Record a Counseling Session and Meeting Notes
Table of Contents
In HomeKeeper, each one-on-one counseling session will be recorded as a Log Item on the Counseling/Education record. So, each client receiving 1-1 counseling should have one Service File, one Counseling/Education record (for each type of counseling received), and at least one Log Item.
A one-on-one counseling client will have multiple related records, which make up their complete “file.” Below is a visual “map” showing the relationship between all of the records in their file, including the Log Items where individual Counseling Sessions and notes will be recorded.
CAUTION: This article describes how to add a 1-1 Counseling Session and Meeting Notes to a client that has already been entered into HomeKeeper. For instructions on how to add a client, see the article “Enter a New One-on-One Counseling Client.”
Step One: Navigate to the Counseling/Education Record for their One-on-One Counseling
The Counseling/Education record is related to the Service File of the Client receiving Counseling.
- Navigate to the client's Service File, then click on the Related tab.
- Scroll down to the Counseling/Education related list, and select the counseling record that corresponds with the “Purpose of Visit” of the session held.
EXAMPLE: If the client has been receiving Pre-Purchase Counseling and has come in for another session on that topic, click on the Counseling/Education record with that Purpose of Visit.
If they came in for a different topic, and there is no Counseling/Education record with that Purpose of Visit, add another Counseling/Education record using the New 1-1 Counseling button.
Step Two: Create a Log Item and Enter Session Details
- Click the “Add Log Item” button in the upper-right-hand corner of the Counseling/Education record.
- Add the Date, Time, Type, and Duration in Minutes of the session you're adding. The Agency Contact and Service File should be pre-filled when using the Add Log Items action button.
- Check off “Count in Session Duration” if this is a HUD-reportable counseling session and you would like it included in the Counseling Session Duration on the Counseling/Education record and in your report to HUD.
- Finally, add your meeting notes under the Notes section. This is a “rich text" field, meaning that you can add images, links, and formatting. Many agencies choose to add Budgets, Action Plans, and follow-up items in the “Notes” field on Log Item records.
- Click “Save”
Review and Update the Counseling/Education Record
Update Outcomes
Remember to update “Outcomes” for any outcomes or milestones achieved since your last counseling session!
You can either click “Update 1-1 Outcomes” or scroll down to the Outcomes section to check off applicable outcomes.
See Updates to the Counseling Stats Section
This section helps you track the activity for each client. For example:
- Days Since Last Logged Item = This field is intended to help you track how long it's been since you met with a client in order to follow up, and close out inactive cases.
- Counseling Session Duration = Shows you the total amount of time spent with this client in reportable sessions, for grant reporting, as well as tracking counselor workload.
- Start Date of Most Recent Log Item = If you were to close the file, this would be automatically logged as the “Session End Date,” which determines if it's eligible for HUD reporting in the current Fiscal Year.
Click “View/Print Log Items” for a Printable Summary of all Logged Sessions
