02. Updating an Existing Coordinated Entry Assessment

Overview

This article will walk users through the steps for updating and/or correcting an existing Coordinated Entry (CE) assessment.

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

Coordinated Entry assessors, Priority List Managers, or housing providers may want or need to update a Coordinated Entry assessment in the event that client information has either changed or has been identified as incorrect.

Details

Making Updates for a Client Enrolled in Coordinated Entry

Click your user icon to open the Settings sidebar, then make the following selections:
1. Workgroup: Coordinated Entry Assessors, Priority List Managers, or HMIS Users (any of these will work for this purpose).
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.
  1. Example: Users in Northwest CoC will select - Northwest CoC Coordinated Entry.
  2. When finished, click on Apply.
Click on the Clients workspace. (Note that you do not need to be in the Coordinated Entry workspace o update an existing enrollment.)
Navigate to the client's record, and scroll down to the Enrollments section on the client's Dashboard.
Locate the Coordinated Entry enrollment you need to update, and click on the three-dot action button and select the Update/Annual Assessment option in the drop-down menu:
1. NOTE: End users should have access to edit a CE assessment enrollment originating from any organization in your CoC. So if there is an enrollment created by an organization other than your own, but you have an update to add, you can still do so on the existing enrollment.
Review and make any necessary updates to the Basic Information, Family Members, and Project Enrollment forms.
When you are completing the initial update for a client, you will be presented with these options on the Type of Assessment screen. Select "New During Program Enrollment/Update Assessment," since you are not completing an Annual Assessment:
1. If an Update assessment has already begun or been completed for a client, you will be presented with this screen instead:
2. Here, you should begin fresh by clicking on New Assessment (this will take you back to Step 6). Or if you want to continue with an update that you've already started for the client, click on "Update Existing."
You will be prompted to review all the assessment forms and fields. There is not a way to skip around or navigate directly to the specific form that you have an update on. This is something ICA will seek to improve at some point in the future!
If you have no changes/updates for a particular form, you can click on the Default Last Assessment button to populate the form with the most recent answers. If you do not do this and just hit Save, keep in mind that this will cause major data quality errors on your program's funder reports.
Once all the necessary updates have been made, you must click the Finish button to correctly close out and save the workflow.

Correcting Data Mistakes on a CE Enrollment

If you become aware that something entered in a client's original Coordinated Entry enrollment is inaccurate and you want to correct or complete the original record, you can directly edit the entry assessment without going through the process of updating the entire assessment. Examples of situations where you may want to do this include:

Client did not provide their entire housing history during the initial meeting, so you want to just go in and complete the record.
Client initially indicated an source of income or a certain kind of health insurance, but later lets you know they were mistaken about it.

In your Settings, be sure you are working from your CoC's Coordinated Entry Organization.
Navigate to the relevant CE enrollment and click the action button. Select Edit Project Entry Workflow.

Review the data presented on each form of the guided workflow and update as needed. Once you get to the full list of CE forms included in the enrollment, you can click around to directly correct or finish the data entry as needed.

Video

Under construction, coming soon!