Project Homeless Connect by NnCm1h

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									                                   Project Homeless Connect
                                 MSHMIS Data Entry Workflow
                                    Effective December 2010

I.   Introduction

    These instructions intend to assist HMIS System Administrators with support to Agency
Administrators and Users who use ServicePointtm to input Project Homeless Connect data. The
guidance that follows uses terms that will be understood by administrators who are trained in
managing the various functions of Service Point. The following steps are for stand-alone Project
Homeless Connect events where HMIS is being used to generate an aggregate data profile of attendees
and services provided.

     If the Project Homeless Connect event is occurring in conjunction with a community-wide
Point-In-Time (PIT) Count, the PHC event should be viewed as one of the PIT community data
collection sites. For combined PHC/PIT events, the PIT assessment and PIT service transaction code
is completed (either in the CoC Project Homeless Connect or CoC PIT bin) for all PHC attendees who
are literally homeless by HUD’s criteria:
     The PIT Service Transaction code (Grants Research Collections: TJ-4500.8300-270) should be
         added to Service Quicklist of the PHC provider pages, along with the service transaction codes
         for all of the PHC event services.
     For each literally homeless person (attending the PHC event) who is not sheltered or housed by
         an HMIS participating provider, the PIT Service Transaction code above should be logged in
         the PHC attendee’s HMIS record being entered.
For convenience, a portion of the Recording PIT in HMIS workflow document appears at the end of
the sections below to assist data collection and entry for combined PHC/PIT Count efforts. Please
contact the Michigan Coalition Against Homelessness (MCAH) if you have questions about the steps
covered in this narrative!

II. Set-up the PHC Provider Bin and Configure Provider Pages

     A. Add a level three PHC provider bin to your CoC “tree” using the standard method for creating
        a “child” provider. Use the adopted MSHMIS naming convention to label the provider bin
        (i.e., Project Homeless Connect - CoC Name).

     B. Complete the Provider Details section with the appropriate information.

     C. Complete the HUD Standards Section as follows:
          1) Enter the CoC code for your area
          2) Select “Homeless Outreach” for the Program Type Code
          3) Select “Non-residential: services only” for the Site Type
          4) Select “Non applicable: non-residential program” for Housing Type
          5) Enter the Geo Code for your area
          6) Enter the Grantee ID number if applicable
          7) Leave the Method for Tracking Residential Program Occupancy on “select”



     D. Under System Configuration, complete the following sections as the diagrams below
        illustrate and Save Changes after each section is finished . . .

                                                   1
1. Provider Settings:

Uses ServicePoint™?
                              Yes      No


Is this provider a Call
Center?                       Yes      No


Show Referrals Tab in
ClientPoint?                  Yes      No


Show Services Tab in
ClientPoint?                  Yes      No


     a. Publish the PHC Standard Assessment to the provider you just created. REMEMBER TO
        HOLD DOWN THE CONTROL KEY BEFORE CLICKING THE NAME OF YOUR NEW
        PROVIDER FROM THE EDIT LIST IN ASSESSMENT ADMINISTRATION. FAILURE TO
        DO THIS WILL REMOVE ACCESS TO THE ASSESSMENT BY ALL PROVIDERS TO WHOM
        THE ASSESSMENT IS CURRENTLY PUBLISHED! PLEASE CALL MCAH IF YOU
        NEED HELP WITH THIS STEP.

2. Client Search Configuration:
Display Client
Demographics?                 Yes      No


3. Service Quicklist:
(The services below are samples - add all services that will be provided on-site at the PHC event)
  Service Code                Description
  BH-3700                     Housing Counseling
  FT-3200                     General Legal Aid
  LF-4900.1000                Blood Pressure Screening
  LF-4900.1550                Cholesterol/Triglycerides Tests
  LF-4900.1670                Dental Screening
  LF-4900.1700                Diabetes Screening
  LH-2400                     Health Care Discount Enrollment Programs
  PH-0700                     Benefits Screening
  PH-6900                     Resource Fairs



4. Multiple Service Configuration:
Service Transactions Fields
Permit Date Changes on
Each Transaction              Yes      No
Display Provider Specific
Service                       Yes      No
Display Cost and Source
Fields                        Yes      No

Display Unit Fields
                              Yes      No

Display Outcome Fields
                              Yes      No
Pre-Populate Services from the Quick List




                                                       2
Display a Transaction Row
for Every Service in the
                                      Yes    No
Provider Quick List
Display the "Set All"
Options                               Yes    No
Default Settings

# of Services Default             1

Populated End Date with
Start Date                            Yes    No
Retain Provider Setting
after Provider is Changed             Yes    No


5. Provider Default Restrictions and Exceptions:
Static Items (Partial list appears below - make sure the “Client” and all other assessments are
“Closed” so the HMIS record cannot be seen outside of the PHC program bin)

Action Step
                                                                                      Open      Closed

Case Note
                                                                                      Open      Closed

Caseworker
                                                                                      Open      Closed

Client
                                                                                      Open      Closed

FileAttach
                                                                                      Open      Closed

Goal
                                                                                      Open      Closed

Infraction
                                                                                      Open      Closed

Need
                                                                                      Open      Closed


6. Assessment Administration: (Partial View – suggest making the PHC Standard Assessment the
default assessment and the only one visible)
                                                                           Show On          Show On      Show
 Order                  Name                       Visible       Default
                                                                           Profile          Entry        On Exit

   1                    Additional Profile
                        Information
   3                    Blank

   41                   PHC Standard

    42                  HPRP Screening Interview




 7. Household Data Sharing Assessment Administration
 Name                           Visible Show On Profile Show Household Add        Show On Entry Show On Exit

 Household Data Sharing



8. HPRP Configuration:

       Display Financial Assistance Type question when adding services

       Display Housing relocation and stabilization service question when adding services


                                                             3
      Automatically populate the Service End Date with the current date when adding services


 III. Create a Client Profile (or use existing HMIS record)

        A. For attendees who have no HMIS record: Create a new client profile, taking care to
           accurately enter the client’s first name, last name, date of birth and gender. These data items
           are used to create an algorithm that de-duplicates client counts in reports.

        B. For attendees (singles and households) who have an existing HMIS record: For singles,
           select the client record from the search results and ensure there is a proper match with the
           existing record. For households, select the record for the Head of Household.

 IV. Create Household (if applicable); Complete PHC Standard Assessment

Client - Connected, Jane R. (#445667)
Release of Info: None



 Households Overview - Click to Collapse

                                                             Date           Date         Head of        Monthly
     Type                          Count    Relationship
                                                             Entered        Removed      Household      Income
     Female Single Parent       H 2
        Connected, Jane R.                  Self             08/25/2009                  Yes
        Connected, Jenny                    Daughter         08/25/2009                  No



  Assessment List
                                                                                                  (Backdate Mode)
PHC Standard                 PHC Standard Assessment                                           Return to Live Mode
HPRP Screening Interview
Household Data Sharing

                             Assessment Date            08/25/2009   12      :   01            AM

                             PROJECT HOMELESS CONNECT DATA ENTRY STEPS:
                             Complete Assessment for All PHC Attendees
                             Who Have No Existing HMIS Record



                             STEP ONE
                             Create Household If Applicable
                             STEP TWO

                             Go Into Back-Date Mode; Use Date of PHC Event
                             STEP THREE

                             Complete Assess. for All Household Members Present
                             STEP FOUR
                             Enter PHC Event Service Transaction Code:

                             "Resource Fair" (PH-6900)


                                                        4
STEP FIVE
If PHC Event is Part of PIT Count, Add Service

Transaction Code: "Grants Research Collections"
(TJ-4500.8300-270)
STEP SIX

Enter Service Transactions For All PHC Services
Client (& household members if present) Received
Location                         Community Pavilion
                                                                 HG
Is Client Homeless?              Yes
                                                      HG
Housing Status                   Literally Homeless (HUD)
                                                                                                H
                             G
How long have you                Tw o to 30 days
been homeless (this                                          HG
episode)
Count Location                   Unsheltered
                                                      HG
Where Did Client Stay            In Vehicle (On Street)
Last Night?                                                           HG
Gender                           Female
                                                      HG
Date of Birth                    09/12/1975
                                              (mm/dd/yyyy) H G
Date of Birth Type               Full DOB Reported (HUD)
                                                                                      HG
Is Client 18 or Older?           Yes
                                                      HG
Primary Race                     Other Multi-Racial
                                                                                           HG
Ethnicity                        Non-Hispanic/Non-Latino (HUD)
                                                                           HG
Do you have a                    Yes (HUD)
disability of long                                          HG
duration?

 Disabilities
           Disability Type                                 Start Date           End Date
           Chronic Health Condition                        08/25/2009
Showing Rows 1-1 of 1

                                                                  Show Entire List In Window
Is Client Chronically            Yes
Homeless?                                             HG
Domestic violence                No (HUD)
victim/survivor                                             HG
U.S. Military                    Yes (HUD)
Veteran?                                                    HG
Unaccompanied Youth              No
Under Age 18?                                         HG
                                                                               (Backdate Mode)
PHC Standard Assessment                                                     Return to Live Mode


                                  5
    A. For Households (No Existing HMIS Record):
       1) Prior to completing the PHC Standard Assessment, create a household by expanding the
          Household Information link and clicking the button to Start New Household. Select the
          appropriate household type and complete the Head of Household and Relationship to Head
          of Household items. Make sure to set the household Date Entered to agree with the date of
          the PHC event. Click the Start New Household button and then add the members to the
          household who were present at the PHC event.
       2) Click the Assessments tab and select the PHC Standard assessment if it doesn’t appear on
          the resulting screen.
       3) Go into backdate mode using the data of the PHC event.
       4) Complete the assessment for the Head of Household with the information from the data
          collection form if it is legible and reasonably complete. Do not enter data from forms that
          are missing the first name, last name, gender or year of birth. If a community elects to
          accept anonymous forms, then the anonymous client record option should be used in Client
          Point.
       5) Click the Assessment tab and open the Household Data Sharing Assessment. Check the
          names of all household members who were present at the PHC event to share the common
          data items that appear. Deselect the items that do not apply to all members.
       6) Click the name of a household member from the Household Information window at the top
          of the screen and complete the remaining PHC assessment items after the screen refreshes
          and the household member record appears. Save changes. Repeat this step for each
          member in the household.

    B. For Single Unaccompanied Persons (No Existing HMIS Record): Go into backdate mode
       using the date of the PHC event and enter the information from the data collection form that
       is legible and reasonably complete. Do not enter data from forms that are missing the first
       name, last name, gender or year of birth. If a community elects to accept anonymous forms,
       then the anonymous client record option should be used in Client Point when creating the
       client profile. It is important to note that using the anonymous client record option may not
       allow an accurate unduplicated count of records entered for the event.

    C. For Attendees (Singles and Households) with Existing HMIS Records:
       Click the Assessments tab and select the PHC Standard assessment if it doesn’t appear on the
       resulting screen. Go into Backdate mode, using the date of the PHC event, and complete all
       assessment items that did not populate from routine data entry. For households, complete the
       PHC Standard assessment for all household members who attended the event.

V. Enter Service Transactions

                            Service Transactions                                Activities


Client - Connected, Jane R. (#445667)
Release of Info: None

 Households Overview - Click to Collapse

                                                        Date      Date        Head of        Monthly
     Type                          Count Relationship
                                                        Entered   Removed     Household      Income
     Female Single Parent       H 2


                                                   6
        Connected, Jane R.              Self                    08/25/2009                   Yes
        Connected, Jenny                Daughter                08/25/2009                   No


Service Transactions - Needs

Add Services

Display Options
                                               -Select-
                             Select Dates                             Start Date:              End Date:
                                                          showing 1-3 of 3 (<<First <Prev | Next> Last>>)
                                                                                                   Amount of
     Need Date Provider Creating                              Need Type          Need Status
                                                                                                   Need
                  Example CoC Project Homeless                Benefits           Service
     08/25/2009
                  Connect                                     Screening          Completed
                  Example CoC Project Homeless                                   Service
     08/25/2009                                               Dental Screening
                  Connect                                                        Completed
                  Example CoC Project Homeless                                   Service
     08/25/2009                                               Resource Fairs
                  Connect                                                        Completed
                                                          showing 1-3 of 3 (<<First <Prev | Next> Last>>)



   A. Click the Service Transactions tab and click the Multiple Services button in the “Add Services”
      section of the screen. For households, click the names of all household members who were
      present at the event to include them in the service transaction.
   B. Select the “Resource Fairs” item from the Service drop-down list. Make sure this service item
      is set for all PHC event attendees. This code is used to calculate the count of attendees at the
      event.
   C. Set the Start Date of the service to correspond with the date of the PHC event. The service End
      Date will automatically change to agree with the start date if the Provider Page (Multiple
      Service Configuration) settings are consistent with the instructions above. If it does not
      change, set the End Date to agree with the Start Date (date of PHC event).
   D. For Status, select “Service Completed.” For Outcome, select “Fully Met.”
   E. Then click the Add Another button to log each additional service the attendee (and household
      members if applicable) received during the PHC event.
   F. Repeat the steps above for each PHC attendee record. Make sure to add the Resource Fairs
      item and all of the other services that were received based on the services that were checked,
      circled or highlighted on the back of the PHC data collection form. When all services are
      logged, click the Save and Exit button.

VI. Run Reports
   A. Access the Advanced Reporting Tool and run the “PHC Report” that appears in the Project
      Homeless Connect folder under the main Michigan_live_folder. This report will give a
      demographic profile and unduplicated count of attendees at the PHC event.

   B. Click the Reports menu item in Service Point and select the Client Served report from the
      resulting screen. In the report window make sure your community’s Project Homeless Connect
      program name appears in the Provider Field and click the radio button next to This Provider
      ONLY. Make sure the Services Provided box is checked and click the radio button next to
      Clients in a Household on the Grouping line. Enter Start and End dates in the Served Date
      Range boxes to encompass the date of the PHC event. The end date should be far enough after
      the date of the PHC event to accommodate data entry activity that may have been done without

                                                          7
going into Back Date mode. This safeguard will ensure an accurate, full count. Run the report
without selecting any Service Codes and the full spectrum of services along with an
unduplicated client count will be produced in the report results.




                                          8
                     DETAILED HMIS (PIT) CONFIGURATION
                                    AND
                             DATA ENTRY STEPS

I.    Configure the Provider Page (Please Note: Level 3 Provider Pages have been set-up and
      configured for CoC community PIT Counts. The steps below are for HMIS participating
      providers to set the AIRS Taxonomy code needed to capture their PIT count of active
      clients).
     1. Go to the provider page for each agency in your provider tree where client data exist
         (typically level 4 and below) and navigate to the “Service Quicklist” section (System
         Configurations > Service Settings).

     2. Click the “Add Service” button in the “Service Quicklist” section and the Service Code
        Lookup window will appear.

     3. In the Service Code Lookup window, make sure that “AIRS Taxonomy” appears for
        Code Set, “Term” appears for Search, and the “Containing” button is clicked at the top of
        the window. Select those items if they don’t appear by default. Then type “Grants
        Research Collections” in the Search field and click the “Search” button.

     4. The term “Grants Research Collections” and the code “TJ-4500.8300-270” should appear
        in the search results on the left side of the Service Code Lookup window.

     5. Click the “Select” link to the left of the search results and the term/code will appear on
        the right side of the Service Code Lookup window. Then click “Submit” at the bottom of
        the Service Code Lookup window. The items “TJ-4500.8300-270” and “Grants Research
        Collections” should appear in the “Service Quicklist” section of your provider page after
        it refreshes.

     6. Scroll to the top or bottom of the provider page and click “Save Changes”

     7. Repeat the steps above for all provider pages in your organizational tree where data
        reside.

II. Complete the Point-In-Time Count Assessment
    1. For Category 1 and 5 programs, prepare a list of active clients (as of the date of the PIT
       Count) that contains the ServicePoint Client ID numbers for each program in your
       organizational tree.

     2. For Category 2, 3, 4 or 6 data entry, create a client profile in ClientPoint for each
        homeless person being added to HMIS if the person does not pre-exist in ServicePoint.
        Write down the Client ID (client record number) for each profile created.

     3. In ClientPoint, type in the Client IDs (one by one), then click the “Search This ID”
        button.




                                                 1
   4. When the case record appears, click the grey “Assessments” tab below the green
      ClientPoint tab, then select the Point In Time Count Assessment for your community
      from the green assessment list on the left side of the screen.

          i.      When the Point-In-Time (PIT) Count Assessment appears, most of the
                  questions should auto fill if routine data entry has been completed. If there is
                  missing information on the PIT assessment:
                     Close the Point In Time Count Assessment
                     Click the Entry/Exit button then click the pencil next to the current
                        program entry
                     Complete the missing data items and save changes
                     In a Services-Only workflow, complete the missing data items in the
                        routine assessment(s) used and save changes
                     After the missing routine data entry items are completed, repeat step 4
                        then proceed to step 5.

   5. Navigate back to the PIT assessment through the grey assessment tab and check to see
      that all the assessment fields are completed. Answer any optional questions that your
      community may have created. Use Back Date mode (yellow assessment header) if the
      PIT assessment is being completed on a day after the official PIT Count date – enter the
      date of the PIT Count in the Assessment Date field and click the “Back Date” button.

   6. Repeat the above steps for all active clients in your agency’s caseload.


III. Enter a Service Transaction for Each Active Client
     A. SkanPoint Steps (short-cut method without creating a client list)

          1. Click on the SkanPoint module and make sure the appropriate provider name
             appears in the “Provider” field at the top of the main SkanPoint screen (“Choose
             Need Service”) section).

          2. Click the down-arrow just above the “Service” text box and select “Grants
             Research Collections”

          3. Enter the Service Start Date and Service End Date as the date of the PIT Count
             Make sure the time of the End Date is equal to or later than the time of the Start
             Date).

          4. Click the “Start Scan” button and the “Scan ID Card” screen will appear.

          5. Enter the first Service Point Client ID number in the “Scan Code” field and then
             click the “Scan Bar Code” button at the bottom left of this screen (or just hit the
             “Enter” key). After the screen refreshes, the name of the client whose client ID
             you entered will appear in the “Persons Entered” box.

          6. Repeat Step 5 above for each active client in your agency’s caseload.

          7. After all active Client ID numbers are entered, click the “Exit” button on the
             bottom right of the (Scan Client Bar Code) screen. A need and corresponding
             service transaction will be added for all of the clients entered and you are done!
                                                2
B. SkanPoint Steps Using a Client List

      1. Click on the SkanPoint module and make sure the appropriate provider name
         appears in the “Provider” field at the top of the main SkanPoint screen (Choose
         Need Service section).

      2. Scroll to the Manage Clients in Client List section midway down; in the “Enter
         List Name” field type a name like: “Point-In-Time Count - (date of the PIT
         Count).” Make sure the right provider appears in the “Choose Provider” field.
         Then click the “Create Client List” button and the screen will refresh.

      3. Enter Client ID numbers one at a time (or use the “Look up” link to enter a client
         name) in the appropriate field at the bottom of the screen that appears; then click
         the “Add New Client to List” button.

      4. Click the “Exit” button after all active clients (as of the PIT Count date) are
         entered on the list.

      5. In the Choose Need Service section (top of window), click the down-arrow just
         above the “Service” text box where “Select Need from Quicklist” appears and
         select “Grants Research Collections”

      6. Enter the Service Start Date and Service End Date as the date of the PIT Count.
         Make sure the time of the End Date is equal to or later than the time of the Start
         Date.

      7. Click the “Choose Clients from Client List” button and select the “Point In Time
         Count” list you created in step (B) 2 above from the screen that appears.

      8. If the list was created in advance of the Point in Time Count date, uncheck the
         box next to any client who appears on the list but is not an active client as of the
         date of the PIT Count.

      9. Click the “Enter Service for Clients” button and you are done!

C. Entering an individual Service Transaction on a case by case basis (suggested only
   for programs with very small caseloads).

      1. In Client Point, go to the grey Service Transactions tab while the case record is
         open.

      2. Make sure the appropriate provider name appears in the “Provider” field at the top
         of the main screen.

      3. Click the “Add Need/Service” button and enter the date of the PIT Count in the
         “Date Set” field.

      4. Click the down-arrow next to the field below “Need/Diagnosis” where “Select
         Need from Quicklist” appears and select “Grants Research Collection”
                                            3
          i. If “Grants Research Collection” is not present in the drop-down list, click
             the blue look-up link and follow steps 3 -5 in Section I, above (Setup the
             Provider Page(s).

  5. Scroll down to the Service section of the window and enter the date of the PIT
     Count in the “Start Date” and “End Date” fields. Make sure the time of the End
     Date is equal to or later than the time of the Start Date.

  6. Click the down-arrow to the right of “Select Service from Quicklist” and select
     “Grants Research Collection,” or click the “Same as Need” link.

  7. Scroll down to “Status and Outcome” near the bottom of the window.

  8. For the “Status” field, select “Closed.”

  9. For the “Outcome” field select “Fully Met.”

  10. Click “Save Changes” at the bottom right of the screen and you are done!


Please contact the HMIS team at MCAH (517-485-6536) if you have
                    questions or need assistance.




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