06. Client Intake: Family Members

Overview

This article will provide details on the Family Members form of the Intake process, including how to indicate that you are completing an intake for a single client, or how to add a member to a new or existing family.

More About This — Further important information is found in this section.
Details — Specific details and/or step-by-step workflows will be described in this section.
Video — Any relevant videos will be posted in this section.

More About This

If the client you have created is the head of a larger household, the Family Members form is where you will search for and/or create any other individuals who are connected as a family member to your client. This form allows for clients who have some association with one another to be linked to each other in the HMIS system, for tracking and reporting purposes.

The Family Members form will update each time a household is grouped together for a project enrollment, or users can manually reconnect families here at any time. Users can view the "Associated Family Members" within an existing enrollment to see any family relationships.

If your client is presenting for services as a single individual, you will not need to add any family members on this page.

As a best practice, family members should be added to the system when the head of household’s initial HMIS record is created. This typically occurs simultaneously with the head of household’s first Intake.

However, there are scenarios where a family member may need to be added to the system after the initial record creation of the head of household:

New Addition: If the family member is a newborn or a new addition to the household.
Post-Intake Correction: If an HMIS user accidentally forgot the family member and needs to add them post-intake.

Important Considerations

Program Participation: If the new family member will be participating in your program and receiving any services, they should be added to the program enrollment with their own enrollment start date.
New Child or Addition: If this is a new child or another new addition to the family, their enrollment start date would not match the head of household’s enrollment start date.
Error Correction: If this family member is being added to correct an error and did start receiving services at the same time as the head of household, their enrollment start dates should be the same.

Details

Single Adults

If your client is presenting for services as a single individual, you will not need to add any family members on this page.
Simply scroll to the bottom of the screen and click Save & Close to move on to the next step in the enrollment workflow for your client:

Adding a Member to a New Family

You should have already navigated to the Clients workspace, clicked on Find Client, and completed a Search to verify that a duplicate client is not being created.

If the new member does not already exist in the system, add the new member to the system on the Family Members form in the head of household's Intake, by doing the following:

On the Family Members form, click the Add a Record plus sign icon to add additional rows below, enter the next family member's First and Last Name, and then click the magnifying glass icon to search to avoid creating duplicates in the system:
In a blank row below, enter the name of the family member you want to add, and the field will prompt you to search the system for the client to prevent creating a duplicate.

Use the horizontal scroll bar to scroll right to complete all the Basic Client Information questions, including the Relationship to Head of Household field, for every family member you are adding to the system:

Once finished, clicking the Save button will not move you along to the next page, but will simply save whatever family information you have entered so far.
Click the Save & Close button in the bottom right corner to move on to the next step in the guided workflow.

Adding a Member to an Existing Family

You should have already navigated to the Clients workspace, clicked on Find Client, and completed a Search to verify that a duplicate client is not being created.

If the new family member is located as already existing in the system, select the record from the search list and follow the instructions below for an existing client.

On the Client Dashboard, locate the Client Enrollment section:

Find the project enrollment to which the new family member will need to be added. Select the action button to the left of the appropriate enrollment, and select the Add Household Member option.

You will be taken directly to the Family Members form, where you can locate the family members needing to be linked to the client.
On the row for the client, use the horizontal scroll bar to scroll right and complete all the Basic Client Information questions, including the Relationship to Head of Household field for your client.

Note: A wide variety of relationship options allow you to record members that are not necessarily related by family, e.g., “Roommate.”

Once finished, clicking the Save button will not move you along to the next page, but will simply save whatever family information you have entered so far.
Click the Save & Close button in the bottom right corner to move on to the next step in the guided workflow.

Once you have completed the full enrollment for the client and clicked the Finish button on the Intake guided workflow, they will appear as a family member of the selected family. You can confirm the family member’s enrollment in the program by navigating to their Client Dashboard and confirming their list of Program Enrollments.

Video

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