What is the Intake Status?

Your client is added to the CAS Queue when they are enrolled in Coordinated Entry. After they are enrolled, a CAS Admin must review their record and determine if they are ready for referral or if additional work is needed before the client can be referred. The client’s status in this process is tracked by the Intake Status on the CAS Queue. You can review your client’s status on the Queue at any time by viewing the CAS Queue. For information and actions needed for each status, see below.

Pending

Your client is enrolled in CAS and on the CAS Queue (HPL). Their record is pending because a CAS Admin needs to review it for completeness before they can be referred. No actions are needed from you at this time.

Incomplete Documentation

Your client’s record is missing something necessary for referral. It could be any or multiple of the following depending on program type of the program the client is being matched to.

Rapid Re-housing (RRH)

• Documentation of Homelessness
  • Action: Upload DOH or be sure the HMIS record of Bed Nights or Current Living Situation is accurate and updated.
• Client ID
  • Action: Be sure to upload an ID. Some apartments don’t take paper IDs, so you may need to assist the client in obtaining a state-issued ID.
• Completed VI-SPDAT
  • Action: Record a VI-SPDAT for the client inside HMIS.

Permanent Supportive Housing (PSH)

• Universal Data Assessment
  • Action: Edit the CAS Entry Workflow and be sure all questions are answered completely and accurately.
• Client ID
  • Action: Be sure to upload an ID. Some apartments don’t take paper IDs, so you may need to assist the client in obtaining a state-issued ID.
• Documentation of Homelessness (at least 12 months)
  • Action: Upload DOH or be sure the HMIS record of Bed Nights or Current Living Situation is accurate and updated.
• Verification of Disability
  • Action: Upload VOD in the form of Dr.’s letter or SSI awards letter.
• Completed VI-SPDAT
  • Action: Record a VI-SPDAT for the client inside HMIS.

Pending Second Review

Case Managers can assign this status to a client using the Case Manager Review to communicate to the CAS Admin that the requested actions from the Incomplete Documentation step above have been completed and that the client is ready or another status review.

Approved

Your client is ready for referral. No other actions are needed for now. You will receive an email notification from ClientTrack when the client is referred. When you receive information about referral or eligibility decisions, notify your client within 24 hours and perform a warm handoff with their housing case manager.

90 Days No Contact

Your client has not had a document uploaded to CAS Document Check within the last 90 days and is considered inactive. For clients who are inactive for no more than 180 days, upload documentation of homelessness via CAS Document Check to move them to active status.

After 180 days, the client will be removed from the CAS Queue and will need to be re-enrolled in CAS with a new CE Project Start Date, which will affect their prioritization status if the current community policy is prioritizing on entry date.