03. Shelter Bed & Unit Check-Outs

Overview

Some larger emergency shelters use a custom workflow in HMIS to track bed check-ins and check-outs for overnight or extended-stay shelter beds. This article explains how to close out a stay in a shelter bed or unit. This article is part of a series on custom shelter workflows.

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 a check-out date was not pre-filled in at the time of reservation or check-in, or if the facility has no structured check-out procedure, shelter staff should not forget to manually check-out clients from their beds/units once their stay has ended. Doing so will keep your shelter roster and client information up-to-date and will free up the beds/units at your facility for the next night's residents.

Check-Out Steps

Whenever you are completing data entry as a shelter staff, you should always first confirm that you are working under the correct Workgroup and Organization!

Click on your user icon to open the Settings sidebar, then make the following selections:

Workgroup: Emergency Shelter Staff
Organization: Your agency’s shelter organization

When finished, click on Apply.

Bed/Unit Check-Out

Navigate to the Facilities workspace and select Current Residents in the menu group:

On the Current Facility Residents form, locate the row of the client you wish to check-out in the list below:

Fill in the Check-Out field with the appropriate date:

Record the Present field:

Click Save to confirm the check-out:

Moving a Client to a New Bed or Unit

If a client has stayed in one bed or unit, then moves to a new one, the client will need to be checked out of the old unit and checked into the new one. Do not alter the old bed stay data to reflect the new bed, as this will lead to check-in conflicts.

Follow the check-out steps above.
Return to the Current Residents page for the shelter.
Select Add New Check-In.

Complete all required fields for the client’s stay:
1. Room & Bed (2): Assign these to the client’s new location.
2. Check-in Date (3): This should reflect the date the client moved into the new unit, not the original check-in date at the shelter.
3. Enrollment (6): This should be the same enrollment as the prior check-in.

Click Save to finalize the client’s check-in.

Video

Under construction, coming soon!