Agency Management

Creating and managing programs, services, funding, assessments, and agency sites.

Getting Started with Agency Management

  • Introduction to Creating and Maintaining Agencies

    In Clarity Human Services, an Agency represents an entity that is operating one or more programs. It is inclusive of Organizations, defined in the FY 2020 HMIS Data Standards as "organizations operating one or more projects that enter data into HMIS, as well as any residential continuum projects not participating in HMIS". Programs, Staff Members, and all client data exist within the framework of Agencies.  In con...

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  • Configuring the Agency Overview

    Note: Before setting up an Agency, it is recommended that you first create a Navigation Profile, if there is not one already available. Only System Administrators can setup the Navigation Profile. For more information on creating a Navigation Profile, please refer to Advanced Settings: Working with Navigation Profiles. After creating the correct Navigation Profile (if warranted), you will be able to assign it to t...

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  • How To Set Up A Program: Detailed Instructions

    This tutorial is a summary of how to set up a program. The process of setting up a Program comprises 3 steps: Create Screens- When creating a program, the first step is to create the screens that are to be included in the program. Learn more about Screen Creation. Create a Program Template- Once the screens are completed, the second step is to create the Program Template. The Program Template enables you to desig...

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Sharing Client Data

  • Sharing Data in Clarity – Overview

    This section provides an overview of the Sharing tab in the Manage section. The Sharing tab enables the System Administrator to control how their agency shares data. This feature allows the System Administrator to create default share settings (including sharing groups), and departments. It also allows for the creation of Agency Exceptions for any agency that requires sharing capabilities that differ from the defa...

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  • Sharing Defaults

    This section discusses how to configure Sharing Defaults. Sharing Defaults are used to control how your agency shares client information with other agencies. Any settings created in the Sharing Default section will be applied to every outside agency. If you have certain agencies that require unique Sharing settings, please refer to Working With Agency Exceptions. Setting up Sharing Settings The information in this...

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  • Sharing Groups

    This section discusses how to configure Sharing Groups. The purpose of Sharing Groups is to enable the System Administrator to assign separate Sharing Groups between agencies within Clarity Human Services, allowing these separate agencies to have further autonomy within the system. This eliminates the need to create individual agency sharing exceptions for multiple agencies. For example, Sharing Groups can be used...

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  • Agency Exceptions

    This section discusses how to create Agency Exceptions. An Agency Exception can be created when you need a particular agency to have sharing settings that differ from the Sharing Default settings. To learn about Sharing Default settings, please refer to Working With Sharing Defaults. Agency Exceptions can be created for individual agencies (discussed here), as well as groups of agencies using Sharing Groups. Using...

  • Sharing Departments

    This section discusses Departmental Sharing. Departmental Sharing enables sharing within an agency. Agencies with multiple programs and/or services can use Departmental Sharing to secure each program and/or service independently. (For information on sharing between agencies, please see Sharing Overview.) Departmental Sharing enables the System Administrator to regulate viewable records such as program/service hist...

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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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Managing Sharing Agreements

  • Configuring the Release Of Information (ROI) Settings

        New Features: Enhanced Consent Refused Options   This section provides an overview on how to configure the Release of Information Feature. This feature ensures that a signed Release of Information (ROI) is always on file and up-to-date in each client record. It makes the ROI forms easy for the end user to access and store, and it also tracks expiration dates to ensure that the ROI form in each client recor...

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  • Agency Documents

    This section discusses how to manage Agency Documents in the Sharing tab. The Agency Documents section is a location where Managers and System Administrators can upload and store documents that pertain to data sharing, such as user agreements and contracts. These Agency Documents are not accessible to basic users because they are not directly used for working with clients.  (If you searched this article looking fo...

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Services

  • Managing Services – Overview

    This section provides an overview of the Services tab in the Manage Section, including how to begin to create and/or modify a Service. To create and/or edit a Service, go to the Launchpad  and select Manage. Click the Services tab. The Services tab allows you to create and edit Services, including adding Service Items and Program Options. Working with General Services You have three basic options on the Services ...

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  • How To Set Up Services

    This tutorial covers how to set up services. There are 4 different types of services. Each requires slightly different configurations. Click here to learn how to configure a General Service. Click here to learn how to configure a Program Assigned Service. Click here to learn how to configure a Housing Service. Click here to learn how to configure a Outreach Contact Service. Below is a general summary of the main...

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  • Creating Services

    This section discusses how to add General Services & Program Assigned Services. There are two steps to creating any type of service: Creating a Service Creating a Service Item An Employment Service is a special kind of Service which will be covered below. Creating a Service To create a Service, go to the Launcher in the top right of your screen and go to Manage and Services.  Then select the Add New Service link...

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  • Creating Outreach Contact Services

    This section discusses how to configure an Outreach Contact Service. The same process applies to creating General Services and Program Assigned Services, with the only difference being different service item configuration.  Creating Outreach Services The creation of Outreach Services is required for any program with Street Outreach as the Program Type. This page is designed specifically for Outreach Services, but ...

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  • Reservation Management

      This section discusses how to manage the client Reservation System. Note: The client reservation system is designed only for residential services with an Attendance Delivery Type.   Getting Started To begin managing the Reservation System, go to the Launcher icon  in the top right, then select Manage.  Once in the Manage area, click the Services tab.     Select Add new Service to configure the Reservation Syste...

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  • Creating Housing Services

    This section discusses how to add Services that are affiliated with Housing Programs. The service configuration for these types of services differs slightly from configuration for other services, like Non-Residential Services Sections in the article include: Creating a Housing Service Creating a Housing Service Item Housing Options Funding Options Linking the Housing Service to a Program Enrollment Creating a Ho...

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Funding

  • Funding Tab Overview

    This section discusses the basic components of the Funding tab in the Manage section. The Funding tool provides the ability to document and track expenses for both Primary and Sub-granted funding sources. These Funding sources can be connected to Service Items in the Services Tab.   Managing Funding To get to the Funding Screen, go to the Launchpad icon and select Manage. Next, click the Funding Tab. Primary Fundi...

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  • Creating & Editing Primary Funding Sources

    This section discusses how to create and edit Primary Funding Sources. Creating Primary Funding Sources A Primary Funding Source is any funding provided directly to your agency from an organization who serves as the primary grantee. A Sub-Granted Funding Source is any secondary funds provided to your agency in the form of a sub-grant from a primary grantee. This section discusses Primary Funding Sources. Click to ...

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  • Modifying Sub-Granted Funding Sources

    This section discusses how to edit Sub-Granted Funding Sources. A Sub-Granted Funding Source is any secondary funds provided to your agency in the form of a sub-grant from a primary grantee. NOTE: It is important to note that Sub-Granted Funding Sources cannot be created or deleted as only the primary grantee can modify the funds. However, the System Administrator can modify the allotment of sub-granted funds. Get...

Programs

  • Programs Tab Overview

    This section provides an overview of the Programs tab in the Manage section. For detailed instructions, please reference How to Set up a Program. To view the Programs Tab, go to the Launchpad and select Manage > Programs.  From the programs tab you can view basic program information, edit an existing program using the Edit icon, or add a new program using the Add new Program link.  Program Name This column sho...

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  • Moving Program Enrollments

    This section explains how to move a client in a program into another program within the same CoC. The Moving Program Enrollments feature is mainly used when a client has been enrolled into an incorrect program, and/or if a program is no longer active and clients need to be moved to a new program.  In order for the program enrollment move to be successful, both the current Program and new Program must have the foll...

  • Working With Program Assigned Services

    This section provides a detailed description of managing Program Assigned Services. For an overview of the Programs tab, please refer to Programs Overview. To create a Program Assigned Service, you must first create the Service. To learn to do this, please refer to Creating Services. Program Assigned Services can also be created by the System Administrator through the Automated Provisioning feature in Setup > Temp...

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  • Working With Default Program Goals

    This section discusses how to manage Default Program Goals within the Programs tab in the Manage section. For information on creating Goal Templates, please refer to Creating and Editing Goal Templates. NOTE: It is possible to automate the creation of Goals for repetitious programs. Some programs require the exact same Goals, and the creation of these Goals must be replicated when creating the programs—which can m...

  • Working With Program Auto Service Placements

    This section discusses Program Auto Service Placement. The Program Auto Service Placement feature automatically assigns designated Program Assigned Services to clients immediately upon their enrollment into the program. It does not require any additional steps from the staff member conducting the intake. To establish Program Auto Service Placement, go to the Launchpad > Manage > Programs, mouseover the Program Nam...

  • Working With Program Eligibility

    This section discusses how to manage Program Eligibility. The Program Eligibility feature simplifies referrals by allowing Agency Managers to apply various eligibility requirements to different Programs. A client will not be able to be referred to a program for which he or she is ineligible from the Program Eligibility Determination Screen. To manage Program Eligibility, go to the Launchpad and then select Manage ...

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Assessments

  • Assessments Tab Overview

    This section discusses the Assessments tab in the Manage section. Selecting Assessments The Assessments tab allows you to select the assessments that will be available to your Agency. To get to the Assessments Tab, go to the Launchpad  and select Manage. Then click the Assessments Tab.  Once in the Assessments main screen, you will find a list of the Assessment that were created in System Setup. To learn how to c...

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  • How To Set Up General Assessments

    This tutorial covers how to create a general Assessment. This is not be confused with a Program Status Assessment. A general Assessment is used to determine program eligibility, a Program Status Assessment is used to determine a client's progress within a program. This tutorial includes three steps to set up a General Assessment Create the Assessment Screen Create the Assessment Measures Make the Assessment Scree...

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Staff

  • Managing Staff Information – Overview

    This section provides an overview of the Staff tab in the Manage section. Navigation First, click on the Launchpad and select Manage. The Staff tab in the Manage section enables you to edit existing staff information (i.e. access role, password settings, email, etc.), as well as add a new staff member to the Clarity system. Select Staff tab. Searching for a Staff Member The Staff tab is equipped with Advanced Sear...

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  • Editing & Adding Staff Member Information

    This section discusses how to edit an existing staff member's information and add a new staff member to the Clarity system, including the following capabilities: Enter Identifying information (e.g. username, password, etc.) Configure Additional Agency Access settings Configure department settings View last executed reports Editing Staff Member Information Go to Launchpad > Manage > Staff. To begin editing an exi...

Sites

  • Adding & Editing Agency Sites

    This section discusses how to manage multiple agency sites, including how to add and edit sites. Managing Agency Site Locations To manage agency site locations, select the Sites tab in the Manage section. Here you can manage the information for a single site location or for multiple agency sites. Agency sites can be linked to new programs in the Add a New Program Screen or added to existing programs in the Modify ...

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