Processing a Discharge







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To discharge a client from an agency program, complete the following steps from the AWARDS Home screen:

    1. Click the Program drop-down arrow in the upper right-hand corner of the page and select the program to be worked with.
    2. Click Census from the left-hand menu, and then click Discharge.  The Discharge menu fly-out is displayed.
    3. Click Process Discharge.  The Client Discharge Roster Selection page is displayed.

    1. Confirm that the Current Program Roster radio button is selected, and then click CONTINUE.  The Discharge Client Selection page is displayed.
    2. Click the Client drop-down arrow and select the client to be discharged.
    3. Click CONTINUE.  If the client being discharged is the primary client of a household that has other household members admitted in the program from which he or she is being discharged, a message displays stating "You are discharging the primary client of a household.  The listed household members will be discharged along with this client, unless selected otherwise."  If this message appears, skip to step 10.

If this message does NOT appear, you are taken to one of the following based on the program's configuration:

  The Program Discharge page - Displayed if the program is set to include FormBuilder forms on discharge records, or if it is a residential program.  Proceed to step 7.

  The Discharge Information page - Displayed if the program is NOT set to include FormBuilder forms on discharge records, and it is a non-residential program.  Proceed to step 13.

    1. If a FormBuilder form should be included on the discharge form, click the Include drop-down arrow and select the form name.
    2. If the client is being discharged from a housing program, click the New Housing Program drop-down arrow and select the agency program to which the client is being discharged.  If the client is not moving to another agency program, select "Discharge from Agency Housing."

  NOTE: This option is not available if the client is being discharged from a non-residential program, and is optional for residential programs.  In addition, you must have the Referrals Data Entry permission in order to have this option available to you.  Please note that when this option is available, it will be limited to programs to which you currently have chart access permission. 

  TIP: It is not possible to discharge a client directly from a residential program into a non-residential program.  To transfer a residential client into a non-residential program, discharge the client from agency housing, then process a new intake into the non-residential program. 

    1. Click CONTINUE.  The Discharge Information page is displayed.  Skip to step 13.
    2. This screen allows you to select whether all household members with admission records in the selected program should be discharged with the primary client, or if they should remain on the program roster.  Choose one of the following options:

  Discharge household members along with the primary client - If all household members with program admissions are being discharged with the primary client, click this radio button, and then click CONTINUE.  Proceed to step 11.

  Retain the household members, designate ____ as the primary client of this household, from this point forward - If only the primary client is being discharged and the remaining household members are staying in the program, click this radio button.  Proceed to step 12.

    1. A table displays listing each household member to be discharged.  Household members must be discharged individually before the primary client is discharged. 

On this table, click the radio button next to the household member to be discharged, and then click CONTINUE.  Continue with step 12.

For non-residential programs not set to include FormBuilder forms on discharge records, the Discharge Information page is displayed for the selected household member.  Skip to step 13.

For residential programs or those set to include FormBuilder forms on discharge records, the Program Discharge page is displayed.  Go back to step 7.

    1. The table refreshes and a drop-down option displays to select the name of the new primary client.  Once the new name is selected, the New Relation to Primary Client column refreshes and a drop-down displays for household members who are not the new primary client.  Select new relations as appropriate, and then click CONTINUE.  Continue with step 13.

  NOTE: The new primary client does not have to be admitted into the same program as other household members, but he or she must have at least one program admission within the agency.

For non-residential programs not set to include FormBuilder forms on discharge records, the Discharge Information page is displayed for the selected household member.  Skip to step 13.

For residential programs or those set to include FormBuilder forms on discharge records, the Program Discharge page is displayed.  Go back to step 7.

    1. Configure the fields and options on this page as necessary.  For more information on those fields/options, see Discharge Fields / Options.

  NOTE: For programs set to submit the HUD APR, the Income Source and Non-Cash Benefits portions of the page contain the data entered for the client at intake or entered in the HMIS Info Annual Update section (if data is found there).  Be sure to update this information to reflect the sources and benefits at the time of discharge.

    1. Click APPLY.  The client's discharge is processed and a read-only report version of the form is displayed, unless a household member is being discharged and additional discharge forms need to be completed for household members.  In that case, an updated table is displayed as described in step 10.  Repeat steps 10 and 12 until all household members have been discharged.  The radio button then opens for the primary client, allowing that last discharge to be processed.

The discharge process is now complete.

  NOTE: A discharged client is included on the current roster of a program up to and including his or her discharge date for that program.  After the discharge date, he or she is moved to the program's roster archives.

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