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2.7. Anonymous Clients

This new Anonymous Workflow (as of June 2018) for making anonymous client entries into HMIS which replaces using the ‘Add Anonymous Client’ button on the ClientPoint screen (please don't use the 'Add Anonymous Client' button anymore).  When you have clients who have declined consent to have their name and other Personally Identifying Information (PII) entered into HMIS you will use this new workflow.


This workflow replaces steps 2. Create Client Profile and 3. Single/Household steps in the Coordinated Entry or Unsheltered workflows as a way to searching for and/or create client records, and eliminates step 4. ROI.  After using the Anonymous workflow, you will then switch back to the rest of the Coordinated Entry or Unsheltered workflow, moving through the steps for creating an Entry/Exit, Creating or Accepting Referrals, recording an Interim, or whatever is relevant for your place in Coordinated Entry.

 

Additionally, there is a change to the way that you enter Date of Birth, Race, Ethnicity, and Gender in the assessment data after creating the Project Start/Entry found either step 6. Enter Client into your program in the Coordinated Entry workflow or step 6. Entry/Exit of the Unsheltered Workflow.


Anonymous Client Entry


Create Client

3 Household

(Client Search)

Click ClientPoint in the left sidebar

Type Anonymous for the ‘First Name’ and Anonymous for the ‘Last Name’ and select Client Refused for ‘Name Data Quality’

Leave the ‘Social Security Number’ field blank and select Client Refused for ‘Social Security Number Data Quality’

Select Yes or No for ‘US Military Veteran?’

Click Search

Click Add New Client With This Information

Is the client part of a Household?

Click Add Client and Add NEW Household

Select the ‘Household Type’

For the next person in the household

Type Anonymous for ‘First Name’ and Anonymous for ‘Last Name’ and select Client Refused for ‘Name Data Quality’

Leave ‘Social Security Number’ field blank and select Client Refused for ‘Social Security Number Data Quality’

Select Yes or No for ‘US Military Veteran?’

Click Search

Click Add Client With This Information

Click OK

For the remaining household members

Click Add Client With This Information

Click OK

Click Continue when done adding household members

In the second Household Information window, set the ‘Head of Household’ to Yes for one client, identify other client Relationships to the Head of Household, and make the ‘Joined Household Date’ match their Project Start/Entry Date. 

Click Save and Exit.

Click on the Summary Tab

Is the client Single?

Click Add Client ONLY


4 ROI

You won't record an ROI since no Personally Identifying Information (PII) data will go into HMIS.


6 Add Entry/Exit (Project Start)

(Client Profile/Summary)

Click Add Entry/Exit from the Entry/Exit dashlet on the Summary Tab.

In the Household Member area check the correct Household, or if client is single skip this area

In the Project Start  Data, check that you are entering data as the correct provider.  If not, Cancel, click Enter Data As and pick the correct provider, re-open the client then start this step again

Choose the Project Type (HUD, VA, Standard, PATH, RHY, HOPWA) and input the Entry/Start Date.

For ES, TH, and SH projects choose HUD and then enter the date the client physically moved into the project

For PSH, RRH, and HP projects choose HUD (or VA for SSVF,GPD,HCHV) then enter the date the client was accepted into the program (all paperwork was in, client agreed, everything signed…).

For HOPWA choose HUD and enter the date per the HOWPA guidelines

For RHY choose RHY and enter the date per the RHY guidelines

For the Unsheltered Clients –Outreach project, choose Standard and then use the date of first contact with the client, whether in a place not meant for habitation or at an access point but the client is going to stay in a place not meant for habitation.

Click Save & Continue


Special Data Entry Rules

For Date of Birth use the following table:


Under 18: use the Project Start/Entry Date and subtract 10 from year

18-24: use the Project Start/Entry Date and subtract 18 from the year

25-64: use the Project Start/Entry Date and subtract 25 from the year

65+: use the Project Start/Entry Date and subtract 65 from the year


(If you need help calculating the correct date, use https://www.timeanddate.com/date/dateadd.html, set the start date to the clients project start/entry date then click Subtract and put in the numbers of years to subtract from the list above, click Calculate New Date and then use the Result Date for the clients Date of Birth in HMIS.)


Set the ‘Date of Birth Data Quality’ to Approximate or Partial DOB Reported

Set the ‘Primary Race’ to Client Refused

Skip ‘Second Race’ and ‘Third Race’

Set the ‘Ethnicity’ to Client Refused

Set the ‘Gender’ to Client Refused

 

 

Enter the rest of the assessment questions as Client Refused for each client and click Save & Exit when finished


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