Recording Coordinated Entry Events

This article will walk through how to record a Coordinated Entry Event and is intended for  Coordinated Entry, and other CE Access points (such as emergency shelters and street outreach).

What is a Coordinated Entry Event?

The Coordinated Entry Event is a record of an access event or referral occurring for the client.  The Coordinated Entry Event records the key CE referral and placement events with date, event and results of events. Any project doing engaging in any access or referrals should collect and enter this information into HMIS. This may need to be updated over time until resolved(result recording).

Use of Coordinated Entry Event

All HMIS projects are expected to record every access or referral event completed with each client by recording the Coordinated Entry Event for any of the HUD defined events.

Recording Coordinated Entry Events

1. Set Enter Data As Mode

2. Access the Client Record by navigating to Clients on the left side bar.

• • Search for the client by name, HMIS ID, or Social Security Number.

3. Set Back Date Mode

4. Click on the Entry/Exit tab

5. Create appropriate assessment

• A. If this is the first interaction, the Coordinated Entry Assessment will be recorded within the Project Start
• B. If this is an additional interaction, the Coordinated Entry Assessment will be recorded within an Interim

6. Click Add on the Coordinated Entry Event sub-assessment table:

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Tip: Assessments capture "what is needed recording client needs," and events track "what happens next i.e., referrals or action steps." Both are critical to meeting HUD's requirements for accountability and ensuring that clients move effectively through the CE system.

7. Fill in the Start Date, Date of Event, and End Date all as the same date. These dates should match the Back Date Mode and the date of the assessment being completed.

8. From the Event drop down, select the option that represents what event you are engaging in

9. The Event selected will determine the next steps:

• If the Event selected was "Problem Solving/Diversion/Rapid Resolution intervention or Service" complete the follow up Yes/No question. Once all required questions are complete, click Save.
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• If the Event selected was "Referral to post-placement/follow-up case management" complete the follow up Yes/No question. Once all required questions are complete, click Save.
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• If the Event selected was "Referral to an ES, TH, Joint TH-RRH, RRH, PSH or Other PH opening", complete the three follow up questions (Location, result and date of result).

• • Click Look Up next to "Location of Crisis Housing or Permanent Housing Referral"

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  • In the Search bar, type the agency or project name and then click Search

• • Locate the project name and click the green plus icon to select the project

• • Once all required questions are complete, click Save.
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