The Units/Beds Tab

Notes:

• An enrollment can have more than one occupancy per Unit, but occupancy dates should not overlap.
• A client cannot occupy more than one Unit at a time (i.e., a client cannot have occupancy dates in one Unit that overlap with occupancy dates in another Unit); however, a client can exit one Unit and then enter a different Unit on the same day (within the same enrollment). 
• The End Date of one client's occupancy in a Unit can be the same as the Start Date for another client's occupancy in the same Unit. 
• Because a client can only occupy one Unit at a time, you will not be able to connect a pending Unit referral to a program enrollment that already has a current Unit occupancy. You would first need to delete the Unit occupancy by clicking its trash can icon here on the Units/Beds tab, then proceed with making the Referral Connection, then return here to the Units/Beds tab and add the correct Unit to the enrollment as described below.

Note: If you enter an End Date, keep the following in mind:

• The End Date cannot be after the Program Exit Date.
• Where the End Date is a future date:
  • If an enrollment is exited with a date before the occupancy End Date, the occupancy End Date will update to match the Program Exit Date, and the following warning will be displayed on the Exit screen: "The unit occupancy end date will be updated to match the entered enrollment exit date. Please confirm."
  • If the Program Exit Date is after the occupancy End Date, the occupancy End Date will not be adjusted based on the exit date.

Note: For details on how the Available Units/Beds drop-down menu behaves when Eligibility Override is enabled, refer to our Eligibility Override article. 

Note: You will only be able to connect a client to a Unit/Bed on the Units/Beds tab of a program enrollment if all of the following apply:

• The Unit/Bed exists on or before the entered occupancy Start Date.
• The Unit/Bed is active and available during the entire time frame entered.
• The Unit/Bed is associated with this program.
  • If the Site agency is different from the program agency, the system will list Units that are connected to the program agency.
  • If the program has a Project Status of "Active, Expired," the Unit will appear in the list if the program has an existing enrollment for the client.

• The Unit/Bed does not currently have a client referral.
• The client meets current and future eligibility based on Unit Configuration Types (UCTs) assigned to the Unit/Bed (unless Eligibility override is enabled).
  • The system evaluates eligibility according to all assessments connected to the client record that the user has access to view. If multiple versions of an assessment exist, the system will look at the one with the most recent assessment date. 
  • When a user creates a Unit occupancy, the system displays the following pop-up if the period of this occupancy includes a UCT for which the client is not eligible: "Please note that this client will no longer meet the eligibility criteria for this unit on [configuration as-of date] due to scheduled Unit Configuration change." The user may click OK to create the occupation record or CANCEL to modify the Unit occupancy dates.

Also, to avoid situations during a Bed occupancy where the Current UCT changes to a UCT with a different number of Beds, users will only be able to create Bed occupancies in the following cases:

• The Current UCT does not change during the Bed occupancy.
• The Current UCT does change during the Bed occupancy, but none of those UCTs have Enable Beds  = ON.