Clients Module Workflow

All projects that do not have SHELTERPOINT in the title will use the Clients Module workflow. Please note that your specific project may have some additional guidelines around when a client is entered/exited, what service transactions and other assessments must be recorded, etc that are not listed in this guide.

TABLE OF CONTENTS

• Search
• Profile
• Households
• ROI
• Entry
• Service Transactions
• Exit

Search

See the Searching for a Client or Creating a New Client guide for instructions on how to locate a client. Please do a thorough search before creating a new client! If you find duplicate clients, please send the ID numbers (not the names) to the Help Desk so they can be merged.

Once you have located your client or added them, you will work through the tabs on the client profile from left to right.

Profile

Review the Client Record section to make sure you have the correct client and click the pencil to edit if any information needs to be updated. See the Profile Tab guide for more detailed information.

Households

Remember that the household is a list of who the client has received services with in the past, not necessarily who is in their household today. You can use the Households Tab guide to add household members or create a household if one does not already exist (remember singles do not need a household). Do not remove people from the household. If a client needs to be removed from a household due to a safety concern, please email the ID to the Help Desk.

Once all household members who will be on your entry assessment are listed in the same household, you can move to the next step of the workflow.

ROI

The ROI status is visible at the top of every page of the client's profile in the Clients Module. If the ROI is green, no other action is needed. This means that the client has already had the privacy script read to them by your agency and you can move to the next step in this workflow (Entry).

If the client does not have an ROI in place, see the ROI Tab guide for instructions on how to create one.

Entry

An Entry Assessment must be created and completed before you record anything else (service transactions, interim reviews, etc) for the client.

See the Entry/Exit tab for detailed instructions. Please remember to include all household members who should be enrolled and make sure that every assessment question is updated/filled out for every person on the entry.

Service Transactions

Most projects will record service transactions to document their work with a client. Make sure you always create an entry before creating any service transactions! Transactions are only counted if they occur between your entry and exit, and this will naturally occur if you create the entry first.

See the Making, Voiding, and Deleting Service Transactions guide for detailed instructions on creating transactions.

Exit

The guidelines for when a client should exit your project vary based on project type. Some projects auto-exit all their clients at the end of the fiscal year, so creating an exit is not required. Others may exit clients when they are no longer receiving a service, or if they have not been in contact with the project for a given number of days. When you are ready to create an exit, click the pencil icon next to the empty exit date. 

Make sure to fill out the Exit Date, Reason for Leaving, and Destination. When all questions are complete, click Save & Continue. Some projects complete an exit assessment. If one appears, please fill out all assessment questions for the clients you are exiting. If no exit assessment appears, you can close the window.