Recording Services in HMIS

This tip sheet provides a general step-by-step overview for recording services in HMIS. Please note that HMIS allows multiple valid workflows depending on project type, funding requirements, and agency-specific procedures. Follow your Agency Administrator’s guidance if your project has its own workflow.  

Recording HMIS Services (general)

1. Set Enter Data As (should match the project for which the service was provided) 
2. Search for client record with ClientPoint
3. Set Back Date Mode (should match the date the service was provided)
4. Click on Service Transactions tab
5. On the Service Transaction Dashboard, click Add Service
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     • Do not use "Add Multiple Services" when recording financial assistance services, as the required "Payee" field will not appear. 
6. At the top of the Add Service screen, select all clients in the household as of the date the service is provided.
7. Ensure that the correct Service Provider is displayed and that your Start Date and End Date are correct.
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     • Financial Assistance Services: The start and end date fields should match the day the client was approved for this particular financial assistance. 
     • Supportive Services: The start and end date fields should match the day the client received the supportive service.
8. Select the correct Service Type from the dropdown menu (or via the Look Up button if the service isn't listed).  Leave the Provider Specific Service field blank.

9. Click Save & Continue. This will populate additional information about the services you are providing your client. If applicable.

   

10.  OPTIONAL: Type in narrative to the Service Notes field. Use caution on what is entered here as this field may be shared.

                         

Projects requiring Financial Assistance Funding Tracking

1. Scroll down to the Apply Funds for Service and click the black arrow to open section

2. Add Vendor Details as appropriate per your Agency's specifications

3. Scroll down to Funding Source and click Add Funding Source.

4. Click the green plus icon to the left of the specific funding source utilized by your Agency for this project.

5. Click inside the Amount box to add the amount of assistance via that funding source.

6. Scroll down to Need Information and update the Need Status and Outcome Status according to the client's situation.

7. Click Save & Exit.

Projects not recording Funding Source details

1. Scroll down to Need Information and update the Need Status and Outcome Status according to the client's situation.

2. Click Save & Exit.