Caseworker Guide: Editing Intakes

This guide explains how to edit existing client intake forms to update information as circumstances change.

When to Edit an Intake

Edit an intake when:

  • ✅ Client information has changed (address, phone, income, etc.)
  • ✅ Household composition has changed
  • ✅ Housing situation has changed
  • ✅ New documents need to be added
  • ✅ Errors need to be corrected
  • ✅ Additional information becomes available

Accessing the Edit Feature

Step 1: Navigate to Client Profile

  1. Go to Clients in the main menu
  2. Find and click on the client whose intake you want to edit
  3. This opens the client's detailed profile

Step 2: View Intake Information

  1. On the client profile, navigate to the Intake section
  2. You'll see the current intake information displayed
  3. Review what needs to be updated

Step 3: Start Editing

  1. Look for the "Edit Intake" button (usually in the header)
  2. Click the button
  3. You'll be taken to the edit form

Editing Process

The Edit Form

The edit form is similar to the original intake form, with:

  • All current information pre-filled
  • Same multi-step structure
  • Ability to modify any field
  • Save and cancel options

What You Can Edit

You can update:

Personal Information

  • Name, date of birth, contact information
  • Demographics (gender, race/ethnicity)
  • Preferred name and pronouns

Household Information

  • Household name and size
  • Household composition
  • Current address and location

Income & Employment

  • Employment status
  • Income amounts and sources
  • Income verification

Housing Situation

  • Current housing status
  • Homelessness duration
  • Eviction history
  • Housing needs

Immediate Needs

  • Add or remove need categories
  • Update priority needs

Documents

  • Upload new documents
  • Remove outdated documents
  • Update document types

What Happens When You Edit

When you save changes:

  1. Vulnerability Score Recalculated - The system automatically recalculates the vulnerability score based on updated information
  2. Priority Level Updated - Priority level may change based on new score
  3. Both Records Updated - Both household and head-of-household client records are updated
  4. History Preserved - Previous versions may be tracked (depending on system configuration)

Step-by-Step Editing

Step 1: Review Current Information

Before editing:

  • Review all current intake data
  • Identify what needs to change
  • Gather any new information needed
  • Prepare updated documents if applicable

Step 2: Make Changes

  1. Navigate through the form sections
  2. Update fields that have changed
  3. Add new information where needed
  4. Remove outdated information
  5. Upload new documents if required

Step 3: Review Changes

Before saving:

  • Double-check all modifications
  • Ensure new information is accurate
  • Verify document uploads
  • Confirm all required fields are complete

Step 4: Save Changes

  1. Click "Save Changes" or "Update Intake"
  2. System processes the update
  3. You'll see confirmation of the update
  4. New vulnerability score and priority are displayed

Understanding Updated Scores

After editing, the system shows:

  • New Vulnerability Score - Updated 0-100 score
  • New Priority Level - Updated priority (Urgent/High/Medium/Low)
  • Score Changes - What factors changed the score

Why Scores Change

Scores may increase if:

  • Housing situation worsens
  • New vulnerabilities identified
  • Income decreases
  • Household composition changes (e.g., children added)

Scores may decrease if:

  • Housing situation improves
  • Income increases
  • Support network strengthens
  • Vulnerabilities resolved

Permissions

Who Can Edit

  • Caseworkers - Can edit households in their organization
  • Org Admins - Can edit households in their organization
  • Staff - Can edit all households
  • Admins - Can edit all households

What You Can't Edit

Some information may be restricted:

  • System-generated fields (IDs, timestamps)
  • Historical data (depending on configuration)
  • Fields locked by other processes

Best Practices

Before Editing

  1. Verify Information - Confirm changes with client when possible
  2. Gather Documents - Have updated documents ready
  3. Check Permissions - Ensure you have edit access
  4. Review Impact - Understand how changes affect scoring

While Editing

  1. Be Thorough - Update all relevant sections
  2. Be Accurate - Double-check all new information
  3. Document Changes - Add notes explaining significant changes
  4. Save Regularly - Don't lose work if possible

After Editing

  1. Review New Score - Understand why it changed
  2. Update Case Notes - Document the reason for changes
  3. Notify Client - Inform client of updates if appropriate
  4. Check Priority - Adjust follow-up schedule if priority changed

Common Editing Scenarios

Address Change

  1. Update current address in housing section
  2. Update contact information if needed
  3. Verify service area eligibility
  4. Save changes

Income Change

  1. Update income amounts
  2. Update income sources
  3. Upload new income verification documents
  4. Save - score may change based on new income

Household Composition Change

  1. Update household size
  2. Add or remove household members
  3. Update composition details (children, elderly, disabled)
  4. Save - score may change significantly

Housing Status Change

  1. Update current housing situation
  2. Update homelessness duration if applicable
  3. Update housing needs
  4. Save - this often significantly impacts score

Troubleshooting

Can't Find Edit Button

  • Check your permissions
  • Verify you're viewing the correct client
  • Contact administrator if needed

Changes Not Saving

  • Check for required fields
  • Verify all data is valid
  • Try refreshing and editing again
  • Contact support if issue persists

Score Seems Wrong

  • Review what factors changed
  • Check calculation logic
  • Verify all information is correct
  • Contact supervisor if concerned

Related Guides

Questions About Editing? Contact your supervisor or system administrator for assistance.