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 to an Existing Enrollment

Click on 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.
When finished, click on Apply.
Navigate to the Client Workspace. Note that you do not need to go through the Coordinated Entry Workspace to update an existing enrollment.
Search for the client record you seek to update.
Locate the CE Enrollment. Click on the Action button (the three little dots) and select Update/Annual Assessment.
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 Save the Basic Information, Family Members, and Enrollment screens.
At Type of Assessment, select New During Program Enrollment/Update Assessment.
At this point, 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. You have to go through it all. This is something ICA may seek to improve at some point in the future.
If you have no changes/updates for a particular form, click on the Default Last Assessment button to populate the form with the most recent answers. If you do not do this and just save through it, the most reports that rely on the most recent response will likely show as NULL:
Once you have made your changes/updates. Click FINISH.

Correcting Data Mistakes in an Existing CE Enrollment

If you become aware that something entered in the original CE enrollment is just plain wrong and you want to correct or complete the original record, you can directly edit it without going through the process of updating the entire assessment. Examples of situations where you may want to do this:

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

Make sure you're in 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 page 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!