Shelters Module Workflow

Click here to watch videos and practice using the Shelters Module Workflow:

Located under the "Workflow" section

If your program has the word SHELTERPOINT in it, you must use the Shelters Module to check clients in and out of your project. Using the Shelters Module to check the client in and out will automatically create an Entry and Exit for them.

TABLE OF CONTENTS

• Check-in and Entry Assessment
• Check out
• ShelterPoint for Multiple Household Members
• ShelterPoint FAQs/Special Situations
• Training Recording

Check-in and Entry Assessment

Note: If you will be checking in multiple household members, please look at the client's profile first and make sure all household members are in that client's household. See the section on ShelterPoint for Multiple Household Members for more info.

Click on Shelters in the menu on the left. Select your project as the Provider and select the appropriate Unit List if your project uses more than one. Then select View All 

This will show all of your available beds (Note: some projects have specific bed names, while others check all clients into Overflow). Click on the bed with a green plus sign to check your client into that bed. If your unit list needs to be changed or updated, please email the Help Desk and let us know what changes need to be made.

This will prompt you to search HMIS for the client, just like in Clients. Remember to always search for the client carefully and only create a new client if you cannot find a client record for them.

The next screen will show the Date In and Unit you are checking the client into. Remember to change the Date In if you are checking in the client for the previous day. If you accidentally checked the client into the wrong unit on the first screen, you can click Assign Unit to update it here.

We count the number of nights a client stayed at a shelter. If you are checking in a client after midnight, click Midnight Check In. This moves the check-in date and time to 11:59 PM the day before. This will count the client on the correct night.

You can scroll down to find the Household Members. Check the box next to each client who should be selected and click Assign Unit if they will be in a specific bed.

Make sure that a Release of Information is in place for the client

Then make sure your Provider is correct (it should not be your ADMIN project) and do not change the Type unless no assessment loads.

Continue scrolling to fill out the Entry Assessment. These assessment questions should be filled out for the head of household. Jump to the Shelters Module for Multiple Household Members section to learn how to fill the assessment out for other household members.

If the assessment has already loaded responses to some of the questions, remember that you will still need to review these questions and update the answers if they have changed.  Make sure that all questions have been filled out before you Save & Exit the assessment.

You will then see the client checked in on your Unit List.

Check out

Click the bed icon to the left of the client you want to check out.

Make sure the Date Out is correct and that the Reason For Leaving and Destination are completed. Remember to select other household members if all are checking out at the same time.

If your project has an exit assessment, please make sure to fill this out before you click Save & Exit. Then you will see that the client is no longer in your Unit List. 

Shelters Module for Multiple Household Members

Before checking in multiple household members, please search for the client in ClientPoint and make sure that all the household members you want to check in are listed in their household. You will not be able to check them in if this is not complete.

You can then follow the workflow listed above by clicking on the bed icon to check the head of household in and include other household members on the same entry.

You will fill out the entry for the head of household. Once the entry/check-in is saved, you will need to fill out the assessment for other household members in ClientPoint. There are a few ways you can get to this next step, so use whatever method works best for you:

• Copy/paste the client ID for one of the clients and search for them in ClientPoint. Then click the pencil icon next to their entry to start editing; OR
• Click on the client's name in your Unit List. Scroll to the bottom of the entry and click Jump to Profile. 

            Then click the pencil icon next to their entry to start editing; OR

• Click on the client's name in your Unit List. Click the Entry/Exit tab at the top of the screen and click the pencil icon next to the entry to start editing. 

All clients on your entry will be listed on the left side of the screen. Make sure to click on each client's name and make sure all questions have been answered/updated for all clients. Then click Save & Exit when you are finished.

Shelters Module FAQs/Special Situations

An additional household member is checking in later: Click on one of the household members who is already checked in on your Unit List. Click the Check In Additional Household Members button.

This will bring up a new window with a list of all household members that have not been checked in. Select the ones who are now checking in and make sure the Date In is accurate for these clients.

Some household members are leaving but not all: Use the check out instructions above to check out the clients who have left. Make sure you only select the household members who are leaving at check out. If that client returns later, see note below for how to handle that situation

A household member has left and then returned: Check out all household members who are still checked in. Then check the entire household back in on the same date. 

Client has two Entries but one Shelter Stay: One of these entries was created through ClientPoint. Go to the Entry/Exit tab in ClientPoint and delete one of the entries. If you get an error telling you that the entry cannot be deleted because it is linked to a shelter stay, delete the other one.

Client has an Exit date but no Shelter Stay End Date: This client was exited using ClientPoint instead of ShelterPoint. In ClientPoint, pencil edit the exit and click the trash can in the top left to delete the Exit. Then go to your Unit List in ShelterPoint and check out the client using the instructions above

Need to delete a Shelter Stay: If the client is still in your Unit List, click on their name, then scroll to the very bottom of the assessment and click the Delete This Shelter Stay button. This will delete the Shelter Stay and linked ClientPoint Entry.

If the client was already checked out, go to their profile in ClientPoint. Click on the Service Transactions tab, then the Shelter Stays tab. Click the trash can next to the stay that needs to be deleted.

Need to Back Date an Entry Date: Backdating a Shelter Stay

Need to change an Entry Date: If the client is still checked in, click on their name and change the entry date at the top of the screen. Then click Save & Exit.

If client was already checked out, go to their profile in ClientPoint and click on the Summary tab. Locate the Shelter Stays section and click the magnifying glass next to the stay that needs to be edited. Then click Edit Shelter Stay and change the entry date at the top of the screen. Then click Save & Exit.

Need to change an Exit Date: Find the client's profile in ClientPoint. Click on the Service Transactions tab and then View Shelter Stays. Click the magnifying glass next to the shelter stay that needs to be edited and click Edit Shelter Stay on the bottom left of the page. At the top of the screen you will see several tabs. You are going to need to change the exit date in two places: Project Exit & Shelter Stay Service Transaction.  

1. Click on the second tab at the top that says Entry / Exit.  You will find your project's entry/exit information and can click on the pencil next to the Exit Date to edit the project exit.  Click Save. 

2. Click on Service Transactions and then Shelter Stays. Then click the pencil icon next to the stay that needs to be edited. Change the Date Out and click Save.

Client Alert at Check-in: A yellow alert will allow you continue check in.  Red means there is a Ban on this client at your Agency and you will not be allowed to check in this client.  If your Ban is no longer active, go to Clients> Client Profile and edit the incident to add an end date of yesterday. Now you’re good to go.

Click here to watch videos and practice using the Shelters Module Workflow:

Located under the "Workflow" section