Data Entry: How to Update Common Data Elements

WHY DOES INFORMATION NEED TO BE UPDATED IN HMIS?

Updating information over time helps providers and funders understand if their services are improving clients situations, or if there are gaps in the services being provided. 

WHEN DO UPDATES NEED TO BE ENTERED IN HMIS? 

Updates must be recorded every time a change occurs in a clients health insurance coverage, disabling condition status, monthly income, non-cash benefits, or Domestic Violence situation. 

Updates may need to be entered at Project Start, on a Project Update, at Annual Assessment, or at Project Exit. 

IMPORTANT! 

When updating sections that include a HUD Table, be mindful of the following important instructions about data entry:

• Do not click the Add button at the bottom of a HUD Table. 
• Always use the magnifying glass icon to open the HUD Table to edit data. 
• Always alphabetize the table by clicking the blue text column header for the type of information you are viewing.
• To update a HUD Table that has already been completed, you must follow a two-step process. First, end the old record. Second, add the new record. 
• Only add an End Date on a record that is no longer true. Do not change any data within a previously entered HUD Table record.
• The End Date on the older record is one day before the new records Information Date, so there is no overlap in time between an old record and a new record.

UPDATING INFORMATION AT PROJECT START 

As a client accesses services between providers, the data entered from older program enrollments carries forward into newer program enrollments on shared client records. A clients information will likely change from one Project Start to another and will need to be updated in any new Project Starts, even if a client is moving between programs within a single organization. 

Always remember: End the old; Add the new 

Video

Click to view the video: Updating Common Program Specific Data Elements at Project Start