Correcting Overlapping Enrollment Errors

Overlapping enrollments occur when a client is recorded as being enrolled in more than one program at the same time. When this happens, the system is told the client was in multiple places at once, which is impossible for any programs recording where a client is currently staying (this excludes services only programs.)

For reports such as the LSA and HIC, our system has to document who is being served in our community and for which nights, it is essential that these kinds of errors are corrected right away. Any time a client is documented as staying in two programs on the same date(s), it must be determined what changes need to be made by the involved agencies.

This article will cover how to identify and address overlapping enrollments so each client’s program history can be as accurate as possible.

Steps to Correct Overlapping Enrollments

Fortunately, since the implementation of a shared system in our community, it’s now much easier for users to see all client enrollments in one place. Below are some ways to identify and correct any overlapping enrollments.

1. Locating Overlapping Enrollment Errors

The main way you will find any overlapping enrollments will be in your monthly Data Quality Health Check sent to you by the HMIS Team. All overlaps associated with your agency will be found in the “Overlap Details” tab. If you don’t see that tab, that means you don’t have any overlaps for that month.

2. Review Program Enrollment History

The first step after identifying a client with an overlapping enrollment will be to review the client’s program enrollment history by clicking “Programs” in their Clarity record.  

3. Confirm Accurate Start/Exit Dates

If a client entered another program before exiting their current one, both agencies should review records to confirm the Project Start Date and/or Exit Date.

If the error is on your side, make the correction right away.

If the error appears to be with another agency’s enrollment, either contact them directly or reach out to HMIS Support for help.

Program-Specific Guidance

RRH & PSH Programs: Overlaps are not caused by the Project Start Date, as clients can be enrolled before moving in.

The Housing Move-In Date (HMID) must not overlap with an active enrollment in another program.

Before entering an HMID for a client exiting another program, confirm that their exit date is the same day or earlier than the HMID.

If a client stays in shelter for more than 2 nights while enrolled in a housing program, the housing program must exit them.

If the client returns to housing, re-enroll them and enter a new HMID with both dates matching the date the client returned to housing.

How to Prevent Overlapping Enrollments

Always review a client’s program history before entering or exiting them from a program.

Address potential overlaps immediately to avoid system errors.

Keep communication open between agencies—collaboration is the best way to maintain accurate records.

Contact

If you need help, or wish to offer suggestions or feedback, please contact the Cincinnati/Hamilton County HMIS support team at HMISsupport@end-homelessness.org or by calling 513-263-2790 9:00 a.m. - 3:00 p.m. Monday-Friday (excluding holidays). 

When contacting HMIS Support about a particular client, please do not send personally identifiable information (PII) such as full name, social security number, or any other information used to determine a person's identity through email. Instead, please send the Clarity Unique Identifier found on the client's Clarity Profile page. You can use the messaging system in Clarity if you need to send personally identifying information.