Close a Counseling Case
How to completely close out a 1-1 Counseling/Education record
Table of Contents
After reading this, you will be able to choose the appropriate "Status" to close a counseling case from the Counseling/Education record. You will also learn when it is appropriate to close a case, open a new case for the same client, and when to re-open a case.
NOTE: A CLOSED Counseling/Education record is included in HUD reporting when:
- The "Report to HUD?" box is checked
- The Session End Date falls within the reporting period: October 1 - September 30 of the Current Fiscal Year
All counseling cases with an “Open” status will be reported as long as “Report to HUD” is checked.
WARNING: Be sure to double-check the “Days Since Last Logged Item” field before every reporting period to see if a counseling case needs to be closed so your total counseling cases match each quarter.
For Example, if you have a counseling case marked “Open” but hasn't had a logged item in the current fiscal year, and it is reported in Q1 but closed before Q2 reporting with no items logged, that case would be reported in Q1 but not Q2, so you would have to re-report Q1 to get your totals to match.
Step 1: Navigate to the Counseling/Education Record for the Client and the Counseling Case to be Closed
- Navigate to the Service File by using the Global Search bar at the top of your screen
- In the Service File, click into the ‘Related’ tab and scroll down to the related Counseling/Education records. Click on the appropriate 1-1 Counseling record.
Step 2: Review the Counseling/Education Record for Completeness
Review HUD Required Information
- Complete your final review of the record to make sure all relevant details are entered. Scroll down to view the "HUD Helper" fields in the HUD Information section. These fields detail missing HUD-required information.
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Find the missing Fields indicated by the HUD Helper fields
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Check the HUD Helper fields - they should now show ‘No Corrections Needed’
Double-Check Log Items to Ensure all Counseling Sessions were Captured
NOTE: Log Items are included in HUD or program reporting if the Count in Session Duration field is checked. By default, Count in Session Duration is checked to add up the minutes spent on counseling, over time, in the related Counseling/Education field “Counseling Session Duration.”
- Click the ‘Related’ tab of the Counseling/Education record to review the Log Items.
- Enter any missing interactions as a new Log Item by clicking Add Log Item.
Update Final Outcomes
- To update the Outcomes for a 1-1 Counseling record, click the Update 1-1 Outcomes button in the upper right-hand corner of the Counseling/Education record, or scroll down to the “Outcomes” section.
- In the screen that pops up, check any boxes that apply to this Counseling Case.
- Hover over the help icons to the right of each field to see their definitions.
- When you're done, click the Save button to finalize your updates.
Step 3: Update Status to “Closed” and Enter Session End Date
- Update the “Status” field to the relevant closed value. The “Open/Closed” field will automatically update on Save.
Once you've completed your data entry, click Save at the bottom of the page to finalize. You've now succesfully closed this 1-1 Counseling record!
NOTE: If you'd like to change the “Status” values, you can add and Map Custom 1-1 Counseling Statuses for 9902 Reporting using this article.
When to Create a New Case vs Reopening a New Case
Reopen a Case
1-1 Counseling records can be reopened by changing the Status back to an Open value.
If you've closed a record for an existing client and they return to receive the same type of service (Purpose of Visit) within the same fiscal year that the original was closed, you would need to REOPEN the Counseling/Education record by updating the status back to an open value.
WARNING: Submitting two Counseling/Education records within a Fiscal Year for the same client, with the same Purpose of Visit, will cause an error in your 9902! The system will mark these as duplicates. This is why you need to reopen the existing Counseling/Education record for these cases.
Create a New Case
If you've closed a record for a client and they return for additional services, create a new record if:
- They are receiving a different type of service or “Purpose of Visit”
- It's been over a year since they last received counseling (for the same Purpose of Visit)