list.
3. Click ENROLL.
   

If the client is part of a household, an Include Group Members list will be displayed with toggles for indicating which household member(s) to enroll.

• The toggle for any household members who are ineligible for the program will be disabled and read-only, with an information icon next to the client name that will be displayed. Clicking on the information icon displays a tooltip that explains why the client is ineligible, such as “Ineligible for Program due to 'Age'” or "Ineligible for Program due to 'Gender.'"
• If Eligibility Override is enabled: 
  • The tooltip next to an ineligible household member’s name will still be displayed, but the toggle will no longer be read-only. 
  • If a user enrolls a client in a program for which the client is not eligible, the system will display the following pop-up:
    “The following client(s) are not eligible for <Program Name> due to eligibility requirements but will be enrolled through the ‘Eligibility Override’ function enabled.”
    <Client Name: Reason>
    <Client Name: Reason>
• If a user enrolls a household member who is not currently within the Encampment:

In this situation:	The system displays this pop-up:	If the user clicks OK on the pop-up:
The household member has a geolocation that supersedes the Encampment (such as a location in the CLIENT PROFILE)	'‘[Client Name] is not currently located in the Encampment. A field interaction has been added within the Encampment boundaries. Please note this client has a greater prioritized geolocation therefore will not appear in the Encampment.' When the user clicks OK, the system creates a field interaction in the Encampment.	The system creates a field interaction in the Encampment.
The household member does not have a geolocation that supersedes the Encampment	”[Client Name] is not currently located in the Encampment. A field interaction has been added to add this Encampment location as per program enrollment.”	The system creates a field interaction that is centered in the Encampment.

The first client enrolled will be designated as the Head of Household for the enrollment, and the other clients’ relationship to the Head of Household will be determined by the existing system algorithm. If needed, a different Head of Household can be assigned, and a household member's relationship to the Head of Household can be changed, as described in our Creating and Managing Program Enrollments article.

 

When clients are enrolled in Encampment programs using this “one-click” process within Outreach, fields in the program enrollment screens will be filled as follows:

1. Any applicable data cascading will be applied. 
2. If there are no cascaded values, the system applies any preset values from the screen setup.
3. Any remaining fields that are not filled will be set to null.

The Program Name, Encampment, an editable Start Date field, and an Exit icon will then appear on the PROFILE INFO tab. 

Clients can be enrolled in multiple Encampment programs as long as those programs are assigned to that Encampment.

If there are no available programs for which the client is eligible, the drop-down list will not be displayed.

“One-Click” Exiting from within Outreach

The Exit icon  for an Encampment program provides a “one-click” exit function.

When a user clicks the Exit button, the fields on the program’s exit screen will be filled in the same way as the enrollment fields described above. Any Auto Exits due to Inactivity or Permanent Destination will follow the existing logic.

If the client being exited is part of a household/group enrollment, the system will display a pop-up with toggles allowing the user to select which household members to exit from the program.

Encampment Program History

The client pop-up for clients with Encampment program enrollments will include an ENCAMPMENT PROGRAM HISTORY tab that displays a list of those enrollments in chronological order, with the most recent at the top based on agency sharing permissions. The list includes the following:

• Program Name

• Encampment

• Start Date

• The End Date column will display one of the following:
  • Exit button (for active enrollments)
  • Editable End Date field (for exited enrollments)
• Type (Individual or Household)

If the user has access to view the program enrollment in the main Clarity Human Services system based on sharing/agency/access role permissions, then the user will be able to click on the Program Name to open the program enrollment page within Clarity Human Services.

 

Enrolling from within Clarity Human Services

To enroll a client in an encampment program from within the main Clarity Human Services system, users must switch into an Encampment System agency. 

The PROGRAMS: AVAILABLE list for each client will be based on the sharing settings of the Encampment System agency. (Administrators who are creating sharing exceptions will be able to see all Encampment System agencies.)

When a user saves an enrollment for an encampment program:

 

HISTORY Tab

The record for the enrollment in the encampment program in the client’s HISTORY tab will be subject to the sharing settings of the program’s agency.

LOCATION Tab

On the client’s LOCATION tab, a tooltip will indicate that the client is enrolled in an encampment program. If the client is enrolled in multiple encampment programs, the tooltip text lists all active encampment programs for the encampment.

If a user deletes the field interaction/location entry that put a client into an encampment with an associated encampment enrollment, the system displays the following pop-up: “By deleting this location record within an Encampment, this will result in data quality issues as there is an existing Encampment program enrollment related to this Encampment location.”

Updated: 12/04/2024