PATH “Projects for Assistance in Transition from Homelessness” Workflow June,

Agenda Review of Definitions and Key Workflow Components Data Entry Workflow Preview of Services and Referrals 2

Two Program Types Street Outreach and Services Only! Which Program do I enter my Data Into? If place not meant for habitation - would go under Street Outreach. If ES, doubled up, or at risk of becoming homeless, etc. would be Services Only. 3

Two Program Types Extremely Important !!! You MUST Enter Data As “EDA” into the Proper program that the client is being entered into. 4

How to think about PATH Entry, Engagement, Enrollment and Exit in the HMIS Work begins with client on first Date of Contact. First Contact is recorded in the Entry Assessment Client is engaged in PATH when they agree to services. A Date of Engagement is recorded in an Interim Review. An Exit from PATH should be recorded when the client leaves or completes the program. Entry into PATH Additional Points of Contact Recorded Date of Engagement Recorded Exit from PATH Additional client contacts are made and recorded in Interim Reviews. Client is Enrolled when they have been determined to be PATH eligible. Date of Enrollment Recorded PATH Funded Services and Referrals Provided 5

Data Collection Stages Collection Phase: Outreach – Contacts Date Location – Minimum data that provider can identify client with 6

Data Collection Stages Collection Phase: Engagement/Enrollment – Housing Status – Name – SSN – Veteran Status – Date of Birth – Date of Engagement – Mental Health Problem – Substance Abuse – Maximum UDEs where possible – Referrals/Services 7

Data Collection Stages Collection Phase: Engagement/Enrollment – PATH Status/Enrollment – Full UDEs – PATH Specific Data Income and Sources Non-Cash Benefits Health Insurance Disabilities – Referrals/Services 8

Data Collection Stages Data Collection Phase: Exit – Reason for Leaving – Destination – Housing Status – Income and Sources – Non-Cash Benefits – Health Insurance – Disabilities – Connection with SOAR 9

Contact – Definition & Data Entry Process  Contacts: A contact is defined as an interaction between a worker and a client designed to engage the client. Contacts may include activities such as a conversation between the street outreach worker and the client about the client’s well-being or needs, an office visit to discuss their housing plan, or a referral to another community service.  A contact must be recorded using the outreach subassessment anytime a client is met, including when an engagement date or project entry date is recorded on the same day.  Record Date of Contact, Location.  The date of the first Contact is the same as the Entry date 10

Contact – Definition & Data Entry Process If the client was contacted on the date of engagement, a contact must also be entered for that date using the Outreach subassessment. – If the client was contacted on the date that PATH Status was determined (enrolled or not enrolled), a contact must also be entered for that date using the Outreach subassessment. 11

Engagement – Definition & Data Entry Process An Engagement Date is the date on which an interactive client relationship results in a deliberate client assessment or beginning of a case plan. The date of engagement should be entered into HMIS at the point that the client has been engaged by the outreach worker. This date may be on or after the project entry date and must be prior to project exit. If the client exits without becoming engaged, the engagement date should be left blank. If the client was contacted on the date of engagement, a contact must also be entered for that date. 12

Enrollment A PATH Enrollment occurs at the point when a client has been determined PATH eligible and has formally consented to participate in services provided by the PATH project. The date of enrollment may be on or after the project Entry date and on or after the Date of Engagement. A worker should enroll a client in PATH if the following has occurred: – The worker determined the client to be PATH eligible (homeless or at immanent risk of homelessness and seriously mentally ill (SMI)). – The worker recorded at least one contact with the client which could be the contact at project Entry – The worker has established a Date of Engagement with the client which is on or after the date of project Entry. – The worker has determined eligibility and the client has agreed to PATH enrollment. 13

Enrollment & Date of PATH Status Determination If the client has been determined eligible and consented to participate in services provided by the PATH project, then the ‘Client Became Enrolled in PATH’ data element is answered yes, and the appropriate Enrollment Date should be recorded. – If the client was contacted on the date that PATH Status was determined, a contact must also be entered for that date. If a client is not enrolled in PATH, then the ‘Client Became in Enrolled in PATH’ data element is answered no, and the date of the non-enrollment and reason should be recorded in the corresponding fields. An exit from the program should then be added for that same date. 14

HMIS Workflow Review Note: Anytime the Term “New Contact” is mentioned, It is referring to clicking the ADD button on the Outreach Sub Assessment either on Entry or Interim Assessment. 15

Add Entry Exit - Review 16 Entry / Exits are the core of ServicePoint. The Program, Entry Date and Exit Date define the clients relationship to programs, services, and all the other actions which ServicePoint lets us record. Until the client has the dates of Entry / Exits recorded you can consider the Client “On Hold”. Just waiting to be connected but not there yet. For PATH, the entry date will be the date you first have contact with a client. Exit dates are added when the client is no longer in the program.

Enter a client into a program Choose household members Choose the Type (PATH), confirm The Entry Date is correct, and then Press Save and Continue If entering as part of a household check household members 17

Recording Outreach Contacts 18 Start Date, End Date and Date of contact will be the Same date. The First contact will equal the client entry date! Must Click ADD to ADD your first Outreach Contact Add date and time of contact Add location (Place not meant for habitation, residential service setting, non-residential service setting

Recording Outreach Contacts 19 Date of Engagement, Enrolled in PATH and Date can be added at entry. IF NOT, They Must be updated through the Interim Assessment on the Entry Exit Tab.

Add Interim Review 20

Add Interim Review 21

Add Interim Review Type = Update Review Date = Date of Outreach 22

Add Interim Review Click ADD to create a new contact date, When appropriate, update the date of engagement, and Client became enrolled Y/N and the qualifying date. If No to became enrolled, you must add a reason. This is the new contact that was add through interim assessment 23

Using Interim Reviews to Add new Contact, Engagement Date and PATH Status Information Interim Reviews should also be used to add an Engagement Date and PATH Status Determination information (regardless of enrollment or non-enrollment). Interim Review type should = update and Review Date should correspond to Engagement Date or PATH Status Determination Date 24

Interim Reviews Interim Reviews should continue to be used to add a new contact or record any updates to a client record, such as changes to income, benefits, insurance, and disability information. 25

Recording Services - Review 26

Recording Services - Review 27

Recording Services Prior to Enrollment (non PATH Funded) Do Not add Path Funded Service type for Services prior to Path Enrollment 28

Adding Services After Enrollment (PATH Funded) After the client has been Enrolled, you NEED to Select Both Service Type and Path Funded Service Provided for Path Service to be reported. 29

Adding Services After Enrollment (PATH Funded) 30

Creating Referrals - Review PATH reporting requires that clients receiving assisted referrals be enrolled in PATH (4.16 A Referrals Provided – PATH). 31

Creating Referrals - Review 32

Creating Referrals - Review 33

Creating Referrals - Review Be sure to check the box indicating the Referral Type 34

Exiting Clients from PATH in HMIS Clients who are no longer receiving PATH services or outreach should be exited in the system (60 days without service or contact would apply here) If a client is not enrolled for any reason, once PATH Status Determination information is recorded, an exit from the program should be added to the client record 35

Resources HMIS Help Desk: HUD Exchange: HMIS Data Standards: PATH Program HMIS Manual: program-hmis-manual/ program-hmis-manual/ 36