To update bed and unit inventory, what is the required process?

• A. Email the HMIS Team with no counts
• B. Visit the HMIS Team in person only
• C. Notify the HMIS Team of the counts and use the Google form to update inventory
• D. Inventory updates are done automatically.

Answer: (C)

Updating bed and unit inventory relies on a clear, documented workflow that captures the exact counts and records who reported them. The best approach is to notify the HMIS Team of the counts and use the Google form to update the inventory. Notifying the team ensures someone is aware there is updated data to process, while using the standardized form ensures data is entered consistently, with the required fields (location, bed or unit type, count, date, and a timestamp). This creates an auditable trail and helps maintain data integrity, making sure the live inventory reflects accurate, timely information. The form acts as the official data entry point into HMIS, reducing errors from free-form updates and enabling validation before the inventory is updated.

Emails without counts leave no usable data for updating the system. Visiting in person alone is not scalable or timely for ongoing updates and may miss entries. Updates that happen automatically aren’t part of this workflow, so relying on a standardized form plus proper notification is the reliable method to keep records accurate and traceable.