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

    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 designate which screens will be used in the program. Learn m...

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Sharing Client Data

  • Introduction to Sharing Client Data

      There is a range of client data sharing that can happen in Clarity Human Services - from sharing all client data across all Agencies to keeping data private within a Program. It’s imperative for System Administrators to understand these settings and their implications to ensure compliance with data sharing and security policies. In this series of articles, we’ll look at how client data sharing is configured at t...

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  • Sharing the Client Record

      The minimum level of client data sharing that can occur in Clarity Human Services is the sharing of the client record, which includes the Client Profile. How this is shared is controlled by the Clients Created settings. There are three options for sharing Clients Created (figure 1): Not Shared Sharing Groups Controlled  System Shared   figure 1   The selection made for the Default Clients Created sharing se...

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  • Making the Client Record Private

      Sometimes an individual client or household will request their data not be shared outside the Agency they are being served by. When an Agency is configured in Clarity Human Services to share Client data with other Agencies, this situation can easily be addressed by making the client’s record Private.  To make a Client record private, navigate to the Client Privacy shield icon that is available in the upper right...

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  • Working with Sharing Groups

      Sharing Groups allow Agencies to share specific types of client data with another Agency or groups of Agencies in specific, customizable ways. System Administrators can allow Agencies to share data uniformly with all other Agencies by exclusively using the Default Group, or set up more complex networks of sharing, by using additional Sharing Groups. We’ll look at both options and discuss best practices around th...

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  • Agency Exceptions

        The way an Agency shares client data with other Agencies in Clarity Human Services is defined by that Agency’s Default and Sharing Group settings. As discussed in Sharing Groups, an Agency can share with all other Agencies in a uniform manner, or share with groups of Agencies in different ways, by adding Sharing Groups.  Sometimes an Agency will share data with a group of Agencies in a Sharing Group, but will ...

  • Sharing Departments

    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 Introduction to Sharing Client Data.) Departmental Sharing enables the System Administrator to regulate viewable records such as program/service history, case notes, and client files. If an end user within the same agency is not g...

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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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  • 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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Services

  • Managing Services – Overview

    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 tab:  Add a Service Edit a Service Delete a Service Adding A Service To add a Service, select the Add Service link located on the rig...

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  • 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 steps required for service setup. Getting St...

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  • Creating 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 located in the top right corner of the center screen. This will take you to th...

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  • Creating Outreach Contact Services

    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 information about generally Creating Services can also be referenced ...

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  • Reservation Management

    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 System of a new service, or select the edit icon  next to an existing service...

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  • Creating Housing 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 Housing Service To create a Housing Service, go to the Launchpad  and select Manage.  Next, go to the Services tab and click the Add New Service link located in the top right corner of the center screen.  This will take you to t...

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Funding

  • Funding Tab Overview

    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 Funding This section lists any funds provided directly to your agency, as the primary grant...

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  • Creating & Editing 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 learn more about  Modifying Sub Granted Funding Sources. To create a Pr...

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  • 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. Getting Started To modify Sub-Granted Funding Sources, go to Launch...

Programs

  • Programs Tab Overview

    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 shows the Program Name for all programs within your agency.  Template This column lists the template used to create the program. Templates mus...

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  • Moving Program Enrollments

    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 following: Agencies must be within the same CoC Same Program Template Checking the Program Templates...

  • Program Assigned Services

    Program Assigned Services can also be created by the System Administrator through the Automated Provisioning feature in Setup > Templates > Program Templates. Here you can establish default Program Assigned Services for programs that use the same services. Click Automated Provisioning for more information. Setting Up Program Assigned Services Once you have created the Service, return to the Services main screen by...

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  • Default Program Goals

    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 make program creation tedious and time-consuming. The Automated Provisioning feature saves time by eliminat...

  • Program Auto Service Placements

    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 Name, and select the Edit icon that appears to the left. (...

  • 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 and Programs. Then mouseover the Program Name, and select ...

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Assessments

  • Assessments Tab Overview

    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 create Assessments, please refer to How To Set Up General Assessmen...

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  • How To Set Up General Assessments

    This tutorial includes three steps to set up a General Assessment Create the Assessment Screen Create the Assessment Measures Make the Assessment Screens Available for the End User Create the Assessment Screen The System Administrator has full capability to manage all aspects of Assessments. The process begins with the creation of an Assessment screen using the Screen Editor. To begin, click on the Launchpad ico...

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Staff

  • Managing Staff Information – Overview

    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 Search capabilities. To use them, click Show next to Advanced Search Options. ...

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  • 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

  • Agency 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 Program Screen.  Adding An Agency Site To add an agency site, select the Add New Site link at th...

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