In Clarity Human Services, a Program (or Project in the HMIS Data Standards) represents a unit of an Agency (or Organization) that a client or household enrolls in. Program enrollments provide the framework for HMIS data collection and reporting.
To enroll a client or household in a program, click the Programs tab in the client record. The tab contains two sections: Program History and Programs: Available.
This section lists programs provided by your agency that are available for client enrollment.
To enroll a client/household into a program, click the down arrow next to the applicable program title. Additional information and options will display.
The program description provides a brief overview of the program, typically including the target population(s) and general service(s). The number of active clients and referrals will also display.
This section indicates the categories of services this program provides (e.g. Transportation, Rental Assistance).
This section indicates the type and amount of housing available, should housing be applicable to the program. If you select the arrow, a graph will drop down, indicating how many beds and units are currently available.
For programs with family housing options available, there will be two columns: Beds and Units (see below). Beds correspond to the number of individual persons in beds. Units correspond to the number of units available.
Group Member Enrollment Option
If the client is part of a household/family, you will be prompted to select family/household members to include in the enrollment. It is important to note that you must have already created a family/household. Click the toggle(s) next to the family member(s) who should be enrolled in the program.
If there is an "open" referral to the program, a "Program Placement a result of Referral provided by (referring agency)" toggle will display. Toggling this on will result in a Referral Connection within the associated referral.
Print Doc Requirements
Clicking Doc Requirements will allow you to print a checklist of all required documents that the client needs to enter the program.
After clicking Enroll, you will be taken to the Program Enrollment Screen for your original client.
Summary of Actions
After completing enrollment, a Summary of Actions popup will appear if the program has been configured with Default Goals or Auto Service Placement. This lists each enrollment member along with a list of all actions that were conducted automatically upon enrollment.
All program enrollments have an associated Enrollment Screen. The Enrollment Screen is the equivalent of an intake or entry form, containing data fields to record client information.
Note: If you are enrolling other household/family members, there will be a Save and Next button. Selecting this will enroll the current member, and automatically take you to the correct program enrollment screen for the next member.
Additional Enrollment Information
Once an enrollment has been saved, additional information about it will display in the right hand side of the page when editing an enrollment.
The information box contains program enrollment information including the number of days the client has been enrolled in the program, the Program Type (group or individual), Program Start Date, Program End Date (if applicable), Assigned Staff (the staff member who enrolled the client into the program), and the Head of Household. If a client is no longer active in the program, the box will have a red banner across the top that says Days Inactive Program and has the number of days the client was active in the program.
Program Group Members
This section allows you to directly access the client record for any group member included in the enrollment. Selecting the Edit link will take you directly to the History tab of that group member’s enrollment.
This section provides a listing of programs the client is either currently enrolled in or has been enrolled in in the past.
The Program History section displays several pieces of information that also display with an enrollment in the History tab:
Program/Agency: the program and agency name of the enrollment program.
Start/End Dates: the Program Entry Date and (if applicable) Program Exit Date for each enrollment. If the client is still enrolled in the program, the End Date will display as "Active".
Referral Placement: if the program enrollment was the result of a referral, the enrollment will appear with a chain link icon to the right. Hovering over the icon will display the the name of the agency that created the referral and the date the referral was made.
Program Type: The enrollment program’s Type.
Primary Agency: if the enrollment was created by a staff member when they were switched into a different agency. Clicking the icon will display the staff member’s primary agency.
In addition, the Program History section displays:
- Type: whether the client was enrolled in the program as a group with household members, or as an individual.
Editing an Enrollment
To edit a program enrollment, hover over the program row and click the Edit icon.
If the program is outside of your agency, then you may not be able to edit it – this depends on your sharing settings. If you have any questions about your sharing settings, please consult with your system administrator for details.
Clicking the Edit icon will take you to the History tab of the enrollment, which contains Program Service History. You will also have access to other tabs (Enrollment, Provide Services, Assessments, Goals, Notes, Files, Forms, and Exit) based on the program's configuration and your access role settings.