01. Assessing a Client for Coordinated Entry

Overview

The Coordinated Entry (CE) assessment process collects the information needed to prioritize a client for housing opportunities and adds the client to your region's CE By-Name List report, also often called the Priority List report.

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

In ClientTrack, Coordinated Entry (CE) assessments are completed in the Coordinated Entry workspace. HMIS users with access to this workspace can initiate a Coordinated Entry Intake, which will initiate a guided workflow of the correct series of data collection forms and fields to complete a program enrollment - which is required to add a client to your CoC's Priority List report.

Details

Locating the Correct CE Assessment for your CoC

Click on your user icon in the top right to open the Settings menu, then make the following selections:
1. Workgroup: Coordinated Entry Assessors
2. Organization: Your CoC’s Coordinated Entry organization (NOTE!! This is different from your "regular" organization). Click here to see a list of programs and their owning organizations.
3. When finished, click on Apply.

For example:

A user who works at "Bi-County Community Action Program" and is authorized to complete CE assessments for Northwest CoC would select Northwest CoC Coordinated Entry as their Organization selection before doing this assessment data entry work.
If the user is also authorized to complete CE assessments in another CoC, they will need to change their Organization selection to that CoC's CE Org. before starting any data entry.
Then later on, when the user is done entering CE assessment info, and needs to switch back to doing data entry for a housing program at their agency, they would change their Organization selection to Bi-County Community Action Program.

Close the Settings sidebar menu, and navigate to the Coordinated Entry (CE) workspace in the left-hand menu of the screen.
1. NOTE!! If you attempt to create your client's Coordinated Entry intake and enrollment from the Clients workspace by mistake, you will not be presented with the correct assessment questions, resulting in an incomplete CE assessment. Please be sure you are completing the CE assessment from the correct workspace:

In the menu group, select the CE Workflow that is applicable to the CoC in which you are assessing your current client. Users located outside of Hennepin or Ramsey counties will select the Balance of State (All CoCs) CE Workflow option:

Completing the CE Assessment Guided Workflow

As noted above, it's very important that users complete the correct Coordinated Entry (CE) workflow to create a CE project enrollment, since this enrollment is the mechanism that places your client on the Priority List!

From the Coordinated Entry workspace, click on the correct CE Workflow that is applicable to the CoC in which you are assessing your client:
2. Next, click the option to either Add a new client record or to Select a client with an existing record in the system:
1. If you are not sure if the client has already has a record in HMIS, you can select Add a new client. You will first be prompted to search for the individual, and if there are existing records that match the search criteria you entered, they will be shown to you and you can select the existing record or determine if you do in fact need to create a new record.
2. For details on creating a new client record, review this article - Client Intake: Adding a New Client & Basic Information.
Review the family members and add as needed. Note that the list of family members shown here may or may not be select for inclusion in the actual program enrollment. What you see here are all the people that have been affiliated with each other, past or present. On a later screen, you will be prompted to select the actual family members to include in the household enrollment. Click Save.
On the Program Enrollment screen,
1. Select your organization's CE project from the Project drop-down. Note that you will see all the CE projects in your CoC's region in that picklist, so make sure to pick the one that applies to your organization.
2. Select the family members that should actually be a part of this project enrollment.
3. Click Save.
Continue forward through all the screens/forms that are presented to you. If you miss a required question, the system will give you a flag, such as those below. You will not be able to continue until you have completed those fields.

On the ICA Triage Assessment, make sure to select Placed on Prioritization List for Prioritization Status.

NOTE: This is a HUD-required data element that ensures clients are pulled appropriately into the CE-APR. This field does not actually determine whether or not a client is placed on the By-Name (Priority) List. Completing this enrollment process is what will get the client on the list.
You will keep going, responding to the questions presented to you across the variety of forms for your CoC:
You can click the Default Last Assessment button on each form to see if previously entered data pulls into it. Then, you can simply review/update that existing data, as needed (if anything pulls in).

d. Once you have completed all the information, you should click FINISH.

When the workflow is finished and an enrollment has been created, the client will appear on the By Name List report.

Verifying Your Client is on the Priority List

Optimal. Navigate to the Clients Workspace and the specific client record. Looked under the Enrollments. If you see your CE Assessment enrollment and it has a Project Start Date and an empty Project Exit Date, you can confidently conclude this person is on the By Name List.

This works, but slows down the system if a lot of people are running this report at the same time. Navigate to the Coordinated Entry workspace and open the By Name List, select any desired filters, then click on Search to load the list. Press Ctrl + F to access your browser’s Find tool, and enter the client’s name or ID number to look for them. (If the By Name List spans multiple pages, you may have to search for your client on several pages before they can be located.)

Video

Under construction, coming soon!