Background

Because Clarity HMIS will automatically assign the HMIS user enrolling a client into a program as that client's assigned case manager, the Assigned Staff contact should be updated any time the case manager for the program changes. The only person who can add you as Assigned Staff to an enrollment in your non-primary agency (Additional Agency Access) is you. To do that, you will need to switch into that non-primary agency.

 

Common examples include:

 

• The assigned case manager plans to leave or has left the agency and their case load needs to be reassigned to another staff at the agency.

• There is a planned warm handoff of care between CES Access Point agencies. 

Reassigning Case Managers within the Primary Agency

Step 1: Navigate to the Programs tab of the Client Navigation Menu. Click on the project to open project-level functions.

 

Step 2: Find the Assigned Staff tab in the Project Navigation Menu. Note the scroll caret icon to tab over and view additional menu options.

 

 

 

Step 3: Once viewing the Assigned Staff screen, select the Change Assigned Staff button to populate the Change Assigned Staff panel on the right of the screen.

 

 

Step 4: Select the drop-down caret to find a list of active staff assigned to the agency. Uncheck the case manager no longer serving the household and select the staff the household will be assigned to moving forward. If the assigned case manager no longer works for the agency, the new case manager or Agency Administrator must update the assigned staff for the enrollment.

 

 

NOTE: For clients that have already been exited, you can assign another staff member without removing the exit date

 

Reassigning Case Managers at a Partner Agency

Users who are assigned to provide services to a client under a partner agency via additional agency access will need to switch their agency access over to the partner agency and change the assigned staff to themselves.

 

Step 1: Change your agency access from your primary agency over to any additional agency options by utilizing the agency drop-down menu located in the upper right-hand corner of the screen. Review the Additional Agency Access Knowledge Base article for more details.

 

Step 2: Open the client record and select the Programs tab from the Client Navigation Menu.

 

Step 3: Once viewing the project, find the Assigned Staff tab in the Project Navigation Menu. Note the scroll caret icon to tab over and view additional menu options.

 

Step 4: Once viewing the Assigned Staff screen, select the Change Assigned Staff button to populate a panel on the right of the screen.

 

Step 5: Select the drop-down caret to find a list of active staff assigned to the agency. Uncheck the case manager no longer serving the household and select the staff the household will be assigned to moving forward. If the assigned case manager no longer works for the agency, the new case manager or agency administrator must update the assigned staff for the enrollment.

 

Reassigning the CES Case Manager under County of Orange

CES case managers are responsible for ensuring CES navigational support for clients enrolled in CES. While other CES Access Points can collaboratively support this work, it is the assigned CES case manager who is primarily responsible for any CES coordination and housing match communication. 

 

Overtime, the CES case manager contact may need to be updated. Review the Care Team contact information available under the Care Team tab of the Client Navigation menu for phone or email information or use the messaging system built into HMIS.

 

• Staff should NOT reassign the CES case manager role to themselves without communicating with the existing CES case management.

• If you are unable to reach the current CES Access Point within one week, you must notify the CES Lead Agency.

Additionally, 

• Do NOT assign the CES case manager role to a random staff member from the County of Orange. In cases where there is no case manager taking over care, contact the CES Lead for help.  

• When a change in the assigned CES case manager is necessary, the case manager taking over must reassign themselves.

 

The incoming case manager must follow the steps below:

 

Step 1: Use the agency dropdown and select County of Orange.

 

 

 

Step 2: Select the Programs tab from the Client Navigation Menu.

 

Step 3: Once viewing the project, find the Assigned Staff tab in the Project Navigation Menu. Note the scroll caret icon to tab over and view additional menu options.

 

Step 4: Once viewing the Assigned Staff screen, select the Change Assigned Staff button to populate a panel on the right of the screen.

 

Step 5: Select the drop-down caret to find a list of active staff assigned to the agency. Uncheck the case manager no longer serving the household and select the staff the household will be assigned to moving forward. The new case manager must update the assigned staff for the enrollment.

 

CES Case Manager re-assignment workflow (you are taking over the CES enrollment):

 

[CLICK on the gif below for a higher quality resolution of the video]

 

 

 

As a recommend step, the new CES contact should also update the Access Point Agency Field under the CES project enrollment, listed under the OC Custom Questions section of the screen. This is to ensure the CES Access Point agency listed mirrors the CES Access Point Agency staff for the CES project enrollment. 

 

Below is an example of what this fields looks like under the Individual CES entry screen: