1. Annual and Status Assessments

All materials developed by ICA are based on the Bitfocus Clarity HMIS platform and reflect the most current information available to us. Materials are updated as new information, guidance, and functionality are released by the vendor. Because the system continues to evolve, there may be updates or changes to the interface or functionality that are not yet reflected in these materials. ICA will continue to review and update these resources as additional information becomes available from Bitfocus.

These two Assessments provide a place for staff to update information that may have changed since the initial enrollment into a project. Examples include change of income, benefits, or insurance, updated Chronic Homelessness status, etc. Updates are required at least once annually and anytime a clients information changes during a program enrollment.

Annual Assessment - required on or within 30 days post/prior to the anniversary date of the Head of Households enrollment start date.

Status Update Assessment - required any time the client's information related to income, non-cash benefits, or health insurance changes. It is also may be required in some Coordinated Entry projects to update changes to the client's residence, number of times and number of months homeless

HMIS Workflow

To access a status or annual assessment, navigate to either the Programs tab or Active Programs widget in the client record. Select the program enrollment you wish to add a status assessment to by clicking on the name of the program in the Programs tab or clicking the Arrow icon in the Active programs tab.

To add a status assessment, click the Add icon in the Program assessments section. Click the name Status Update Assessments and then click Next.

Select Household Members (if any) and click Next. If there are household members, you will be able to complete the status assessment for all selected household members without having to go into each client record separately.

Complete the Status or Annual Assessment and click Save & Close (or Save & Next, if you are also conducting the update for other household members). Once the Status or Annual Assessment is complete for all household members, click Complete.