Client Private Profile
Outreach Grid provides client tools for agency-specific case management. Information logged on a client's Private Profile shared only with your agency. This article will give an overview of the tools available on the Private Profile.
Information collected in a client’s Private Profile is private and only viewable to users within your agency. Users from different agencies do not have access and will not be able to view this information.
The Private Profile includes features to help collect private information, which includes:
- Managing Case Notes
- Assigning/Updating a Case Manager
- Enrolling and Exiting into specific HMIS Projects
- Completing Private Assessments
- Creating and Managing Appointments
Case Notes
The “Case Notes” tab logs all case notes pertaining to the client. Case Notes are private notes that are made on a client's private profile and are accessible only to users within your agency.
Users can update the client's status, record notes about the client, and add tags. When creating case notes, the 'Client Status', 'Text', and 'Case Note Type' fields must be filled out to submit the Case Note.
- The client's status can be updated by selecting a choice from the dropdown menu in the Client Status section.*
- Record notes about the client in the freeform text box in the Text section.*
- Specify what type of interaction with the client was from the case note type dropdown list and record it as a Note, In-Person Meeting, Phone Call, or Text/Email.*
- Under Tag, add a tag to the case note to log which agency/agencies were interacted with on behalf of the client. Tags are customizable for each network and agency.
- In the Add Images section, click on “Choose Files” and select the image from your device’s library to upload media pertaining to the client. Only PNG and JPG/JPEG files are supported.
*Please note that the client’s status, text box, and case note type must be filled out or selected prior to submitting.
Once you’ve filled out the fields with appropriate information, click the blue “Update Client” button to submit a new case note.
After updating the client,
- a log of all client status changes can be found to the right side of the page.
- a history of all case notes can be found at the bottom of the page.
Assigning/Updating a Case Manager
The “Case Manager” tab displays the current case manager assigned to the client on the left side, along with a log on the right showing all case managers that have been assigned to the client in the past.
Update or assign a case manager to the client by selecting a user from the dropdown list and clicking the “Update Case Manager” button. Your changes will be saved and the page will be updated.
Completing Private Assessments
Assessments completed on the private profile will be available for only your agency to view on your Outreach Grid Network. Users from other agencies will not have access to view, edit, create these assessments.
Click "Add Assessment" in the upper right corner of the Client's Private Profile. You will be navigated to a list of assessments and previously conducted assessments, if applicable.
The assessments available are dependent upon the agency jurisdiction to which you belong. Find the appropriate assessment in the list, and click on "Start Assessment" to start a new assessment.
Previously completed assessments can be viewed and will be marked with a green checkmark.
Once an assessment has been completed, it will be saved onto the client’s profile and can be viewed on the client’s Assessment tab in their private profile.
Project Entry/Project Exit
In a Client’s Private profile, users can enroll clients to their agency’s projects. This section will show you how to enroll a client into a project and how to exit them once they no longer require services.
Accessing a Client’s Private Profile [SKIP THIS STEP IF ALREADY ON PRIVATE PROFILE]
To access a client’s private profile, search for the client’s name in the search bar and click on the client’s profile card.
You will be redirected to the Client’s Public Profile. From here, click on “Private Profile”.
Enrolling Clients into a Project
The “Projects” tab displays the current project that the client is assigned to, along with a list of all projects the client has been assigned to in the past.
Click on “View HMIS Projects” to view the descriptions of available projects.
To assign a client to a project, select the project from the dropdown list, and click “Enroll to Project.”
You will be redirected to the New Agency Client Assessment for the client to complete. Once completed, click “Submit” to finish enrolling the client into the project.
The Client’s Project Statuses will update and show the newly assigned project.
Exiting Clients from a Project
If a client needs to be exited from the project due to exiting homelessness or does not require services from the project, you can exit the client from the Projects tab in the Client’s Private Profile.
Under Client’s Project’s Statuses in the Projects tab, click on Exit Project under the project you would like to exit the client from.
You’ll be redirected to the Project Exit assessment to record the HUD-required data elements.
Once the project exit assessment has been completed, the “Projects” tab will update and show that the client is no longer enrolled in the project.
Creating Appointments
The Appointments tab in the client’s private profile shows an overview of all of the appointments created by users within your agency for the client. Appointments help users keep track of all appointments for each client they may be in charge of as their case manager, contact for services, etc.
Any appointments created by you and saved in the appointments tab can also be viewed on your Dashboard.
To create a new appointment, click on “Add Appointment.”
Here, users can enter in the name and description of the appointment, the duration of the appointment, and where the appointment will be.
Once submitted, the newly created appointment will be saved to the client’s private profile and your Dashboard page.