Entering data in a timely manner can reduce human error that can occur when too much time has elapsed between a client's intake/interaction and the data entry into HMIS. Ensuring that data is entered as close as possible to the client intake/interaction is essential to the effectiveness of the Coordinated Entry System (CES).
Client Entry into HMIS for All Projects: 2 calendar days
When a client completes their intake and is officially entered into the project, you must enter them into your project in HMIS within 2 days.
You only need to create an entry for the client - you do NOT need to complete the entire entry assessment within the 2 calendar days, though it is highly recommended to do so.
Timeline to Complete Full Assessment
Though all projects have to enter clients into their projects in HMIS within 2 days, there are different timeframes are specific to certain project types.
- Emergency Shelters and Interim Housing: 72 hours
- Outreach Programs:
- 48 hours to document first outreach sub-assessment
- Upon enrollment of services - 7 days
- Permanent Housing and Permanent Supportive Housing: 7 days
- Rapid Re-Housing: 7 days
If a child is born during the family's enrollment in a project, then these entries should be created within 1 month of their birth.