Program Setup: Auto Exit

Overview

There are two program Auto Exit options: Auto Exit Due to Inactivity and Auto Exit When Housed. When enabled, the system automatically records a program exit for enrollments under certain conditions.

Note: you must have Manage Agency and Programs access in your Access Role to modify Auto Exit settings.

Auto Exit Due to Inactivity

The system automatically records a program exit for an enrollment when no users have recorded services or program-level assessments within the client record for a specified period of time.

To enable Auto Exit Due to Inactivity:

1. Navigate to the Modify Program page. 
2. Toggle on Auto Exit Due to Inactivity.
3. Select how many days without activity are allowed before the client or household is automatically exited from the program.
4. Click Save Changes.

Exit Screen Fields

Unless otherwise specified in the Auto Exit Due to Inactivity Exit Fields section, the system populates all fields in the exit screen with a response of "Data Not Collected," except for Exit Date. The default value for Exit Date depends on the program Type:

• For programs with a residential program Type1, the system records the Exit Date as one day after the last day of service or assessment.
• For programs with a non-residential program Type2, the system records the Exit Date as the date of the last day of a service or assessment.

You can define the default values that populate a program's exit screen fields for an Auto Exit Due to Inactivity in the Exit Screen Fields Due to Inactivity section. This section only displays when Auto Exit Due to Inactivity is toggled on.

To add default values:

1. Click Add Field.
2. Select the field. The system only displays fields in the program's exit screen (assigned in the Program Template).
3. Select the default value.

Group Enrollments

If more than one household member is included in an enrollment, the system looks at all household members’ program activity before recording an exit. If at least one household member has a service or program-level assessment within the designated period, the system won’t record an exit for any group members. If there are no services or program-level assessments during the designated period, the system will automatically record an exit for all household members included in the enrollment. The value the system records for the exit date is based on the date of the last service or program-level assessment of any household member and will be the same for all household members. The system will record this matching exit date for all household members, regardless of whether the household member was included in the service or assessment and regardless of whether or not all household members have the same program entry date. 

Auto Exit When Housed

The Auto Exit When Housed option applies to programs with a Type of "Coordinated Entry.” When this option is enabled, the system automatically records an exit for a program enrollment when either:

• A staff member saves a value for the field Housing Move-In Date in the enrollment screen of the Head of Household for any program enrollment with a permanent housing program Type.
• A staff member saves a housed exit Destination for any program exit screen.

A pop-up displays for staff members when they attempt to save a value that triggers an Auto Exit due to being housed.

The following message displays for an individual enrollment:

"You entered data indicating that this client is housed. As a result, this client will be exited from Coordinated Entry. Please confirm."

 For group enrollments, this message displays:

"You entered data indicating that this household is housed. As a result, the household clients will be exited from their Coordinated Entry enrollments. It is advised to review other household members' data as well. Please confirm.”

To enable Auto Exit When Housed:

1. 1. Navigate to the Modify Program page. 
   2. Toggle on Auto Exit When Housed.
   3. Click Save Changes.

Exit Screen Fields

The system automatically populates the following exit screen fields when an Auto Exit When Housed occurs:

Exit Date:

• The system populates this field with either the date the user recorded for Housing Move-in Date (if the auto exit is due to a Housing Move-in Date value being recorded) or the program Exit Date of the triggering exit.

Destination:

• When a housed exit destination triggers the auto exit, the system populates the Destination field with the Destination field value in the triggering exit’s exit screen.
• When the triggering event is a Housing Move-in Date value saved for a program with a program Type of “PH - Permanent Supportive Housing (disability required for entry),” “PH – Housing Only,” or “PH – Housing with Services (no disability required for entry),” the Destination field populates with the value "Permanent housing (other than RRH) for formerly homeless persons."
• When the triggering event is a Housing Move-in Date saved for a program with a program Type of “PH - Rapid Re-Housing,” the Destination field populates with the value "Rental by client, with RRH or equivalent subsidy."

Unless otherwise specified in the Auto Exit When Housed Exit Fields section,the system populates all other fields in the exit screen with the value "Data Not Collected.” 

You can define the default values that populate a program's exit screen fields for an Auto Exit When Housed in the Exit Screen Fields When Housed section. This section only displays when Auto Exit When Housed is toggled on.

To add default values:

1. Click Add Field.
2. Select the field. The system only displays fields in the program's exit screen (assigned in the Program Template).
3. Select the default value.

Note: if you add a value for Destination, the system will record this value for the Destination field in the exit screen, even if the exit is triggered by an exit with a different Destination value. 

Group Enrollments

The system automatically records an exit for all members of a Coordinated Entry program enrollment when a user records a Housing Move-In Date value in the Head of Household’s enrollment screen for a permanent housing program.

Additional Auto Exit When Housed Triggers

Certain household composition or individual client record changes prompt an auto exit from Coordinated Entry programs with Auto Exit When Housed enabled. These changes can be due to a Program Merge, Client Merge, or a change to the Program Group Members. The system exits an open Coordinated Entry program enrollment with Auto Exit When Housed enabled in a client record when a user:

• Adds the client to a permanent housing program enrollment that meets Auto Exit When Housed criteria.
• Changes the Head of Household for a permanent housing program enrollment the client is included in to a client who meets Auto Exit When Housed Housing Move-in Date criteria.
• Merges the client record and the new record has active Coordinated Entry enrollment(s) with Auto Exit When Housed enabled and permanent housing enrollment(s) that meet either Auto Exit When Housed criteria.* 

If any of these events occur, the system will display a warning message before auto exiting the client. The user must click Ok for the system to complete the auto exit. 

Staff Notifications

When the system automatically records an exit date, it also sends a notification to the enrollment Assigned Staff. 

*If the merged client record has an open Coordinated Entry enrollment that was active for more than one permanent housing program enrollments with different Housing Move-in Date values, the system will use the earlier Housing-Move-in Date value for the Coordinated Entry program exit date.