5.3. How to Add Household Members to Open Program Stay
Add Household Member(s) during Program Stay with differing Entry Date.
When you need to add new household member(s) to an open program stay there are three things that have to be addressed before you can enter their assessment data.
You have to:
Edit the Household (or create a new one if originally Single) to include the new members (if it's not already correct)
Edit the Release of Information to include the new members
Update the Entry/Exit to include the new members and input their assessments
Edit the Household (if necessary)
You should go to the Head of Household record first, then from either the Summary tab or the Household tab:
If the client is a single, click Start New Household, or if they are already in a household click the pencil next to the household you are adding to
If this was a single and you are started a new household, select the Household Type at the top of the Add New Household window and then skip to Step 5
If this is an existing household with additional clients joining, click the Add/Delete Household Members button (just below the name)
Click the triangle (►) next to Add Clients to Household to open the Client Search
Search for each new client coming into the household. If they are in HMIS already, then click the green plus sign next to the client when you find them. (This adds them to the Selected Clients list). If they are new to HMIS then you can 'Add Client With this Information' after you search for them. This will create a record for them and add them to the Selected Clients list at the bottom (Selected Clients is the list of clients you are adding to the household.)
When you have finished adding all the clients that are coming in together (they should all be in that Selected Clients list) then click Continue.
This takes you to the second screen in the Households module. From here you may need to change the Household Type and assign the relationships for the new household members. Set their Joined Household date to the date they entered the program if it's not today. If it's a newborn, the Joined Household date will be the baby's birth date. Either way, it will be different than the Head of Household's Joined Household date.
Click Save & Exit.
Edit the Release of Information
Create a New ROI for the whole new household starting from the date the new members joined the household
Update the Entry/Exit
Make sure you are on the Head of Household record, click the Edit Entry pencil from the relevant Entry/Exit
Click the Include Additional Household Members button
Checkmark the household line (which will automatically checkmark any new members)
Click Save and Continue without changing the Entry Date.
At the top of the Entry/Exit Data window, click the pencil next to the new person's Project Start Date then un-check anyone who isn't part of the new entry date, change the Project Start Date to the newer date and click Save & Continue. (If a newborn, it will be the date the baby came home.)
From here you can work on each family member's assessment using the Household Member list down on the left side to switch between members. The HMIS software will properly track the dates based on each person's Entry Date as you switch to them.
Be sure each household member has the correct "Relationship to Head of Household" in the assessment. Click Save and Exit.
Check each member of the household to be sure they don't have duplicate Entry Exits. If you do see any extra Entry Exits that need to be deleted, go to the Entry Exit tab (see the tabs across the top) and delete the Entry Exit that is not connected to the rest of the household.
Do not go to each new household member from the Client Profile or Summary Tab and click Add Entry/Exit for any family member separately to create an entry/assessment, this will cause the new members to have split program entries from the rest of the family.
If you come back later to make any changes to the entry assessments (via the pencil), be mindful that you only have persons checked whose Entry Date is the same date as the person whose record you are sitting on when you click the Entry pencil. Just uncheck the other members if they are checked. Otherwise the software will change everyone's Entry Date to match the person's you are on and undo the separate date for the late joiners. Once you get into the assessment you will still be able to edit anyone in the household and the software will still maintain the each person's proper Entry Date.