Updating Client Assessment Information in HMIS
To update your client’s assessment data in HMIS, you will create an Interim Review. Interim Reviews can be found under the Entry/Exit tab.
To initiate an Interim Review, click on the icon in the "Interims" column in the same row as the Entry that will be updated.
Next, you will click on the button to Add Interim Review
In the next screen, you will determine the Interim Review Type and Review Date.
The Update and Annual Assessment types are used most often to update client’s assessment data.
After clicking Save & Continue, you will see the assessments available to your program and can make your updates, as needed.
6. Before making your changes to the assessment, ensure that the Interim Review type and Assessment match.
Updating Sub-Assessment data
Monthly Income, Non-Cash Benefits, Health Insurance and Disabilities are all considered sub-assessments.
Never write over your history in sub-assessments. If you need to reflect a change in income, you must put an End Date on the income record that has changed and add a new record to show the updated information. Also update the Total Monthly Income field, if income has changed.
Adding an End Date to a sub-assessment record indicates that it has ended, as of that date.
Make sure that the Start and End Dates for the sub-assessment records you update are not over-lapping. This means you do not want to have one record end and another record start on the same date.
If a client had no income at Entry, but later started earning income, it is necessary to update the record for the income source that was created at Entry. For example, if the client started receiving Earned Income after Entry, the original Earned Income Sub-Assessment record requires an End Date. Specifically the record indicating that the client had no income. This same logic applies to all Sub-Assessment updates, where you are reflecting that something has started that the client previously stated they did not have.
Locating the sub-assessment record that needs updating
Example of an updated Income Sub-Assessment record
Update vs. Annual Assessment
Update: can be created at any time, after the client has been entered into the program. The Update Assessment contains data elements that are collected at multiple points during project enrollment. Updates allow you to track changes over time with client housing status, income, benefits, etc.
RRH Note: The Update Assessment is where you will indicate when the client has moved into permanent housing.
Annual Assessment: must be completed for clients that remain enrolled in a project for one year or longer. The annual assessment must be recorded no more than 30 days before or after the anniversary of the client’s Project Entry Date, regardless of the date of the most recent update.
Helpdesk support is always available to answer questions about updating client assessment information. Email HMIS@allchicago.org to contact the Helpdesk.