How Do I Create a Household and Manage Members? (New Interface)

This article explains how to add client records to a Household in Clarity Human Services.

Overview

By default, a newly created client record will not be associated with a Household. You may review Households, add Household Members and manage Household Members from the client record. 

Getting Started

When you are on any section within a client record, you will see the Household tab on the left sidebar and an additional Household tab on the right sidebar.

Clicking Household on the left sidebar takes you to the Current Household Members page. This section includes:

• Current household members.
• Former household members.
• Previous household history.
• An Add icon for adding a new client to the system and to the household.

The Current household members page provides three ways to add new members to a Household, as well as to manage program participation and service placement for the entire group:

• Quick add from recently accessed clients
• Client search
• Add new client

These methods allow you to link client records to programs and services.

Quick Add from Recently Accessed Clients

Because records for clients in the same household are generally added to the system sequentially, the client(s) who need to be associated with a Household in the system will most likely be listed in your recently accessed clients. If you don't see the clients you're looking for in this list, you can use the Search function (described below) at the top of the Add household member page.  

Recently accessed clients that are currently in a household will include the existing group’s Head of Household and the number of members in that Household.

Adding a client with no other household members

To add a client with no other household members to a Household from recently accessed clients, click on the name of a client without additional household details and then click Next.

Select the appropriate responses for Relation to Head of Household* and Joined Household* and then click Save & Next. On the next screen, complete the workflow and the client will be added to the Household.

Adding a client with an existing household

Scenario 1:

The active client (in this case, Iris Monroe) is not already a member of a household and we wish to add Rosa Monroe who is already a member of a household. 

Since Rosa Monroe is already in a household, the active client (in this case, Iris Monroe) will be added to Rosa’s household. You will select the appropriate answers for Relation to Head of Household* and Joined Household* and then click Save & Next. On the next screen, complete the workflow and the client will be added to the Household.

Scenario 2:

The active client (in this case, Rosa Monroe) is already a member of a household. We wish to add Randi Simpson to Rosa’s household. 

Because a client record cannot be a member of two distinct Households at the same time (meaning that we cannot keep Rosa in her existing household and join her with Randi’s household), clicking on Randi’s name to highlight and then clicking Next displays a warning and provides two options to consider. The warning is Active client is already in a Household. This action will end involvement in the current household and add as a member of the selected household. The options to choose from are:

• Active client (in this case, Rosa Monroe) will leave and join client’s (in this case, Randi Simpson's) Household

OR 

• Transfer client (in this case, Randi Simpson) from their existing Household to client's (in this case, Rosa Monroe’s) Household

Select the appropriate option, then:

• Enter the Exited Household date and Head of Household* for the household that a client is leaving.
• Enter the Relation to Head of Household* and Joined Household* for the household that a client is joining. 
• Click Save & Next. 
• On the next screen, complete the workflow and the client will be added to the Household.

 

Client Search

The Client Search function allows you to search the entire client database for a matching family member to add to your client’s Family/Household group. If the target client is found, you may click on the name of the client to highlight and select the client to add to the household. Additional items that are displayed in the Search results will include the existing group’s Head of Household and the number of members in that Household.

Once you have found the client, follow the workflow to add the client to the household.

Add a New Client to Household

If you use the Client Search function and do not find the client in the system, you may add the client to the system and the household at the same time. Use the Add icon at the right side of the Add household member page to add a client to the system and the household. Ensure you do a thorough search before adding a new client to the system.

When you click on the Add icon, you will be able to add a new client record and also complete the workflow to add the client to the household. 

Household History

Below the Current Household Members there is a Former household members section and a Previous household history section. Clicking on the dropdown arrow to the right of each section will show more details.

• The Former household members section lists clients who were previously in this household but are no longer in it.
• The Previous household history section lists other households that this client is no longer a member of.

 

Ending a Household Membership

If a Household member needs to be removed from the group, click the three dots to the right of any group member in the Current household members section. Then click View Household Relation. 

The Edit Household member pop-up appears. 

Use the edit icon and enter the date when the client’s participation in the group will end for the Exited Household field. Click Save. The client will be considered a member until that date. After the date has passed, the client record will automatically be removed from the group and listed in the Former households section.

 

 

Published: 09/17/2024