Appledore

Table of Contents

I. Creating Client Encounters

• Associating Existing Clients
• Creating New Clients

II. Enrolling Client into a Project

• Accessing a Client’s Private Profile
• Enroll a Client into a project

Creating Client Encounters

Logging Client Encounters

To log a client encounter, tap the blue dot with the plus sign on the bottom of your screen. Tap on the orange “Client Encounter” button.

You will be taken to another map that will log your device’s current location.

Depending on your carrier and your device, your GPS location may be slightly off from where you are. Press and hold onto the circle to move it to your desired location.

Tap Next after logging your location.

Here, you can search for the client that you are looking to create a new entry for.

If you are unable to find the client that you are looking for, click on ‘Create Client’. You will then fill out the Universal Identifier Elements for the new client. For questions that you do not know the answer to, please select the appropriate response: Information Not Collected or the Client Did Not Know. For questions with this option, the distinction is important for reporting purposes.

At the end of the intake, you can turn your device over to your client to sign the release of information waivers. These ROIs have been configured to inform how different information is shared with the agencies on the platform.

Users can choose which waivers they would like to sign by tapping on the checkboxes. If the client has given consent, tap on sign and the client can then sign on the next screen. Please note that the HMIS waiver is REQUIRED for HMIS Integrations. Clients without the HMIS waiver will not have their information synced to HMIS. In a future update, both the OG and HMIS waiver will be merged together. For now, please ensure that both are checked.

If the client is physically unable to sign the screen, they can give their verbal consent. In the signature portion, please write in the client’s name.

Client Enrollment into a Project

A client has two types of profiles: a public profile and a private profile. Enrolling clients into Projects and Homelink will occur on a client’s Private Profile.

Accessing a Client’s Private Profile

To access a client’s private profile, click on the client’s card on the nearby tab or search for the client’s name in the search bar in the Client tab on the navigation bar and tap on the client’s profile card.

You will be redirected to the Client’s Public Profile. Under the Actions, tap on “Go to Private Profile”.

In the private profile, information and modules related to the private profile are shared only within your agency. The exception is Homelink, as it is a Coordinated Entry event. As mentioned earlier, other users on the Network will be able to see that the client is currently being enrolled / enrolled into Homelink, but will not be able to edit or view the information in the Homelink enrollment.

In the Private Profile, users in the same agency can view, create, and access the following:

• Private agency-specific assessments
• Case notes
• Case Manager assignment
• Project Enrollment

Enroll a Client into a project

The “Projects” tab displays all of the HMIS projects that are available on Outreach Grid and any projects that the client is assigned to, along with a list of all projects the client has been assigned to in the past.

To assign a client into a project, select the project from the dropdown list, and tap on “Start Enrollment.” In this example, we are using a test Street Outreach Project.

You will be taken to a page where you can add a client’s household members. Simply type in their name and tap on “Add Household Member.” If the client doesn’t have any other members, tap on “Submit” to proceed with project enrollment.

The next page will show you the head of household as well as a list of their household members. If all of the information is correct, tap on “Enroll"."

You will be redirected to the Project Enrollment Assessment for the client to complete.

To ensure that a client’s enrollment into a project will be integrated, please make sure that the following questions are filled out:

• Prior Living Situation
• Approximate Date of Homelessness

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.