ClientPoint Data Entry Workflow for Outreach ServicePoint 5 1

Symbols used on ServicePoint screens 2

Before entering data, determine which Provider (i.e. Agency/Program) you are creating/updating ServicePoint data for. Check to see if your default Provider needs to be changed.(Affects data visibility!) Recommended Best Practice: Where appropriate, data should be input at the Program (or sub-Program) Provider level, generally defined as the direct- service Providers’ level (not at the management level). 3

Select the Provider that this info will be attributed to by clicking on “Enter Data As” From the resulting pop-up window, search and/or select from the list of Providers that appears. REMINDER: If you do NOT see an “Enter Data As” link on your dashboard, you only have permission to enter data for one program. 4

Next, determine whether the data you are about to enter requires the use of Back Date mode. Enter the date of knowledge attainment and click on “Set Back Date” Recommended Best Practice: Data should be entered (i.e. Date- and Time- Stamped) as of the time it was originally gathered; NOT when the ServicePoint User is entering the data in ServicePoint. If so, click the “Back Date” link. 5

Access ClientPoint (“The filing cabinet”) Search for the Client’s existing record(s) via Name, or ServicePoint Client ID#. REMINDER: If you’re working with a Family (or Household), begin by searching for the designated Head-of-Household family member first. 6

If the Client has an existing Client Profile, click the Pencil/Edit icon to open the Client’s Profile. If the Client does NOT have an existing Client Profile, click the “Add New Client” button to create a new Profile. 7

Client Information Tab REMINDER: If you wish to quickly search for and locate/open this Client Profile again at a later date, make note of the Client’s assigned Profile ID Number. REMINDER: If you anticipate needing to frequently access this Client Profile, click the Yellow Star icon to add this Client Profile to your “Favorites” list (located at the top of your left-side Navigation Panel). REMINDER: This ID# is auto-generated by ServicePoint for each new Client Profile that is created. The LOCK icon (located to the right of the Client Profile ID #) indicates the search-ability of this Client by other Providers. 8

Click the “Add New Client Information” button to display two pop-up windows. Select the appropriate option and proceed. Choose the “Ok” or “Add Client ONLY” button. Enter Individual 9

You may see a “Back Date Mode” pop-up window. If you are inputting historical data, select your historical date and then click the “Set New Back Date” button; otherwise, click the “Use Current System Date” button to input information that will be date and time-stamped as of today’s date. Client Information 10

Click the “Add ROI” button to add the Release of information 11 Currently not used for Outreach

Complete the Release of information 12

Scroll down and fill out the Outreach Assessments, then click on “Save” 13

14 Complete all assessment questions. Click “Add” to add the Outreach and Disabilities subassessments (shown on the next two pages)

15 Outreach Subassessment

16 Disabilities Subassessment

Click on the “Add Entry/Exit” and fill in questions 17

18 Be sure that Type is set to “HUD”. Enter Individual Verify that the Entry Date information is correct, then click “Save & Continue”.

Complete the Entry Screen and Save if your Agency has additional assessments to complete. Otherwise, click Save and Exit. 19

Complete your additional assessment, if your agency has one, by clicking on the assessment name. Otherwise, fill out Service Transactions. 20

Click on the Service Transactions tab 21

Select the “Add Need” dashlet 22

Fill out “ Need” 23

ClientPoint – Entering a Family for Outreach 24

Search for your Client(s) via the Name(s), Alias, SSN, or Client ID Number field(s). Client Profile Search / Creation 25

Matching Client Records will be listed under the “Client Results” section (at the bottom of the page). If a matching record exists, click the pencil/edit icon to the left of the Client’s Name, otherwise click the “Add New Client…” button to create a new Client Profile. Client Profile Search / Creation 26

Upon clicking the “Add New Client…” button, you’ll see one of these two pop-up windows. Select the appropriate option & proceed. Household Creation (optional configuration) 27

Select the Household Type, then proceed to search for additional household members. If the additional household member does not already exist in the database, add him/her. You may encounter this warning pop-up window. Household Creation (optional configuration) 28

Clients added to the household will appear under the “Selected Clients” section at the bottom of the “Add New Household” pop-up window. Click the “Continue” button once all household members have been added to the group. Household Creation (optional configuration) 29

Previous Household Members can be viewed by clicking the black arrow/triangle icon to expand the page section. Initial Household Data Capture (optional configuration) Answer the “Head of Household”, “Relationship”, and “Joined” questions at the top of the Household Info pop-up window, and click the SAVE button. 30

If assessment questions appear, work from the top of the page down to the bottom & click the SAVE button. Green checkmarks will appear next to each household member’s name as their assessment questions are answered & saved. When complete, click the SAVE & EXIT button at the top/bottom of the pop-up window. Initial Household Data Capture (optional configuration) 31

You may see a “Back Date Mode” pop-up window appear. If you are inputting historical data, select your historical date and then click the “Set New Back Date” button; otherwise, click the “Use Current System Date” button to input information that will be date & time-stamped as of today’s date. Client Information 32

ROI ROI may trigger data sharing and visibility settings. If ROI is on, be sure you enter Release Granted = Yes! Ask your System Administrator II if the ROI is required in ServicePoint® for your implementation! Check off all household members that apply! 33

Entry Exit Enter a client into a program. Often referred to as intake, enrollment, participation, etc… A window will pop up: Follow the page from top to bottom! Answer all required fields*** Type = Funding or program type

Entry Exit Assessment Questions Answer all questions on the Entry Assessment. These fields are important for reporting status at Entry. If your provider has multiple assessments set to view on Entry, choose the appropriate Assessments in the Select an Assessment window and answer all questions on each assessment. Follow the screen from top to bottom. 35

If assessment questions appear, work from the top of the page down to the bottom and click the SAVE button. Green checkmarks will appear next to each household member’s name as their assessment questions are answered and saved. When complete, click the SAVE & EXIT button at the bottom of the window. Entry Exit 5 - Assessment Questions for ALL HOUSEHOLD MEMEBERS Follow the screen from top to bottom for each household member. 36

Case Manager Enter staff and contact information for client support system! Select from a provider list of ServicePoint users or Set me as Case Manager 37

Case Plans Create Goals, Action Steps and Case Notes to assist clients in planning self sufficiency and track outcomes! ! Classification and Type are conditional lists that can be customized! Send Follow Up “ticklers” to a ServicePoint User Home Page! 38

More on Case Plans After Saving, the Case Plans window will expand The Add Service will take you out of case plans into Service Transactions. See the Service Transactions for details. 39

Assessments Assessments are sets or groupings of questions. Select an assessment from the list and enter the data elements required by your provider! Each provider can have a different set of assessments available. Note: You may be responsible for more than one. Choose the appropriate assessment from the pick-list 40

ServiceTransactions Tab Use the Dashboard to quickly add needs, services or referrals or to view the client’s historical records. 41

In ServicePoint, Clients must have Needs diagnosed in order for the end user to add services or referrals to the record. The Need is based on the Taxonomy Code Set used by your implementation. The most common code set is the AIRS Taxonomy NeedServiceReferral 42

AIRS Taxonomy Each Provider should have a Quick List created of the most common needs/ services requested by their clients. 43

Add Need Select the Need from the quick list or use the Look Up to find a term that best describes the need. Check Household Members if applicable! 44

Service Transaction Workflow Window An action window will appear to assist the user with the next data entry step in the process. 45

Add Service Adding a Service to the record indicates that the provider selected is providing the specified service to the client and household (if members are selected). Use “Live” Date and Time Stamps! 46

Service Costs, Follow Up and Outcomes Enter organizations costs for providing the service using Funding Sources. Create follow up “tickler” to users. Enter Status and Outcomes. 47

Add Referral ServicePoint® can providers Service referral notices. Complete the Need(s) Assignment by Adding Terms from the quick list or Service Code Look-Up. 48

Search for Providers to send the Referral(s) Once the Needs have been selected, a search will automatically begin. You can select providers from the list, or refine the search criteria. Click the + to select the provider as a “refer to” provider. Matched Needs counts the number of needs this provider can provide to the client based on the need selection criteria. 49

Referred – To Provider Once the Providers have been selected, the user can “Notify” ServicePoint® Providers by . Notify Primary Contact by . 50

Service Transactions Tab Layout Review Historical Transactions! Navigate Back to Dashboard 51

Skip the long form! Add services quickly by automatically diagnosing the Need to be the same as the service. Use the dashboard to save time. 52

Skip the long form! Add multiple services quickly by automatically diagnosing the Need to be the same as the service. 53

In order to enter the exit information for the clients; select the pencil next to the Exit Date. Note: DO NOT select ADD ENTRY/EXIT as this will add a new entry to the client. Once the pencil next to Exit Date has been selected, the page will display the Exit Data for the clients. 54 Exit Client

Select the checkbox located at the top of the display next to the Client ID and Household Type. This will select all household members. Once you have selected to include all Household Members then finish completing the Edit Exit Data as follows: Exit Date: The date that the client left the program Reason for Leaving: Select the Reason that the client is leaving the program Destination: Select the appropriate destination where the client is going after leaving your program Select Save & Continue. A new window will pop up. 55

Once the exit data has been completed, the Entry/Exit Data page will refresh and you can verify the Entry and Exit information. Scroll down on this screen (see next screen) to view all the data. 56 Exit Client

Once all the data is accurate, press the Save & Exit button. 57 Exit Client

58 PC Hardware Password Protection PC Hardware Secure Physical Location PC Screen not Viewable by Casual Bystanders NO Stored Passwords Security

User has a question User contacts the Agency Administrator Agency Administrator researches issue using training materials and NH- HMIS website NH-HMIS Team researches unresolved issue Agency Administrator opens a Support Ticket to be used to track issue NH-HMIS Team researches & contacts Bowman Systems for unresolved issues NH-HMIS Team tests potential strategies for change NH-HMIS Team reviews unresolved issues as part of routine Performance Improvement Process Agency Administrator documents issues as part of their internal routine NH-HMIS Team documents issue in Ticket System and updates training materials if needed NH-HMIS Team brings change to NH-HMIS Advisory Council for approval and updates Policies if needed NH-HMIS Support Paradigm 59

60 To open a new HMIS Ticket 1. Open Internet Explorer 2. In the Browser address bar enter: Login Id = hmisagencies 4. Password = Support2010 If you have problems accessing the system, please contact the HMIS Help Desk at: