Learn how to manually enter all required information for a client receiving 1-1 Counseling, from application to outcome tracking and resolution.

Each 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.

Step One: Create the Service File and Enter Application Info 

1. Click the dropdown next to the "Services" tab, and click “New.” 

   NOTE: If a client has already received Group Education from your organization and has a “Group Education Only” Service File, there is no need to create another Service File for counseling. Simply update the Record Type to 1-1 Counseling to preserve the record of their attendance, and add counseling fields. 

   

    
2. Use the Applicant Info Tab on the Service File to enter the Primary Applicant Contact and Household Member Record, Co-Applicant Contact and Household Member Record, Income, Assets, and Debts. 
   • Detailed instructions for Manually Entering an Applicant can be found here.

3. To calculate the Percent of AMI for the household, associate the Service File to the correct AMI record using the “AMI” field under Qualifying Information 
   • Learn more about Calculating Percent of AMI in HomeKeeper in our knowledge article here.

4. Click the “Enter HUD Fields” button to fill out all HUD-required fields on the Service File

Step Two: Create the Counseling/Education Record 

1. Click the “Quick 1-1 Counseling” button to create the Counseling/Education (C/E) record for the 1-1 Counseling Case

2. Fill out all required details on the C/E record, including: 
   1. Intake Date
   2. Purpose of Visit 
   3. Counselor
   4. HUD 9902 Income Level 
   5. Session Start Rural Area Status

3. Click "Save" 

Step Three: Update the 1-1 Counseling/Education Record 

1. Navigate to the newly created Counseling/Education record for 1-1 Counseling. From the Service File → Click “Related” → Scroll down to Counseling/Education → Click into the “Counseling Number” for 1-1 Counseling

2. Enter Credit Score and Credit Score Source OR Missing Credit Score Reason. 
3. Fill out all HUD-required fields listed under the “HUD Counseling Missing C/E Fields Needed” field.

4. Add Log Items for any Intake or Counseling Sessions held with the client. Be sure to check “Count in Session Duration” if this meeting is reportable to HUD. 

5. Check “Report to HUD” to include in your 9902

Step Four: Maintain Your Counseling Records 

Once you've created your 1-1 Counseling Records, you will need to maintain them over time as your clients' situations change. See the links below for guidance on completing additional counseling tasks to keep your cases up to date. 

1. Create Additional Log Items as you meet with the client
2. Add Outcomes
3. Update Financials and Create Desired Financial Checkpoints
4. Register for Group Sessions
5. Close the Counseling Case