Note: This article has been updated. The new version can be found here.


Using Clarity HMIS to Document Homeless History


Clarity offers a client level report that can be printed (or saved electronically) to meet HUD's third-party source requirement. (Note: this report has been recently modified to provide the entire history that is recorded in the HMIS for each client regardless of the users access level).


1. Search for your client.



2. Click on the printer icon from the upper right corner of the Client's profile screen to access client level reports.



3.  Click on the 'RUN' button next to the [HUDX-233] Client-Level System Use & Length of Time Homeless Report.



4. Fill in the date range for the report, choose PDF as the 'Report Output Format' and click 'SUBMIT'.



5.  After clicking on submit you will receive a message that your report is in process. You will receive a second message when the report is ready.  You do not have to stay on the reports page while the report is processing. You can close these messages and continue to work within the system and access your report later by clicking on the report queue icon  in the upper right corner of your screen.


 


6.  You will get a pop-up window where you can choose to save or open the file. Note: Often files saved from this window are saved to your downloads folder. Check your computer's/device's file manager to determine where files are saved.




Reading the Report


HMIS records of enrollments in an emergency shelter or contacts in a street outreach project can be used as third-party source documentation for documenting homeless status. The enrollment record means the client was actually served in a project type that would indicate they were literally homeless at a specified time. Therefore, the Documented Street/Shelter section of this report can serve as third-party documentation.


The first page of the report will show an 'X' for the month where the HMIS system has recorded an outreach contact or a shelter bed night; or where the client has self-reported a street or shelter stay in an enrollment interview (intake).

The second page of the report shows specific dates for each situation. 


Based on the above report, this could be used as third party source documentation for the Transitional Housing project since there is a Documented Street/Shelter stay within 14 days of the transitional housing enrollment.


'Self-Reported Street/Shelter' data is based on any self reported Living Situation data collected duirng the report timeframe. Although the 'Self-Reported Street/Shelter' will not qualify for third-party source documentation, it may help case workers to collect accurate information and identify potential sources of additional documentation.


Additional Resources and Guidance from HUD

Ensuring your project is documenting eligibility for each program participant according to HUD record-keeping requirements and documentation standards is critical. Poor or insufficient eligibility documentation is a common monitoring finding and could require repayment of grant funds. 


HUD's Preferred Order of Documentation:

  1. Third-Party Documentation 
    • Third-party Source (including printouts from an HMIS)
    • Third-party Written
    • Third-party Oral
  2. Intake Worker Observations
  3. Self-Certifications


HUD is clear that a lack of third-party documentation should never prevent an individual or family from immediately being admitted to emergency shelter, receiving street outreach services, or being admitted to shelter or receiving services from a victim service provider. Additional exceptions also apply for persons fleeing or attempting to flee domestic violence. 


You can find more information on recording and documenting homeless status on the HUD Exchange.  



Note: you may be required to register with the HUD exchange to access some of the material there.


Contact Us

For more support contact Cincinnati/Hamilton County HMIS Support via email, HMISsupport@end-homelessness.org, or call 513-263-2790 9:00 AM - 3:00 PM Monday-Friday (excluding holidays).