Maintaining Residence History Records

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Residence or bed history records typically need to be edited if a client was placed into the wrong unit or has an incorrect move in or move out date listed in the system.  It can also be used to add new residence histories.

Before making changes to a client's residence unit history, confirm the change will not cause overlaps in the program's residence history.  This can be done by running a Housing Report in the Housing module.  If the changes would result in an overlap, an alternative, available apartment should be used.  The error checking in the Program History Corrections tool will alert you to any overlaps created as well, but is a best practice to check for overlaps as a first step.

  TIP: For detailed instructions on running a Housing Report, which will determine if any residential overlaps or issues exist or will be created by the change, see Viewing a Housing Report.

To remove, update, or add a residence history record, complete the following steps:

    1. From the navigation bar, click in the Client Search box (or click the Search icon).  The Advanced Search window is displayed.

    1. In the First Name and Last Name fields, type the first two letters of the client's first and last names, respectively.
    2. Click the Number of Results drop-down arrow and select the number of client matches to be included in the Search results.
    3. Click Search.  The Client Search Results page is displayed.  This page contains a list of clients with records in the system for whom all or part of the identifying information entered on the previous page is a match.
    4. Click the Program History Corrections icon, which appears to the left of the Status column that contains the client's program history.  The Program History Corrections page is displayed.

  NOTE: The Program History Corrections icon is available for clients with at least one program history record in a program to which you have chart access.  It is not available for unprocessed referrals.

    1. This page displays the program histories in programs to which you have chart access permission.  Click the plus sign (+) to open the corresponding "Bed History" section for the stay which requires the residential update, and edit the information shown there based on the type of maintenance required:

  TIP: Any program histories displayed with a lock and key icon next to them are locked (and displayed in read-only mode) because the corresponding discharge record has been electronically signed.  In such cases the changes described here cannot be made unless the electronic signatures are removed from that record.  For more information see the Removing Electronic Signatures - Instruction Sheet.

  Deleting a residence unit - Check the corresponding Delete checkbox next to any residence unit records to be removed.

  Changing the assigned residence unit - To change the residence unit a client was placed in, click the Unit drop-down arrow and select the correct unit.

  Updating move in and move out dates - To update move in and move out dates, enter the correct dates in the Move In and Move Out date fields that correspond to the appropriate residence unit record using the mm/dd/yyyy format.

  Adding a new residence unit record - To enter an additional residence unit placement for the client, use the blank line at the bottom of the bed history and select the unit from the Unit drop-down list, then enter the appropriate Move In date and Move Out date (if necessary) using the mm/dd/yyyy format.

  TIP: Insure that no gaps in residence unit history exist after changes are made.  The Move Out date from the first bed should be the same as the Move In date to the next bed, and so on.

    1. Click CONTINUE.  The program history is saved and a read-only version of the updated Program History Corrections page is displayed.  Note that the information in the "Agency Housing History" table that appears at the bottom of the page is automatically updated if any changes were made to residential histories that require a housing history update.

  TIP: Several logic checks are performed when the page is submitted.  If an error occurs, address the situation as needed.

The process of removing, updating, or adding residence unit records is now complete.