Coordinated Access & Assessment Data Entry for HMIS

Transcription

1 Coordinated Access & Assessment Data Entry for HMIS Version 1.3 Calgary Homeless Foundation HMIS Team 2/7/2014

2 Contents HMIS Data Entry Workflow Coordinated Access & Assessment... 2 How to confirm if your client will pull into the Placement Committee report this week:... 4 Checking the status of your client in the CAA program... 7 Opening padlocks Coordinated Access and Assessment... 9 Padlock Checklist Referrals in HMIS Coordinated Access and Assessment Accepting and checking-in referrals for CAA in HMIS FAQ Related to the CAA HMIS Process

3 HMIS Data Entry Workflow Coordinated Access & Assessment 1 Client pre-screen qualifies them for SPDAT Intake Full Singles SPDAT score is below 30 client is not entered into HMIS Full F-SPDAT score is below 27 client is not entered into HMIS 2 FOIP Verbal Notification discussion Client signs written CAA ROI 3 Client is added to ServicePoint Door agencies: Remember to Enter Data As CAA 4 Complete client profile tab: Client Record, Client demographics, Universal Data Elements 5 Complete ROI tab (ROI Signed Statement from Client, Witness = CAA, expiration is for 3 years) Scan and upload CAA ROI to ROI in HMIS 6 Complete a Program Entry for client under the Entry/Exit tab Add name and contact info of person who completed SPDAT in Case Manager 7 Complete SPDAT or F-SPDAT Intake under the assessments tab Be thorough with comments in the case of others reading this at Placement Committee 8 Be sure to indicate: Has client been placed in housing program = No (this will pull client INTO weekly reporting) 2

4 No action required in ServicePoint until client has been placed If there are events which may change the SPDAT score between initial SPDAT and housing placement, update SPDAT score as needed. 9 Upon placement in Housing program - those at Placement Committee will return to SPDAT assessment and answer "YES" to "Has client been placed in housing program?" This answer must be changed to YES or client will still pull into weekly reporting If client does not agree with placement: Ensure Has client been placed in housing program? answer is NO in order to pull back into reporting pool Client is back in reporting pool If client agrees with placement, Placement Committee team will: Open padlocks to new program (see padlocks screen shots) Referral to program is completed in Service Transactions > Referrals Ensure Check to notify ServicePoint providers by is selected Open padlock on the Need for housing/shelter Program exit from CAA once the client is officially accepted into program or committee determines client is to be exited 3

5 How to confirm if your client will pull into the Placement Committee report this week: If you have completed the data entry for your client correctly, your client will pull into the ReportWriter report used for Placement Committee no problem! To double-check this, use the following steps: 1) While under Enter Data As for Coordinated Access & Assessment, navigate to the Reports module in ServicePoint: 2) Open ReportWriter 4

6 3) Navigate to the S section 4) Locate the report which is applicable to the client(s) you are trying to confirm will be pulled into Placement Committee reports. See screen shot below (next page) and contact hmis@calgaryhomeless.com 5

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8 Checking the status of your client in the CAA program Option 1: Search the client by name or client ID# in ServicePoint and look in the case plans section. This is where the notes are recorded at each placement committee. Option 2: Use a report in ReportWriter to view all the client notes from the placement committee that day (this is useful if you are looking for the status of multiple clients at once). Family Placement Committee Notes are in the F section Youth Placement Committee Notes are in the Y section Mid-Acuity Placement Committee Notes are in the M section High Acuity Placement Committee Notes are in the H section 7

9 For example, High Acuity Placement Committee notes: Please check with your placement committee representative for any clarification regarding notes or contact Placement Committee chairs (Natalie, Cathy or Tim). 8

10 Opening padlocks Coordinated Access and Assessment Clients are encouraged to share their information on HMIS with all participating housing agencies in order to improve the CAA program and service delivery for the client. However for those clients who do not wish to share their HMIS information with all agencies listed on the Coordinated Access & Assessment FOIP Release of Information (ROI) Form; please always refer to the signed ROI form for which specific information the client has agreed to share. Until the Master Padlock is completed by our programmers there are 7+ padlocks which need to be opened manually in order for client information to be shared with the new housing program. Please contact the HMIS team at if you would like assistance with opening padlocks. 1) Client name padlock this is at the top of the client profile in Client Point A small window will pop-up 9

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12 You will need to work your way through the padlocks as needed to share all information with the other program as needed this includes client name, client demographics, universal data elements, households, Entry/Exit tab etc.. 2) Client demographics padlock To add the visibility group: - Select padlock - ALWAYS Select Future and Historical Answers - Select Add visibility group - A search bar will populate search for the agencies as applicable - Select the appropriate visibility group with the Green + symbol 11

13 3) Universal Data Elements padlock 4) Households padlocks the Master Padlock or individual padlock for Client Name and Demographics of the Household members should be opened to the new program (if family). Select other household members by name and in their Client Profile section open padlocks as necessary. 5) Program Entry padlock 12

14 6) CAA Warm Transfer Plan goals padlock 13

15 7) SPDAT Assessment padlock (singles or family) 8) Client contact information padlock 14

16 9) Once the client is placed in order to complete the referral on HMIS, the Need for Housing/Shelter needs to be unlocked for the applicable agency the client is referred to. In the Service Transactions section: 10) Client notes padlock (if used) 15

17 Padlock Checklist Client Name and Number padlock (primary padlock at the top right of profile) Client Demographics Universal Data Elements File Attachments ROI Households tab - The name and demographics of all other household members should be opened as well ROI tab padlock on the attachment if not already opened Entry/Exit tab padlock (via pencil on Entry Date) Case Managers tab (if completed) Case Plans tab (notes which are necessary for receiving agency to view) Client contact information CAA SPDAT Assessment (F-SPDAT or Singles SPDAT) After referral complete padlock for the Need is opened 16

18 Referrals in HMIS Coordinated Access and Assessment The Coordinated Access and Assessment program is required to use the Referrals section in HMIS. Once a client has been placed in a housing program at placement committee, the Placement Committee team is responsible for completing the transfer of the HMIS profile to the new program (this includes completing the referral in HMIS and opening all applicable padlocks). How-to complete an HMIS referral 17

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20 **Remember to open the padlock on the Need for Housing/Shelter 19

21 Accepting and checking-in referrals for CAA in HMIS 1. After login to HMIS, open the ShelterPoint module 2. Select Check in Referral. All Outstanding Referrals are located at the bottom section of ShelterPoint and any clients who have been referred to your program and had their padlocks opened properly will listed 3. If you want to take a look at the client in more detail before officially accepting them select the client ID# and name. This will exit you from ShelterPoint and take you to the client profile. 20

22 4. To accept the referral, select the Green + symbol next to the client 5. To check the client in ensure the Date In is accurate and Assign Unit. Save & Exit. 6. Client is now reflected in the capacity of your program 21

23 FAQ Related to the CAA HMIS Process Q1. What if the client didn t work out for our program? (client is missing, client is not eligible etc.) A1. Edit the referral to cancel it! A2. Select the reason why the referral was canceled (this list will be edited as needed!) 22

24 **Please remember to inform the Placement Committee or the representative of your program at Placement Committee that the referral was cancelled and that the client was not placed. Use the Case Notes section in HMIS if you d like to record the specifics surrounding the referral cancellation, however this is not mandatory. Q2. We already have this client in HMIS already, why is there another profile for them and what can we do about it? A2. There are many clients who already have profiles from previous involvement with a program, shelter stays etc. in your HMIS program for your agency. Coordinated Access & Assessment is a separate and distinct program in HMIS in order to protect client rights and privacy. If there are multiple profiles for the same client in your HMIS program, please hmis@calgaryhomeless.com and the HMIS team will merge the profiles together leaving 1 full profile and all visibility/privacy features in place. Q3. Where can I find a list of outstanding clients referred to my program? (those not checked into ShelterPoint) A3. The quickest way to locate outstanding referrals in ServicePoint is at the bottom of the ShelterPoint list. Another way is using the Reports section and the Outstanding Referrals report. 23

25 All outstanding referrals are listed in the report Q4. The Client didn t work out with our program but wants to be reconsidered at Placement Committee again do I need to do anything in HMIS? A4. If the Client has been given a Program Exit from CAA they will need a new Program Entry into CAA, the SPDAT to be updated as necessary and the SPDAT question has client been placed in housing program? changed back to NO. This will allow the client to once again pull into weekly reporting. Q5. The Client is MIA so we ve exited them from our program. Do I need to do anything in regards to CAA in HMIS? A5. No, the Client needs to reappear and re-engage with the CAA program in some way (come to Scorce, inquire with a door agency etc.) in order to go back into the weekly reporting process. If the Client is continuously MIA in the community, they should be removed from the weekly reporting lists. 24