This article reviews the canned report "Client Served Report". This report is accessible by all HMIS users for all project types.
The Client Served Report details who is being served and how they are served. The report shows services provided during the time frame, how much the service costs (if recorded), and client demographics of those receiving those services. This report can be used to show agency's accounting department what projects are doing and the cost associated with the project.
Running the report
- Select Reports on the left-hand menu to open the report dashboard
- Click on Client Served Report
- Complete the report prompts
- Reporting Group: leave this blank, unless pulling a specific reporting group
- Provider: (for one project) Select project and click "This provider ONLY' or (for all agency projects combined) Select the agency and click "This provider AND its subordinates or (if using reporting group) leave this blank
- Services: check the box next to each type of HMIS Service Transaction to be included in the report
- Grouping: Select "Clients Receiving Services as a Family": If the first service that overlaps any portion of the reporting period started within the reporting period, age will be calculated from the start of that service or Select Clients in a Household: If the first service that overlaps any portion of the reporting period started before the reporting period, age will be calculated from the start of the reporting period.
- Funding Source: -OPTIONAL- Search for a specific funding source if used when recording services.
- Service Code: -OPTIONAL- FIll out only one specific service via the drop down or the Lookup button, if report is needed to only review a specific service source. Otherwise, leave this blank and all recorded service source types will be pulled into the report
- Served Date Range: Fill in the reporting start date and reporting end date to reflect the service dates which are to be included in the report.
- Served Before Date Range (old client count): - OPTIONAL - Fill this out with dates that do not overlap with the previous prompt; this will separate clients served during the served date range but who also were served during this prompt's date range to show a separation of "new" vs. "old" clients.
- Treat Open-Ended Services/Referrals as 1-day Services: Select option that is best. (Selecting "no" will exclude needs that have not yet been closed out)
- Legal Adult Age: edit only if needed
- Click Build Report.
Reviewing the report
The top portion of the report reflects client totals broken down by household types and demographics. The bottom of the report reviews the Service Types recorded in HMIS, total counts per service type, and any recorded associated costs with each service type.
Any number than is blue is a hyperlink. Clicking on the blue button will populate a list of clients associated with that specific cell.
Table One: Clients Served
This section breaks down gender responses between Adults and Children for all clients. There are three columns on this table: Old, New, and Total. Old represents any clients with services recorded during the reporting period who were also recorded in the time period entered in the "Served Before Date Range" prompt; these are the "old clients". New represents any clients with services recorded during the reporting period. If the "Served Before Date Range" prompt is left blank, no clients will appear in the Old column and all clients will be placed in the New column. Total represents the sum of the Old+ New columns.
Table Two: Family Members Served
This section breaks down gender responses between Adults and Children for only clients who have services recorded as a household. Row C provides a total count of adults and children. Row D provides a total count of Households. Row E provides an average household size.
Table Three: Singles Served
This section breaks down gender responses between Adults and Children for only clients who have services recorded independently. Row C provides a total count of adults and children. If the project does not serve unaccompanied minors, the Children section of this table should be all "0"!
Table Four: Family Member Demographics
This section breaks down gender responses between Adults and Children per age group category for only clients who have services recorded as a household. Note any numbers which may appear on the "No DOB" category as those clients should be reviewed to determine if a date of birth should be added, even if just an approximate.
Table Five: Singles demographics
This section breaks down gender responses between Adults and Children per age group category for only clients who have services recorded independently. Note any numbers which may appear on the "No DOB" category as those clients should be reviewed to determine if a date of birth should be added, even if just an approximate.
Table Six: Clients Served by Race
This section breaks down race responses for all clients regardless of household type.
Table Seven: Clients Served by Ethnicity
This section breaks down ethnicity responses for all clients regardless of household type.
Table Eight: Clients Served by Household Type
This section breaks down all of the possible household types served. This section reflects households as they appear on the client's Household Tab. If no household was created, "Not Given" will appear as the option (this is acceptable!)
Table Nine: Service Count
This section will list each Service Transaction code type provided during the reporting period, along with funding source (if it was recorded), as one row. Within the row, there is a total referral count (for referrals only), total provided, total costs (if it was recorded), and average cost (if cost was recorded).
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