Coalition to End Homelessness in Wichita/Sedgwick County

HMIS TRAINING

ANNUAL REQUIREMENT

Accurate, complete data is essential to understanding homelessness in our community, and your role as an HMIS user is key to ensuring clean, reliable data that helps us advance our shared goal of making homelessness rare, brief, and nonrecurring. We appreciate your participation and commitment to this important work.

All HMIS database users are required to complete annual training to maintain and strengthen their knowledge and skills. This year’s training consists of a video followed by a 20-question quiz.

Please watch the entire training video before beginning the quiz. A score of 80% or higher is required to pass. If you do not pass on your first attempt, you are welcome to review the material and try again. If you do not pass on your second attempt, our HMIS Associate will reach out to discuss the topics you missed and help you strengthen your knowledge and skills.

Please complete the quiz by 5 p.m. on Tuesday, Dec. 1. Questions? Contact Haley Button, United Way of the Plains HMIS Administrator, at hbutton@unitedwayplains.org or (316) 267-1321, ext. 4171.

TRAINING VIDEO

QUIZ

Name

First

Last

Title

Organization

1. A client appears on the Potential Exits report. What should you do first?

A. Exit the client using the date you ran the report.
B. Review the enrollment and determine whether the client is still participating.
C. Add a service so the client no longer appears on the report.
D. Wait for the HMIS team to determine whether services have ended.

2. A child appears on the Potential Exits report, but the parent does not. What is the best response?

A. Exit the child while leaving the parent enrolled.
B. Copy all the parent’s services to the child’s record.
C. Ignore the child because the parent has recorded activity.
D. Review the child’s participation and the services they actually received.

Assessment. child Annual

3. You are entering an exit today, but the client’s participation ended earlier. Which date should the exit reflect?

A. The date participation ended, based on the available information.
B. Today’s date, because that is when you are entering the exit.
C. The date the client appeared on the Potential Exits report.
D. The last day of the month in which you run the report.

4. True or False: When a client starts a job three months after enrolling, you should capture this change by completing a Status Update in the active enrollment rather than replacing the original enrollment response.

A. True
B. False

5. You discover that a client had income at enrollment, but “no income” was entered by mistake. What should you do?

A. Correct the inaccurate entry, contacting HMIS if you need help.
B. Complete a Status Update and leave the enrollment error unchanged.
C. Wait until exit to record the income correctly.
D. Create another enrollment with the correct income information.

6. A client reports a new job, a new phone number, and a different campsite. You write a note describing all three changes. What else needs attention?

A. Only the phone number, because the note documents the other changes.
B. Only the income information, because Locations is updated annually.
C. Nothing else, because all the information is included in the note.
D. Complete a Status Update to reflect the client’s employment and income changes, update the phone number in the Contact tab, and record the new campsite in the Locations tab.

7. True or False: A Location entry and a Current Living Situation (CLS) assessment collect the exact same data and can be used interchangeably.

A. True
B. False

8. What determines the household’s Annual Assessment window?

A. Thirty days before or after the date of the last Status Update.
B. Thirty days before or after the date of the last Annual Assessment.
C. Thirty days before or after the anniversary of the head of household’s Project Start Date.
D. Thirty days before or after the date an annual-assessment reminder is opened.

9. A client needs an Annual Assessment. You completed a Status Update within the anniversary window. Does that satisfy the Annual Assessment requirement?

A. Yes, if the income and benefits information is current.
B. Yes, if every enrolled household member was included.
C. Yes, if the Status Update was completed on the anniversary date.
D. No, the required assessment must be recorded as an Annual Assessment.

10. True or False: Selecting additional household members during an annual assessment workflow automatically completes and saves their individual assessments.

A. True
B. False

11. Which note provides the most useful information for another staff member?

A. “Met with client. Discussed housing and employment. Will follow up.”
B. “Met 5/11 at client’s campsite. Client reported starting work. Staff updated income. Client will bring a pay stub; staff will review it at the next appointment.”
C. “Client is doing better and appears motivated. Staff spent considerable time discussing the situation.”
D. “Client attended the meeting. See earlier notes for background and possible next steps.”

12. Which statement uses factual and respectful wording?

A. “Client was difficult and clearly did not want help.”
B. “Client missed the appointment because housing is not a priority.”
C. “Client declined additional assessment questions. Staff explained their purpose and offered to continue at the next appointment.”
D. “Client refused to cooperate and needs to take the process more seriously.”

13. You reuse an earlier note that says, “Staff will call tomorrow.” What should you do before saving the new note?

A. Keep the wording because it accurately described the original plan.
B. Change only the note’s date so the original text appears current.
C. Remove all follow-up information to avoid confusion about dates.
D. Update the details to describe this interaction and distinguish earlier information from today’s update.

14. True or False: If you are interrupted while documenting services and open another client's record, you do not need to re-verify the client's name and program enrollment before resuming your note.

A. True
B. False

15. A report still shows an error after you corrected the record. What is the best next step?

A. Change additional fields until the error disappears.
B. Create another assessment with the same information.
C. Check the report settings, confirm that the results are current and the entry is corrected; contact HMIS if the issue remains.
D. Leave the issue alone because saving a correction guarantees the report is resolved.

16. How should the required client notices be made available?

A. Keep the current documents in a staff-only folder and provide them only if requested.
B. Prominently display the current Notice to Clients of Uses and Disclosures and Participating Agencies document in intake/service areas, and provide copies upon request.
C. Post the Participating Agencies document and keep the privacy notice available only through HMIS.
D. Provide the notices during annual assessments instead of displaying them in intake areas.

17. You recognize a friend’s name in Clarity and are concerned about them. You have no work-related reason to access their record. What should you do?

A. Do not open the record out of curiosity or personal concern.
B. Open only the profile because you are not reviewing detailed notes.
C. Ask a coworker to check the record on your behalf.
D. Open the record but avoid making any changes.

18. True or False: It is acceptable to let a coworker temporarily use your account to enter a quick note as long as you are sitting right next to them and trust them.

A. True
B. False

19. You need to ask HMIS for help with a client record. Which approach is appropriate?

A. Send the client’s full name and date of birth in an unencrypted email so the record is easy to find.
B. Send a full-screen screenshot without checking what other information is visible.
C. Use the client’s Unique Identifier, and use the Clarity Envelope or encrypted email if sensitive information must be shared.
D. Put the client’s name in the email subject line and leave identifying information out of the message.

20. You think client information may have been sent to the wrong person. What should you do?

A. Wait until you can confirm the recipient opened it.
B. Report it promptly to the HMIS team, providing what you know through an appropriate secure method.
C. Delete your sent message and assume the concern is resolved.
D. Wait until the next scheduled review to mention it.

EXPERIENCING HOMELESSNESS? DIAL 2-1-1 OR VISIT 211KANSAS.ORG FOR HELP.

2026-2027 WINTER SHELTER AND SERVICE PLANS: CLICK HERE.