WHY WOULD THE TOTAL NUMBER OF CLIENTS REFLECTED ON THE CLIENT INFORMATION REPORT NOT BE EQUAL TO THE NUMBER OF CLIENTS SERVED (DIRECT SERVICE SUBTOTAL) ON THE DIRECT CLIENT SERVICE REPORT?

A It is possible that a client that has an On- or Off-Site Shelter or Transitional Housing service for the period, but no documented direct services, such as counseling or advocacy. To identify such clients, run a ManagementClient Detail Information Report with the Service Name box checked. Scroll down and look for a client ID number with only one service contact that is a Shelter or Transitional Housing service. These are clients that probably should have additional service contacts entered under their record, as most clients in shelter are also receiving some direct services. The following are common sources of these error types:

• Did you document any infants in shelter that never had a direct client service documented? Remember that time spent doing an intake on an infant should be entered under the child’s ID number as Individual Children’s Counseling. If you documented the client as being in shelter and no other service was provided, the client would be counted in the Client Information Report as being served, but would not be counted in the Direct Client Service report subtotal for receiving services. Run the Exception Report > Open and Lengthy Shelter Entries. This may help identify clients that left shelter and never updated with a Shelter End Date.
• Were any On- or Off-Site Shelter records entered by mistake? If you entered On- or Off-Site Shelter for a client not currently receiving services, then they would be counted as receiving shelter but have no other direct client services for the period.