6. Entering Data: Adding Additional Family Member to Entry/Exit

There are times when additional family members may join a household currently being served by a project, such as when a baby is born, this tip sheet is designed to assist HMIS users with how to add additional family members to a household and to a project entry for which service is already in progress.  This tipsheet is specific for projects using the Clients tab.

Adding a new client to an existing Household

1. Search for and open the Head of Household's record.
2. Back Date Prompt: list the date the new household member joined and click Set New Back Date
3. Click on the Households tab

If a household already exists:

1. Click on Manage Household to edit the existing household                                                                                                                                                                                                               
2. Update the Household Type, if appropriate                                                                                                                                                                                                                                        
3. Click arrow in front of Previous Household Members
4. 1. If the individual is in the list, click the circular blue arrow in front of client’s name
      • Fill in the date the client rejoined the household and the relationship
      • In the list of household members on the left-hand side, click on the individual’s name and fill in any missing answers
   2. If the individual is not in the list, click Add/Delete Household Members
      • Click the arrow in front of Add Clients to the Household
      • Fill in the individual’s name, name data quality, SSN, SSN data quality, and veteran status, then search
        • If the client appears in the search results, click the green button to add them to the household
        • If the client does not appear in the search results, click Add new Client with this Information
        • Repeat for each individual joining the household, then click continue.                                                                                                                                                                                                                                                                                                                                      
5. Add Clients to the Household
   1. Enter the name of the new household member
   2.  Search
   3. If client is listed in the Client Result box, click the + sign by the name.
   4. If the client is not listed, finish entering the Search data 
   5. Click Add New Client with This Information                                                                                                                                                                                                                                                                                                                               
6. Once all clients to be added to the household are listed under the Selected Clients, click Continue                                                                                                                                        
7. Answer the Relationship to the Head of Household for each new member                                                                                                                                                                              
8. Answer the Client Univesal Date Elements for the new members                                                                                                                                                                                            

Adding the new client to the existing Project Entry

1. Click on the Head of Household's Entry/Exit Tab
   1. Click the pencil for the entry to which you want to add the new client(s)
   2. Click Include Additional Household Members
   3. Click the box of each client(s) to be added, and click Continue

   4. Click Save & Continue                                                                                                                                                                                                                                                     

      

2. At the top of the window, click the entry pencil for the client(s) who just joined the household
   1. Uncheck all clients except the newly joining client(s).
   2. Change the date to the date the new client(s) joined, click Save & Continue
      1. If the family member entering is a newborn, the "Date In" cannot be the same date as the Date of Birth.
3. Click on the new client(s) name on the left-hand side and complete applicable assessment questions.
   1. If the project is a permanent housing project and the Head of Household does have a Housing Move-In Date, the newly joining client(s) should have the Housing Move-In Date listed as the same Housing Move-In Date listed for the Head of Household
4. Once all entry assessments have been completed for the newly joining client(s), click Save & Exit