HMIS User Training Center

Attn: All New HMIS Users

The materials on this training webpage are for authorized staff of HMIS Participating Agencies of the Blue Ridge Continuum of Care.  Prior to accessing these resources, the HMIS Agency Captain from your organization should have requested a new HMIS user account using the HMIS New User Request Form.  If you have not received an email confirmation from the HMIS System Administrators with your user ID and temporary password, please contact your HMIS Agency Captain or supervisor and have them fill out the form above.  Please contact the HMIS System Admins if you have any questions by emailing hmis@councilofcommunityservices.org or by submitting a HELP DESK TICKET.

HMIS Training Materials

Please click on each link to access the HMIS training video and/or article for each topic.  For best results, please review each topic in order.  (NOTE: Clarity Human Services, our HMIS platform, recently updated many of its modules to a new user interface with a new look and new workflows.  Some modules will continue to operate in the old user interface.  Each link will indicate whether the training is in the old or new user interface).

ACCOUNT BASICS

Logging into your HMIS Account for the first time with Multi-Factor Authentication (New Clarity Interface)

Password requirements, how to change your password, and what to do if you forget your password (New Clarity Interface)

How do I submit a HELP DESK Ticket? 

LINK TO HELP DESK TICKET FORM

New Clarity Interface Overview – Navigation, Icons, etc. (New Clarity Interface)

Icon & Tooltip Glossary (New Clarity Interface)

Switching Agencies – Important for staff who serve at Coordinated Entry Access Points (New Clarity Interface)

CLIENTS AND HOUSEHOLDS

How Do I Search for a Client? (New Clarity Interface)

How Do I Create a New Client Record? (New Clarity Interface)

Client Profile SSN Validation and Partial SSNs (New Clarity Interface)

Release of Information (ROI) Overview – PLEASE MAKE SURE TO ENTER A NEW ROI FOR EACH NEW CLIENT RECORD (New Clarity Interface)

How Do I Create a Household and Manage Members? (New Clarity Interface)

Client Record Overview (New Clarity Interface)

FILES, NOTES, AND CONTACTS

How Do I Create Client Notes? (New Clarity Interface)

How Do I Create a Public Alert? – A Note about a client that everyone is alerted to view (New Clarity Interface)

Client Contact Tab (New Clarity Interface)

Working with Files in the Client Record (New Clarity Interface)

PROGRAM ENROLLMENTS

Creating and Managing Program Enrollments (New Clarity Interface)

How Do I Add a New Household Member to an Enrollment? (New Clarity Interface)

How Do I Exit a Client from a Program? (New Clarity Interface)

How Do I Remove a Program Exit? (New Clarity Interface)

How Do I Create a Program Restriction? (New Clarity Interface)

How Do I Conduct a Program Status/Annual Assessment? (New Clarity Interface)

NOTE: Use a Program Status Assessment to enter updated information in a client’s record (ex: a change in income, a change in disability status, a new housing move-in).  This allows our system to show changes in income status and other important metrics. Please DO NOT overwrite income or disability status field in the “Program Enrollment” form.  That makes it look like the client had that income at the start of their enrollment instead of it changing over time.

SERVICES

Recording and Editing Service Items in the Client Record (New Clarity Interface)

NOTE: Only certain agencies add services from the SERVICES tab in a client record.  Most agencies are set up to only enter services inside a program enrollment (see next article). Contact a System Admin if you are unsure about entering services.  

Linking Services to Program Enrollments (New Clarity Interface)

NIGHT-BY-NIGHT ATTENDANCE (Rescue Mission Only)

NOTE: Clients must have an ROI entered and be enrolled in the “Rescue Mission – Emergency Shelter (Entry Program)” in order to be checked into a shelter bed service.

How do I check a client into a shelter bed? (Old Clarity Interface)

REPORTS LIBRARY & DATA ANALYSIS TAB

HMIS Data Quality Report (Old Clarity Interface)

Program Roster Report (Old Clarity Interface)

Service Census Report (Old Clarity Interface)

CAPER Reports (Old Clarity Interface)

COORDINATED ENTRY

Coordinated Entry Training for Access Point Staff (New Clarity Interface)

Coordinated Entry Matchmaker Training (New Clarity Interface)

Coordinated Entry Referral Manager Training (New Clarity Interface)