Frequently Asked Questions

• Search Tips:
  • Use only the first few letters of the client’s first and last name.
  • Use a % at the start of any field to search any part of that field.
    • For example, if the client’s first name is “Stefani (Lady Gaga)”, you can type %Gaga in the First Name field, and the client will appear in the search results.
  • Search every possible option before creating a new client.

To edit basic client information, first find and select the client that you wish to edit, and then click on the “Edit Client” menu option in the “Clients” tab. This will pull up a page where you can edit the basic client information. When you have made all the corrections you need, simply click the finish button to save the changes to the client record.

*NOTE: Please only correct information that you have seen a hard copy record of and know is correct.

1. Find and select the client you need to update.
2. Click on the “Enrollments” menu option in “Universal Assessments” or on the Client Dashboard.
3. On the enrollments page, click the blue drop-down arrow next to the enrollment with the assessment you wish to edit. This will cause a drop-down list to appear.
4. Click on the “Entry – Edit Workflow” option. This will open the entry assessment workflow.
5. Follow the entry assessment workflow to the “HUD Program Enrollment” page, and edit the “enroll date” on this page.
6. Complete the workflow, changing the dates on every other page in the entry assessment. Make a note of any other household members in the enrollment; you’ll need to complete everything after this step for each household member.
7. Once the workflow is complete, return to the enrollments page and click the three dots again to open up the menu. Select the “Entry- Review Assessments” button.
8. Click “edit assessment” and change the assessment date to match the new enrollment date. Remember to repeat steps seven and eight for every household member.

To edit answers in an assessment.

1. On the enrollments page, click the three dots next to the enrollment you want to edit. This will cause a drop-down list to appear.
2. Then click on the “Enrollments” menu option on the “Clients” tab.
3. On the enrollments page, click the blue drop-down arrow next to the enrollment with the assessment you wish to edit. This will cause a drop-down list to appear.
4. On that list, click on the “Associated Assessments.”
5. Find the assessment you need to edit, and click the three dots next to it. This will pull up a page that lists all of the different parts of the assessment, i.e., “Universal Data”, “Barriers”, etc.
6. Click on the section that you need to edit. This will open the corresponding page where you can edit the previously provided answers. When you are done, click on the “Save”, “Finish,” or “Save & Close” button to save the changes.

1. Find and select the client you need to update.
2. Click on the “Enrollments” menu option in “Universal Assessments” or on the Client Dashboard.
3. On the enrollments page, click the blue drop-down arrow next to the enrollment with the assessment you wish to edit. This will cause a drop-down list to appear.
4. Click on the “Entry – Exit Workflow” option. This will open the entry assessment workflow.
5. Follow the exit assessment workflow to the “HUD Program Enrollment” page, and edit the “exit date” on this page.
6. Complete the workflow, changing the dates on every other page in the exit assessment. Make a note of any other household members in the enrollment; you’ll need to complete everything after this step for each household member.
7. Once the workflow is complete, return to the enrollments page and click the three dots again to open up the menu. Select the “Exit – Review Assessments” button.
8. Click “edit assessment” and change the assessment date to match the new enrollment date. Remember to repeat steps seven and eight for every household member.

You can submit an issue any time you have a question, experience a technical malfunction, need the UHMIS Lead Agency to delete or change something, or need something new made.

You can submit an issue in two ways:

1. Send us an email, HMIS@Utah.gov.
2. Submit an internal ticket (you MUST USE THIS if there is anything more than a client ID you need to share).
   • How to submit an internal ticket: https://utahhmis.org/2022/08/08/how-to-submit-an-internal-issue/

Once you have submitted your issue, it is placed into our internal issue queue. Someone from our staff usually reviews and assigns the issues at least once a day. Once assigned, the UHMIS Lead Agency will contact you regarding the issue. Typically, this correspondence will be handled through the issue system within UHMIS, so please keep an eye on your submitted issues. You can expect the assigned staff member to contact you within 5 business days.

Submit an issue in ClientTrack requesting that the UHMIS Lead Agency review the duplicate. Please be specific and detailed in your issue.

How to submit an internal ticket: https://utahhmis.org/2022/08/08/how-to-submit-an-internal-issue/

Submit an issue in ClientTrack to request the deletion of the duplicate enrollment. Please be specific and detailed in your issue.

For example, tell us the enrollment dates and programs, which family members need the enrollment deleted for, and why the duplicate enrollment occurred. Make it as obvious as possible for staff which enrollment you want deleted.

How to submit an internal ticket: https://utahhmis.org/2022/08/08/how-to-submit-an-internal-issue/

• If it is an enrollment for your agency:
  • Discuss it with your agency security officer and the UHMIS Lead Agency.
• If it is an enrollment with another agency, and you know which agency it is:
  • Contact the other agency and discuss it with them, then discuss with the UHMIS Lead Agency for clean-up as appropriate.
• If it is an enrollment with another agency, and you don’t know which agency it is:
  • Contact the UHMIS Lead Agency, and we will help you figure it out.

How to submit an internal ticket: https://utahhmis.org/2022/08/08/how-to-submit-an-internal-issue/

Yes. You are welcome to track your services in whatever units your agency deems appropriate, subject to the following guidelines.

1. Direct financial assistance should be tracked in dollars
2. Case Management should be tracked in minutes, using 15-minute increments (e.g., if you met with the client for 1 hour, you should track 60 minutes).

No. UHMIS will display an error if you try to record a service associated with an enrollment before the enrollment date.

Assessments must be completed through enrollment. If you want to perform an assessment that will not pull reports related to enrollment, but you want to keep the information in the system, you can do so in the assessment tab. However, in most cases, this is not recommended.

No. You may pick which family members are actually enrolled in your program. This may mean that you have a family of 5, but only 2 are enrolled in the program.

Yes, but you will need to use “add a case member” in the enrollment action menu.

Please do your best to enroll all required family members at the time of initial enrollment in ClientTrack. If you have questions, please submit an issue or come to our open office hours.

How to submit an internal ticket: https://utahhmis.org/2022/08/08/how-to-submit-an-internal-issue/

UHMIS Open Office Hours: https://utahhmis.org/calendar/

ClientTrack has made numerous updates to the reports available in the system to meet current Federal reporting requirements.

You should avoid using anything in a “DEPRECATED” menu; these are no longer compliant with current HUD and State data standards.

You can find links to the CoC APR Guidebook as well as step-by-step instructions for how to pull and save APR data here.