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Hello Community Partners,
Beginning next month, we will be implementing the auto-exit function for all active HMIS programs. This change is part of the our Data Quality Plan updates and has been approved by the Sacramento County Continuum of Care. We will be making these changes to your programs anytime between August 1st through August 18th. There will be no change for any programs that already have auto-exits set up.
What are auto-exits?
The auto-exit function allows the HMIS system to automatically exit clients when there has been no activity - either services entered or assessments conducted - within their program enrollment for more than 90 days. With the auto-exit function turned on, the system will exit any inactive clients, backdating their exit to the last service or assessment in their enrollment. When they exit the client, they will record "data not collected" for all answers on the exit screen, which will make this a negative exit for your program. Afterwards, an email notification will automatically be sent to the assigned staff person to inform them about the auto-exit event. To read more about auto-exits, please check out pages 6-7 of our HMIS Data Quality Plan.
What do you need to do to avoid your clients being exited from your program?
To avoid having your clients auto-exited from your programs you will need to make sure that all of your active clients have either a service or an assessment completed at least once every 90 days. Starting in August and moving forward, if your client goes 90 days with no activity, the system will exit them from your program.
Our program has never had auto-exits turned on. How can we prepare?
For programs who have never had the auto-exit feature turned on, we highly recommend that you run and review a program roster to confirm that all of your clients have documented services and/or assessments sometime in May, June, or July of this year. If all of your clients have services, then none of them will be automatically exited. If you have questions about how to run a roster or add services in HMIS, please review the job aids below.
You failed to keep your client active and now they have been auto-exited. What can you do to correct this mistake?
If your client was auto-exited due to a lack of activity, you can reopen the client's enrollment. Please view our job aid listed below for step-by-step directions. Note: you may need to reopen enrollments for not only the HoH, but also the other members of their household.
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