Module 3: Admissions & Shelter Operations

The Admissions module is used to manage client stays at a service provider (shelter). HIFIS records the start and end dates of each stay and allows you to assign specific beds.

How to Book In a Client

1. From the Front Desk menu, select Admissions.
2. On the Admissions page (Booked In tab), click the Add Book In button.
3. Type to search for an existing client in the Client Name(s) field. To book in multiple clients under the same record, continue typing additional names.
4. Confirm the start date and time. Change manually if needed.
5. If applicable, enter an expected book out date.
6. Select the Reason for Service — this should reflect the main reason the client is staying.
7. If applicable, select the program funding the stay.
8. If applicable, use the toggle for evacuation assistance, enter Late Pass Time and Wake Up Time, and indicate if the client is intoxicated at book in.
9. If applicable, review and update the client's Housing History records.
10. Add any Comments, then click Next.
11. On the Book In – Bed Selection page: click the client's name (it turns orange), then click the bed icon to assign it (the icon turns green). Repeat for all clients.
12. Click Save.

How to Book In a Family

1. On the Admissions page, click Add Book In.
2. Search for and select any family member in the Client Name(s) field.
3. Click Book In Family — all family members are added automatically. Deselect any that should not be included.
4. Complete the remaining fields (reason for service, dates, program, etc.) and click Next.
5. Assign beds for each family member on the Bed Selection page, then click Save.

How to Add a Reservation

1. On the Admissions page, select the Reservations tab, then click Add Reservation.
2. Search for and select the client(s).
3. Confirm the start date/time, enter an expected book out date, and select the Reason for Service.
4. Click Next, assign a bed on the Bed Selection page, then click Save.

How to Book Out a Client

1. From the Admissions page, locate the client and click the Book Out button.
2. Verify the date and time of departure. Change manually if needed.
3. Select the Reason for Discharge.
4. If applicable, select where the client was referred to.
5. Review and update Housing History records if applicable.
6. Add any Comments, then click the Book Out button.

How to Perform a Block Book Out

1. From the Front Desk menu, select Block Operations.
2. Select Block Book Out as the reason for discharge.
3. Select the box beside your organization name to select all currently booked-in clients, or check individual clients.
4. Click Book Out Selected Clients.

How to Add a Program to a Stay Record

1. From the client's Client Management → Admissions, locate the stay and click Edit.
2. On the Edit Stay page, click Programs, then Add Programs.
3. Select the program and click Add Programs.

The Turn Aways module records when a client is denied service and the reason for the denial. Tracking turn aways provides important data about unmet service needs in the community.

How to Record a Turn Away

1. From the Front Desk menu, select Turn Aways.
2. Click Add Turn Away.
3. Search for and select the client. If applicable, select family members included.
4. Confirm the effective date and time.
5. Enter the number of adults and children being turned away if different from the default.
6. Select the Reason for Turn Away.
7. Select the staff member who turned away the client in the Requested By field.
8. If applicable, select where the client was referred from or to.
9. Add Comments if applicable, then click Save.

How to Record a Turn Away for an Anonymous Client

1. From the Turn Aways page, click Add Anonymous Turn Away.
2. Indicate whether the client is presumed Indigenous (if this feature is enabled).
3. Indicate whether the client has an observable disability (if enabled).
4. Select the age group and gender.
5. Confirm the effective date and time, enter the number of adults and children, and select the Reason for Turn Away.
6. Select the staff member in Requested By, add referral information and comments, then click Save.

The Chores module allows you to assign shelter chores to booked-in clients. The client must be currently booked in to have a chore assigned.

How to Add a Chore to a Client's Stay

1. In the client's record, click Client Management → Chores.
2. Click Add Chore.
3. Select the stay for which the chore is assigned and the type of chore.
4. Confirm the start date and enter an end date if applicable.
5. Enter a description and the expended hours/minutes if applicable.
6. Click Save.

The Storage module records items that the service provider is storing for a client, such as personal belongings or valuables.

How to Add a Storage Item

1. From the Front Desk menu, select Storage.
2. Click Add Storage Item.
3. Search for and select the client.
4. Enter the item name and, if applicable, the storage location.
5. Confirm the start date and enter an end date if applicable.
6. Add any Comments, then click Save.

The Medication Dispensing module is used to dispense medication to multiple booked-in clients at once. It displays all booked-in clients who require medication at a specific time of day (morning, noon, evening, bedtime, or PRN/as needed).

How to Dispense Medication

1. From the Front Desk menu, select Medication Dispensing.
2. Confirm the date.
3. The Dispensed By field defaults to the current user. Change if dispensing on behalf of someone else.
4. Select the time of day the medication was dispensed (morning, noon, evening, bedtime, or PRN).
5. Use the By Client or By Room tabs to view clients needing medication, including their birth date and bed location.
6. Click the client's name to expand their record, then select the checkbox for the correct medication and dispensing time. This automatically saves the dispensing record.

The Waiting List module tracks clients who are waiting for a service from the service provider.

How to Add a Client to a Waiting List

1. From the Front Desk menu, select Waiting Lists.
2. Locate the appropriate waiting list and click Manage Clients.
3. Click Add Client to Waiting List.
4. Search for and select the client.
5. Confirm the start date. Enter an end date if known.
6. Select the priority level, reason, and client status on the waiting list. Confirm the status date.
7. Add Comments if applicable, then click Save.

How to Create a New Waiting List

1. From the Front Desk menu, select Waiting Lists and click Add Waiting List.
2. Enter the name, select the waiting list type, and select applicable service providers.
3. Confirm the start date, add comments if applicable, and click Save.