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7.3. Interims and Follow Ups

Interims and Follows Ups is a new ServicePoint feature designed to record changes in Income or Non-Cash Benefits during a program stay (Interim) and after a program stay (Follow Up).

This feature will allow you to update Income and Non-Cash Benefits that have occurred for the client as a general change, or as the result of a recertification or Annual Assessment.  It will also allow you to record that a recertification of Income or Non-Cash Benefits was performed when there was no change to Income. This is especially important for programs where the client stays in your program more than 365 days.

Some Important Points:

How to Enter Interims:

These instructions assume the following:

Once the Annual Assessment or recertification has been completed, or the client informs you of a change to income or benefits, their HMIS record will need to be updated. Follow the steps below to update the client's record in HMIS.

1.     Login to ServicePoint. If necessary, click Enter Data As and select the correct provider.

2.     Click ClientPoint, find the client that needs an update in the Search screen, and open the record.

3.     On the Summary tab, in the Entry/Exits dashlet, find the relevant Entry and click the pencil icon for the Entry Date. (See Figure 1.)

Figure 1

4.     Click "Save & Continue" on the Edit Entry Data window. (See Figure 2.)

 

Figure 2

5.     There will be two new columns in the Entry/Exit data. One for Interims and one for Follow Ups. Click the Interim icon
for one of the household members. (See Figure 3.)

Figure 3

6.     Click "Add Interim Review" in the Interim Reviews window. (See Figure 4)

Figure 4

7.     The Add Interim Review window will appear. (See Figure 5.) Make sure all the household members' boxes are checked; regardless of if any of them have any changes.

Figure 5

8.     Select the Review Type. "Annual Assessment" refers to the annual review agencies are required to complete on all clients. "Update" refers to any other kind of interim done, whether it is a 90-day recertification or just an update to the client income or non-cash benefits that happens during a program stay. Note: The Review Type is very important for APR reporting. If an Annual Assessment is typed as an "Update", it will not show correctly.

9.     Set the Review Date to the date the review was performed or the date the client provided information about the change.

10.  Click "Save & Continue". (See Figure 5.)

11.  The Entry Exit Interim Review window will come up. (See Figure 6.) The Interim Review Date reflects the date entered for the when the review occurred.  If no data has changed for any of the household members, simply click "Save & Exit". (See Figure 6.)

Figure 6

12.  If there was a change, change the answers to reflect the income or benefit status for the client and click "Save & Exit".  If there were changes on multiple clients in the household, use the Household Members sidebar to switch to to their record and make the necessary changes. (See Figure 7.)

 

Figure 7

13.  An entry will be created in the Interim Reviews box which will show a count of all the members of the household in the single Interim record. (See Figure 8.) Click "Exit".

 

Figure 8

14.  On the Households portion of the Entry screen, notice that each member of the household has been included in the Interim record regardless of any individual changes. (See Figure 9.) Also, the answers that were updated in the Interim record will not show on the Entry
Assessment. This is due to the Interim updates occurring after the Entry Date. The Entry Assessment only shows answers that are effective on the Entry Date.


To Make Changes to an Existing Interim Review

Perform the following steps to make changes to the answers for an existing Interim Review.

1.     Click an Interim icon (See Figure 9).

Figure 9

2.     Click the pencil next to the Review that requires a change.

3.     Click "Save & Continue".

4.     Select the correct answer to the data element that needs to be changed.

5.     Click "Save & Exit" to return to the Interim Reviews window.

6.     Click Exit to return to the Entry/Exit Data window.

 

How to Enter Follow Ups:

Client outcomes can be tracked by entering Follow Up data. Follow ups occur after the client has exited the program.  Perform the following steps to track client follow up information.

1.     Login to ServicePoint. If necessary, click Enter Data As and select the correct provider.

2.     Click ClientPoint, find the client that needs an update in the Search screen, open the record.

3.     On the Summary tab, in the Entry/Exits dashlet, find the relevant Entry and click the pencil icon for the Exit Date. (See Figure 10)

 

Figure 10

4.     Click "Save & Continue". (See Figure 11.)

 

Figure 11

5.     Click on a Follow Ups icon for one of the household members. (See Figure 12.)

 

Figure 12

6.     Click "Add Follow Up Review" on the Follow Up Reviews window. (See Figure 13.)

 

Figure 13

7.     Check the box for all the household members, even if no changes occurred for some members. (See Figure 14.)

Figure 14 

8.      Select the Review Type. For Follow Ups this will usually be General Review. Note: The Review Type does not reflect in any reporting.

9.     Set the date as the date the case manager completed the follow up with the client.

10.  Click "Save & Continue". (See Figure 14.)

11.  The Entry Exit Follow Up Review window will appear. (See Figure 15.) If nothing has changed, click "Save & Exit". This will record that there was no change for each household member.  (See Figure 17.) If changes did occur for any of the data elements on the Follow Up assessment, make those changes as appropriate to each household member with any change. (See Figure 15.)

 

Figure 15

12.  A record is displayed in the Follow Ups Review box. It will also provide a count of all the members of the household in the single Follow Up record. (See Figure 16.)

13.  Click "Exit".

 

Figure 16

14.  Each member of the household will be included in the Follow up record regardless of if anything changed. The answers that were updated in the Follow Up record will not be show on the Exit Assessment.  This is due to the Follow Up update occurring after the Exit Date.  The Exit Assessment only shows answers that are effective up to the client's Exit Date.

To Make Changes to an Existing Follow Ups Review

Perform the following steps to make changes to a Follow Ups record.

1.     Click a Follow Ups icon (Figure 17).

Figure 17

2.     Click the pencil next to the Follow Up question that requires a change.

3.     Click Save & Continue

4.     Select the correct answer.

5.     Click the Save & Exit button to return to the Follow Ups Review window.

6.     Click Exit to return to the Entry/Exit Data window.

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