Getting Started

Creating and managing clients, setting up households, working with attendance and reservations, enrolling clients into programs, and basic report running.

Accessing Clarity Human Services

  • Setting Up Your Staff Profile

    Accessing the Staff Profile The Staff Profile section is where you can access and modify your account information, including changing your login password, adding a profile photo, and signing out of the system. To access the Staff Profile section, select the circular initial icon or user photo in the top right corner and click Account Settings. Once the icon is selected a popup box will expand. From here you can: ...

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  • User Passwords

    The privacy and security of client data is extremely important to us. Several levels of security are in place to ensure the information contained within Clarity Human Services is secure.  Password requirements and restrictions are an extremely important part of this system of security. The objective in creating a password is to make the password strong or it will not save to the Clarity Human Services system. Pass...

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  • The Staff Inbox & Secure Messaging

    Staff members can securely communicate with other staff members who use Clarity Human Services via the internal messaging system. With the ability to search messages, this is an excellent and secure way to keep track of conversations and information, as well as build staff morale and collaboration. In addition, all system-wide messages will be included in this inbox. Accessing New Messages If you have a new messag...

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  • Installing a PKI Certificate

    A PKI certificate is packaged as a .p12 file, and must be installed in the browser before it can be used to access Clarity Human Services.  When a Clarity Human Services installation has implemented PKI, you will receive an email containing the .p12 certificate file.  Download the file from the email and save to a location on your workstation that's easily found. The steps outlined below are for installing the PKI...

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  • Two-Factor Authentication (2FA)

    Two-Factor Authentication (2FA) is a form of multi-factor authentication intended to confirm a user's identity by utilizing a combination of identifying pieces of information to successfully log in to the system.  Authentication Apps for Mobile Devices There are several authentication applications available for mobile devices. We recommend installing the following apps for these top mobile platforms:  Google Authe...

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  • Subscribing to the Calendar

    The Clarity Human Services Calendar is a secure Calendar that allows you to keep track of client appointments. To access the Clarity Human Services Calendar, click on the Launchpad and select the Calendar button.      In addition to storing client appointment information within Clarity Human Services, it is possible to add the Clarity Human Services Calendar to additional calendar applications. The subscribe feat...

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Client Records and Households

  • How Do I Search for a Client?

    Upon initial login to Clarity Human Services, you are placed directly into the Search tab.  This is the central hub of the system, and provides access to your clients.     Before creating a new client, you must search to ensure that the client does not already exist in the database. Clarity Human Services provides an auto-suggest mechanism, so it is an excellent idea to enter only partial first and last names whe...

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  • How Do I Create a New Client Record?

    If, after a thorough search, you have determined that a client record does not exist in the system, click Add Client in the upper right corner of the Search screen.     You will be taken to the Client Profile creation page. This page will present the questions necessary to create a basic client record and collect the HUD Universal Data Elements.  Complete all necessary fields to create the client record. Core Dat...

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  • Release of Information Overview

    This feature ensures that a Release of Information (ROI) is always on file and up-to-date in each client record. It makes the ROI forms easy to access and store, and it also tracks expiration dates to ensure that the ROI form in each client record is current. There are two situations that involve ROI form management: when working with existing client records, and when creating a new client record. Managing ROI For...

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  • Consent Refused

      The Consent Refused functionality impacts the way Clarity Human Services handles the Client Profile data of clients who have refused consent for their personal information to be stored in the system. When enabled by the System Administrator, a "Consent Refused" option will appear when the Client Record is created (figure 1).    figure 1   If a Staff Member toggles on "Consent Refused", the system will auto-fill...

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  • How Do I Create a Household and Manage Members?

      By default, a newly created client record will not be associated with a Household. While on any tab within a client record, the Household Members section will be listed at the top of the right sidebar. This section will list any active Household members associated with the client record. In order to manage the Household members, click the Manage button.      The Household management section allows two ways to a...

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  • How Do I Manage a Client’s History?

      Overview The History tab can be seen as the “central hub” of the client record. It includes a full history of the services, program enrollments, referrals, reservations, and assessments that have been recorded in a client record. Additional details of historical items can be viewed and edited from the History tab.  Note: the items you see here will be impacted by the sharing and access role settings established ...

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Program Enrollments

  • Enrolling Clients and Households in Programs

    Once you have determined the appropriate program for your client, the next step is the program enrollment process. For more information on program eligibility, please refer to the program eligibility section. Getting Started To begin the program enrollment process, click on the Programs tab in the top menu of the client record. This area contains two sections: Program History Programs: Available Program History ...

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  • How do I add a new household member to the Program?

    This section discusses how to add a new household member to a program. Adding a New Household Member to a Program Prior to enrolling a household member into a program, the client must first be added to the Family/Household group.  For more detailed information, please review the article explaining how to create a family/household in the Working With Clients section of the help portal.   After you add the client to...

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  • How do I exit a client from a program?

    This section discusses how to exit a client and household members from a program. Exiting a Client To exit a client from a program, go to the Programs tab from the client’s record, mouseover the program name, and select the Edit icon that appears to the left.  Once you are in the program edit screen, click the Exit button to the right.  Open Services If the client is scheduled for services that will occur after t...

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  • How do I remove a program exit record?

    This section discusses the removal of a Program Exit record. Removing a Program Exit In some cases, a client or household may be unintentionally exited from a Program and the user may need to remove the exit event to reactivate the Program Enrollment.  Please note that this process is not intended for clients returning to the program to re-enroll.  In those cases a new program enrollment is needed. To remove a pro...

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  • How do I manage a client’s general Program History?

    This section discusses how to view and manage a client's Program History. Managing a Client's Program History The general Program History provides several important functions. These include the ability to edit programs that are affiliated with your agency, and the ability to view information regarding programs that are affiliated with other agencies. To begin, go to the Programs tab of the client record. This will...

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Managing Client Data in Screens

  • Entering Data for Geolocation Fields

      Geolocation fields allow geographic location information to be recorded and displayed in any screen type in a client record. When a screen contains a geolocation field, the field display name will be accompanied by an Add Location button (figure 1).   figure 1   Click the Add Location button. A pop-up will display, allowing you to enter location data, either manually (figure 2) or using geolocation data based o...

  • How do I conduct a program status/annual assessment?

    Please Note: The steps to conduct a program annual assessment are identical, except instead click on the Add link next to Annual Assessments. Most programs require Annual assessments to be conducted on the anniversary of enrollment and can affect performance outcome measures (eg., see [HUDX-225] HMIS Data Quality Report section Q4). Status assessments are optional, unless there is a significant change in the clien...

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  • How do I conduct a follow-up assessment?

    This section discusses how to conduct a follow-up assessment after a client has exited a program. To conduct a follow-up assessment, select the client than go to their Programs tab. Select the edit icon  next to the correct program. Once in the program screen, you will find the Follow-Up Assessment option in the right sidebar. Click the add icon  to conduct a Follow-Up Assessment. After conducting the Follow-Up ...

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  • How Do I Receive Assessment Due Warnings?

      When a status assessment is due in a client record, Clarity Human Services will send a reminder (Assessment Due Warning) to notify the assigned staff member that the due date is approaching.    Who gets the reminders? Reminders are sent to the staff member assigned to the program enrollment. You become assigned to an enrollment automatically when you create the enrollment. The assigned staff member can also be s...

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Services

  • Entering Data for Geolocation-enabled Service Items

      When a service item is configured to enable geolocation, location data can be associated with a service item in the client record. Geolocation-enabled service items include an Add Location button (figure 1).    figure 1   To add location information to a service item, click the Add Location button. A pop-up will display, allowing you to enter location data manually (figure 2) or based on the device location.   ...

  • Recording Service Items

      Service Items can be recorded in a client record two different ways: Stand-alone Service Items: Service Items recorded under the Services tab and not associated with a program enrollment.   Program-Based Service Items: Service Items recorded in association with a program enrollment.  The process of recording the Service Item is the same in both instances. The difference lies in where the Service Item is access...

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  • Additional Service Item Settings

      Overview Once a service item has been recorded and saved, it can be edited by accessing it from the History tab within the client record. In addition to information recorded when the service item was created, there are additional settings here that are only available by accessing the service item from the History tab. This article explains those additional configuration options.  Note: These additional settings...

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  • How do I place program services to a client and household members?

    This section discusses how to place Program Services to clients, including how to edit and/or view Program Services and apply the program services to household members. Providing a Program Based Service Transaction Very similar to a General Service Transaction, these services can only be provided after a client is enrolled in a Program. In order to provide a Program Based Service Transaction, click on the Programs...

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  • How do I manage a client’s program service history?

    This section discusses how to manage a client's Program Service History within the Programs tab, including descriptions of the following tasks: How to link services in the History tab to specific programs so that they can be differentiated from General Service Transactions in the main History tab of the client record. Quick access to client Household members Quick access to create new Status Assessments and view ...

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  • How Do I Link a Service to a Program?

      There may be a scenario in which a service or reservation that is linked to a program (i.e. program-based service) is provided outside of the Provide Services subtab of the Programs tab, such as when a service was provided or a reservation was made prior to the enrollment. When this happens, the user must link this service to the program. An Agency Manager or System Administrator must enable Link from History wh...

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Client Location

  • Location Tab Overview

      Summary Current and historical information about a client's geographic location can be managed from the Location tab in the client record. Location records can be added manually or created using geolocation data based on the Iocation of the device you're entering data from. Manual location records contain additional fields not included in records created using geolocation. Both types of records display on an int...

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Files, Forms, Notes, and Alerts

  • How Do I Create a Public Alert?

      Public Alerts provide a way to direct users to important information within a client record by displaying a gold banner across the top of the Client Profile. The banner will display the text "This client has been issued system-wide alert. Please review notes for full details" (figure 1). Clicking on the banner will navigate the user to the Notes tab, where they'll be able to read any alerts visible to them. Note...

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  • How Do I Create Client Notes?

      Creating Client Notes To create a Client Note, select the Notes tab in top menu of the Client Record. From here you can add a new note by clicking Add Note in the top right corner of the Notes section.    Create a title for your note and enter your note in the body of the notes section. The Agency field will automatically be populated with your agency name.   Time Tracking fields are also available. Utilize the...

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  • How Do I Upload and Work with Files and Forms?

      Working With Client Files In the client record, click on the Files tab.     Adding a New Client File To add a new file, select the Add File link in the top right corner of the Files section.     From the drop down menu, you have the ability to select a Category and Name that best identify the type of file you will be uploading. These can be customized to represent file types most often uploaded by your impleme...

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Charts and Goals

  • How do I work with program charts?

    This section discusses how to work with program charts. Working with Program Charts Many agencies aim to track certain data elements among their client population. To do this, they use events within the system designed to measure client progress. Each time the client enters or exits a program, or if status assessment or follow-up assessment is conducted, it measures data elements and tracks changes in the data ele...

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  • How do I manage program goals?

    This section discusses how to work with Program Goals for your clients.  Working With Program Goals Program Goals are useful tools for tracking and documenting progress within a Program. In many cases, clients must reach certain Program Goals in order to exit the program. To begin working with Program Goals, go to the Programs tab and select the Edit icon that appears on the left. Go to the Goals tab within the P...

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Attendance and Reservations

  • Managing Attendance in the Attendance Module

    This section discusses how to manage client attendance from the Attendance screen. For information on documenting attendance from the History tab in the client record, please click here. Working with Client Attendance An attendance-based service is one that is provided on a daily basis, or multiple times per day.  Examples of attendance-based services include transportation services and shelter services. To begin ...

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  • Attendance History in the Client Record

      Overview When an Attendance Service Item is recorded in a client record on multiple dates, those Service Items are linked together and visible in the History tab of the client record (figure 1). These items will be linked whether they were recorded from the client record or the Attendance Module.    figure 1   There are several ways to manage Attendance within a client record. Managing Attendance through the Hi...

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  • Managing Reservations in the Attendance Module

    This section discusses how to manage program reservations- including making reservations, modifying reservations, and deleting reservations.  This section is divided into 4 parts: Getting Started Making a Reservation Viewing/Modifying a Reservation Documenting Reservation Attendance Note: Reservations can be modified from the History tab of the client record. Getting Started There are 3 ways to generate a reser...

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  • How do I Work with Reservations from the History Tab?

    This section discusses how to work with Reservations from the History tab. Here you can manage both past and future reservations. This includes the ability to move reservations (both past and future) and view past reservations to determine whether the client was present for each past reservations. Getting Started To begin managing reservations through the History tab in a client record, open the client record and...

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  • How Do I Link a Reservation to a Program?

      A reservation can be made before or after the client is enrolled into the program. When this happens, the user must link this reservation to the program. To link a reservation to its associated program, go to the Programs tab, select the ‘Edit’ link next to the Program. Next, go to the History subtab, and select the ‘Link to History’ link. Click the toggle next to the reservation. Note there may be services list...

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Referrals

  • The Referrals Tab Overview

    This section discusses the structure and basic functionality of the Referrals tab. This section is divided into the following parts: Getting Started Searching for a Referral Referral Tab Details Referral - Edit Screen Details Getting Started If you are in the main search screen, you will find the Referrals tab located next to the Search tab.  If you are in a client record, or the Caseload tab, simply select the ...

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  • How Do I Create a Direct Referral from the Referrals Tab?

      Outbound referrals are referrals generated by you or your agency. This includes referrals to programs within your agency as well as referrals to programs outside of your agency. This is in comparison to inbound referrals, which are referrals that are sent to your agency from an outside agency. There are two ways to create a client referral from the client record. The Referrals tab in the client record: this met...

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  • How Do I Create a Direct Referral from the Assessments Tab?

      This referral method is advised if you are trying to determine which program is best for a client, or if you would like to determine which programs your client is eligible for. This will only work if the Eligibility Engine is turned on for the assessment by the the System Administrator. To begin this method, go to the Assessments tab of the client record, and select the Start button of the assessment you would l...

  • How do I determine program eligibility?

    This section discusses how to determine the Program(s) for which a client is eligible. The Clarity Program Eligibility Determination Engine streamlines Centralized Intake and Coordinated Assessment, making it easy and efficient. To determine if a client is eligible for a particular program, or to determine the program(s) for which a client is eligible, go to the Assessments tab in their client record. Determining ...

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  • Making a Reservation within a Referral

      The option to make a reservation will be available for programs offering housing services with Reservation Option enabled. In the example below, the Pridelands Emergency Shelter has this option.   Once the checkbox is selected, the screen will expand with further options upon expanding the appropriate service: Start Date - This is the date upon which you would like the reservation to start. Days to Reserve - T...

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  • Community Queue for End Users

        This section discusses the structure and basic functionality of the Community Queue. This section is divided into the following sections: Completing an Assessment and Referring to the Community Queue Using the Community Queue Managing Referrals on the Queue - Matchmakers  Managing Referrals on the Queue - Agencies Clarity Human Services Community Queue was developed around the utilization of an Assessment To...

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