Hill District Consensus Group online database manual

Summary of Steps

• There are four (4) major steps to documenting household information and are color coded.

1. Step 1a (color code BLUE): Add new intake or via search, update intake for households who already exist in the system.
2. Step 1b (color code BLUE): Complete the primary contact's demographics information and if there are other household members then add them and complete their demographics information too.
3. Step 2a (color code ORANGE): Complete or update needs/services identified by client.
4. Step 2b (color code GREEN): Complete or update the contact notes, which includes contact date, contact type, services/needs being addressed, referrals made, referrals feedback, and resolution status. Please make sure that needs/services being addressed have also been identified in Step 2a.

Step 1a: Add New Intake

The first step is to add a new intake for households who do not exist in the system. From the main menu, shown in the figure below, click on the "Intake (Step 1)" tile then click on the "Add New Intake" button to open a blank new intake form. The form opens as a popup window.

Complete Intake Form (Step 1a)

Once the intake form is opened, complete the form as much as you can and especially the fields marked with a red asterisk*. Fields marked with a red asterisk are required and must be completed. If address is not available, check the box next to "Check this box to make Address fields not required, only if address is not available," as shown in the figure below, to make the address fields unrequired so that you can save and submit the information you've already captured.

Step 1b: Complete Household Members Demographics

Once the required fields are completed, the "Submit" button will be displayed at the bottom of the form as show in the figure below. Click the "Submit" button to save and submit your work then move to "Household Members (Step 1b)" to complete the demographics for the primary contact. If there are other household members, then add them and complete their demographics too in Step 1b.

Update Existing Household Members

On the "Search Intake" window, shown in the figure below, type the name of the client and select it from the suggested list, click "Search" button, and then click on the "Participant's ID" link to open records that belong to this household. Note: You must click on the "Participant's ID" link. Once the records that belong to this household are opened, then proceed to complete or update the desired information.