Updating HUD Verification Sub-Assessments

This article is intended to assist users in knowing when and how to make updates to a Client's Disability Status, Health Insurance, Income & Sources, and Non-Cash Benefits sections in HMIS when their situation changes

What are the HUD sub-assessments and why would they need to be updated?

This guide explains how to correctly update HUD sub-assessments in HMIS. There are four HUD sub-assessments that must be updated if there are any changes in a client's situation while enrolled in your project. You may also need to update the Project Start Assessment data entry if information known at project entry was missing or incorrect—whether because the client did not disclose it at the time or the information was not yet known. Once verified, this original information must be corrected within the entry assessment to reflect what was actually true on the Project Start Date. The four HUD sub-assessments are:

• Disability Status
• Health Insurance
• Income & Sources
• Non-Cash Benefits 

HUD verification sub-assessments are important to determining:

• Accurate Eligibility Determination
• Client Changes Since Project Entry 
• Effective Project Monitoring
• Compliance with HUD Requirements

Why would you need to update:

The HUD Verification sections need to be updated anytime there is a change during the enrollment. Some examples of possible changes are below:

• A Client receives a new health diagnosis causing a change in disabling conditions. This can effect a client Chronic Homelessness as well as income if they now receive SSDI.
• A Client obtains, loses, or changes health insurance.
• A Client's income changes! The change could be due to gaining or losing a job, beginning to receive disability or retirement benefits, or increases to their SSI or SSDI monthly amount, etc. When any income starts, stops, or the amount changes, an update needs to be entered in HMIS.
• A household composition change: minor child enters or leaves the household and the income received by the household changes as a result Loss of child support, or a minor in the household turns 18 household gains additional income.
• A Client's non-cash benefit source or amount changes, such as a SNAP monthly amount increase.

When do you need to update:

Sometimes, during the Client's Project Enrollment, you will learn that the Data entered at Project Start was incomplete or inaccurate - but the newly discovered information was true on Client's Project Start Date. Data entered in the HUD Verification sections during the Client's Project Start can only be updated in the Project Start Assessment.

• Example: Disability Status - A Client receives a new health diagnosis causing a change in Disability Status as of the Project Start Date.

If your Client's HUD Verification information changes during the Client's project enrollment, it will need to be updated in an Interim Assessment.

• Example: Health Insurance - A Client starts to receive Medicaid two weeks after they enrolled in your HMIS Project

How to update the HUD Verification Sub-Assessments

Please remember that you are editing a specific point in your clients timeline within your project that this information is true.

*Note that these steps use Income as the example, but the same steps can be applied when updating any of the HUD sub-assessments.

*Note that if you are updating a sub-assessment at project start, skip steps 5-8, and click on the edit pencil next to the project start assessment on the Entry/Exit tab to update the sub-assessment from the entry assessment. 

1. Set Enter Data As mode
2. Set Back Date mode (should reflect the date the Updated Information started being true)
3. Search for the Client using the Clients Tab.
4. Navigate to the Entry/Exit tab

5. Click on the notebook icon under "Interims" to the right of the Project Enrollment you are updating

6. Click Add Interim Review

7. The Interim Review Type should be "Update" and the Review Date should reflect the Back Date mode you used in Step 2

8. Click Save & Continue

9. Scroll to the HUD Verification Sub-Assessment that needs to be updated

10. Update the "gateway question" so that it is congruent with what is changing (For example, if "Income from any source" was marked "no" but now the client has income, the "gateway question" needs to be changed to "yes")

11. Find the old response that needs to be updated

• To find the old response, you can click on the magnifying glass to view all responses or use the "Next" or "Previous" buttons to search through the existing responses

12. Click on the pencil next to the response that has changed to edit the existing response

13. Enter the appropriate End Date - the end date should be the day before the Interim Update date

• Nothing else should be changed in the existing response! Do not change the answer to "Receiving income source?" or "Monthly Amount"! 

14. Click "Save"

15. Click on the blue HUD Verification next to the red triangle in the top right corner to enter a new response for the Income Type that has changed

16. Find the Income Type that needs an update entered in HMIS

17. Move the response from "Incomplete" to either "Yes" or "No" based on the newly provided information

1. If the client is still answering "Yes" to the same income source but is now receiving a different income amount:
   1. Move the radio button to "Yes"
   2. A pop-up box will appear. Enter the new Monthly Amount
   3. The start date should automatically match your Back Date mode you used in Step 2.
   4. Click Save
      
2. If the client is answering "No" to the income source:
   1. Move the radio button to "No"
   2. Click Save & Exit

18. Update or Enter the new "Total monthly income" amount in the "Total monthly income" text box

19. Scroll to the bottom of the Interim Update assessment

20. Click "Save & Exit"

• TIP: You should now see a green check next to the "HUD Verification" button. You can check your work by clicking on the magnifying glass in this section. When you click on the magnifying glass, you should now see multiple responses for the Income Source that was updated (Sort by Income Type by clicking on "Source of Income" in the light blue bar)
  1. The old response with an end date applied (the end date should be the day before the Interim Update date)
  2. The new response starting on the Interim Update date

• Another way to check your work is by clicking on View Gross Income. The amount should match the income you just updated/entered.

Training Resources

Here are the links to the Updating HUD Verification Training Slides as well as the Training Video:

Updating Sub-Assessments Training Slides

Updating Sub-Assessments Training Recording