1. HMIS Mark For Delete Training 211 Orange County1

2. Agenda This training is scheduled for 2 hours Training –Terminology –Navigation –Searching for a Client –Deleting a Client’s Program Enrollment Canceling Deletion of a Client’s Program Enrollment –Reactivating a Client’s Program Enrollment –Deleting a Client’s Record Canceling Deletion of a Client’s Record Test 211 Orange County2 OCHMIS.org

3. Goals and Objectives Understand the rules for using the Mark for Delete page Be able to: –Program Enrollments Delete (”Mark” for deletion) Un-delete (“Cancel”) Reactivate (“Make Active”) –Client Records Delete (fake) clients Un-delete (“Cancel”) Understand terminology: –Client Record vs Program Enrollment –Deleting a client record vs Merging Duplicate client records –Deleting a program enrollment vs Exiting a client –Deleting a client record vs Removing clients from a Household 211 Orange County3 OCHMIS.org

4. Mark For Delete Access In order to be granted access to the Mark for Delete page, an HMIS user must: –Have an existing HMIS account in good standing –Complete the Mark for Delete training –Successfully pass the Mark for Delete assessment at the end of class (56 questions: At least 48 answered correctly) 211 Orange County4 OCHMIS.org

5. Terminology Client Record –Information about a client (Demographics: name, DOB, SSN, race, etc) 211 Orange County5 OCHMIS.org

6. Terminology Program Enrollment –Information gathered to enter the client into a program (program entry questions) 211 Orange County6 OCHMIS.org

7. Client Record vs Program Enrollment 211 Orange County7 Client Record Program Enrollment OCHMIS.org

8. Terminology Program Enrollment –Information gathered to enter the client into a program (program entry questions) Active Program Enrollment –Client is currently enrolled in a program Exited (Inactive) Program Enrollment –Client was enrolled in a program and exited the program in HMIS (client is no longer active in the program) Deleted Program Enrollment –The program enrollment no longer exists in HMIS 211 Orange County8 OCHMIS.org

9. Navigation: Mark for Delete Page There are 3 panes on the Mark For Deletion page: Search Client Record Program Enrollment (see page panes on next 2 slides) 211 Orange County9 OCHMIS.org

10. 211 Orange County10 Search pane Client Record pane Program Enrollment pane

11. 211 Orange County11 Existing Client Records Existing Program Enrollments Client Records Marked for Deletion Program Enrollments Marked for Deletion

12. Navigation - Searching Client record and program enrollments appearing on the left (green box) are visible in HMIS. Client record and program enrollments appearing on the right (red box) are no longer visible in HMIS. 211 Orange County12 OCHMIS.org

13. Navigation - Searching How to Search: 1.Enter any of the following and then click the Search button –First name –Last Name –Client ID –Identifier –Household 2.Client records matching the criteria appear in the middle pane 3.Program Enrollments for selected client record appear in the bottom pane (if any exist) (see animated demo on next slide) 211 Orange County13 OCHMIS.org

14. 211 Orange County14 Note that this client record has no program enrollments. Note that this client record does have program enrollments. Now you try searching

15. Deleting a Program Enrollment A program enrollment should be deleted if: –the client was incorrectly enrolled in the program, OR –duplicate enrollments exist for the same program (the enrollment dates overlap) 211 Orange County15 Client IDFirst NameLast NameProgramProgram EntryProgram Exit 1234567BettySmithJan's TH1/25/20132/28/2013 1234567BettySmithJan's TH1/26/20132/28/2013 OCHMIS.org

16. Deleting a Program Enrollment When an enrollment is deleted, all data associated with that enrollment, like services, case notes, and milestones, will be deleted. 211 Orange County16 Client Record Program Enrollment No record will be kept in HMIS of that enrollment ever existing. OCHMIS.org

17. Terminology: Deleting vs Exiting a Program Enrollment Deleting a program enrollment is not the same as exiting a program enrollment. –Deleting means the enrollment is gone; No enrollment exists, as if the client never entered the program –Exiting means the client left the program and in HMIS there is a record of the program entry and program exit 211 Orange County17 OCHMIS.org

18. Terminology: Deleting a Program Enrollment versus Removing a Client From a Household Deleting a program enrollment is not the same as removing a client from a household. –Deleting means the enrollment is gone; No program enrollment exists, as if the client never entered the program –Removing a client from a household means the client is still enrolled, exited, etc. but will not show up as a member of the household. The client will be an unaccompanied individual (in most cases). 211 Orange County18 OCHMIS.org

19. Pop Quiz #1 What is a Program Enrollment? 211 Orange County19 OCHMIS.org

20. Deleting a Program Enrollment You should never delete (or un-delete/cancel) another agency’s enrollments for any reason. 211 Orange County20 Discussion: Is it okay to delete a client’s enrollment at another agency if they tell you they were never enrolled in that program? Is it okay to cancel a client’s deleted enrollment at another agency if they tell you they were enrolled in that program? No OCHMIS.org

21. Steps to Delete a Program Enrollment The Program Enrollment is found in the bottom container. –To delete a program enrollment Highlight the Enrollment (on left side); Click Mark to delete Enter a Reason for deletion (Record will now appear on the right side) –To undo the action (cancel removal) Highlight the Enrollment (on right side); Click on Cancel (Record will now reappear on the left side) (See demos on next 2 slides) 211 Orange County21 OCHMIS.org

22. Steps to Delete a Program Enrollment Steps: 1.Highlight the Enrollment (on left side) 2.Click “Mark” to delete 3.Choose a Reason for deletion and click “Mark” Enrollment has now been marked for deletion and will appear on the right side. Enrollment will no longer exist in HMIS. 211 Orange County22 Now you try OCHMIS.org

23. Un-Deleting a Program Enrollment If a client’s program enrollment is deleted in error, it can be canceled (un-deleted) on the Mark for Delete page. 211 Orange County23 OCHMIS.org

24. Steps to Un-Delete a Program Enrollment Steps: 1.Highlight the Enrollment (on right side) 2.Click on “Cancel “ Enrollment has been un-deleted and will now reappear on the left side Enrollment will now be visible in HMIS 211 Orange County24 Now you try OCHMIS.org

25. Terminology Reactivating a Program Enrollment –Exited Program Enrollment = Inactive Program Enrollment –Only exited program enrollments can be reactivated –Reactivating a Program Enrollment means: the client has been un-exited from the program the client’s enrollment in the program is active again you will need to exit the client from the program again (after desired changes have been made) 211 Orange County25 OCHMIS.org

26. Reactivating a Program Enrollment Discussion: What is an inactive program enrollment? A: Client was enrolled in a program and exited the program (in HMIS) NOTE: Changes cannot be made to inactive program enrollments. Once the client has exited the program, the program enrollment is inactive and no longer editable. 211 Orange County26 OCHMIS.org

27. Reactivating a Program Enrollment Discussion: When would you need to reactivate a program enrollment? Reactivate a program enrollment if: you need to add or correct data for the enrollment (services, case notes, update snapshots, etc.) the enrollment was exited by mistake, or the exit date for the enrollment is incorrect 211 Orange County27 OCHMIS.org

28. Reactivating a Program Enrollment When a program enrollment is reactivated, the exit date for the enrollment is deleted, and the client is active in the program. If you check the “Keep Current Exit Date” box, it will retain the program exit date for when you re- exit the client. 211 Orange County28 Exit Date: 7/1/2013 OCHMIS.org

29. Reactivating a Program Enrollment Exit dates cannot be retrieved after the enrollment is reactivated (and then re- exited) if the “Keep Current Exit Date” box is not checked. 211 Orange County29 Exit Date: 7/1/2013 Enrollment now has no exit date OCHMIS.org

30. Reactivating a Program Enrollment When reactivating a program enrollment, the answers to the Program Exit questions are kept (regardless of whether or not the “Keep Current Exit Date” box is checked. This means that when you exit the client again, all of the exit answers are still in HMIS. The “Keep Current Exit Date” ONLY controls whether or not the Exit Date is retained. 211 Orange County30 Exit Date: 7/1/2013 OCHMIS.org

31. Reactivating a Program Enrollment Reactivated enrollments need to be exited after any corrections or additions are made, unless the client was exited by mistake, and is still an active client. Discussion Question: After a program enrollment has been reactivated and corrections have been made, will the system automatically exit the client from the program (exit the program enrollment)? 211 Orange County31 No OCHMIS.org

32. Reactivating a Program Enrollment You should never reactivate another agency’s enrollments for any reason. Discussion: Is it okay to reactivate (un-exit) a client’s enrollment at another agency if the client says they are still enrolled in that program? 211 Orange County32 No OCHMIS.org

33. Pop Quiz #2 What does it mean to re-activate a program enrollment? 211 Orange County33 OCHMIS.org

34. Reactivating a Program Enrollment A client cannot have multiple active enrollments for the same program. Example: Mary went to ABC agency and was enrolled in their transitional housing program as of 5/1/2013. Mary has not exited the program. Discussion: Can the agency enroll her in the transitional housing program again as of 6/1/2013? 211 Orange County34 No OCHMIS.org

35. Reactivating a Program Enrollment Example 2: Mary went to ABC agency and was enrolled in their transitional housing program as of 5/1/2013. Mary has not exited the program. Discussion: Can the agency enroll her in their parenting program as of 6/1/2013? 211 Orange County35 Yes (because it’s a different program) OCHMIS.org

36. Steps to Reactivate a Program Enrollment Highlight the enrollment (on left side); Click Make Active to reactivate (Enrollment will now be active) Note: Checkmark “Keep Current Exit Date” to retain the Program Exit Date. (See next slide for demo) 211 Orange County36 OCHMIS.org

37. Reactivating a Program Enrollment 211 Orange County37 Highlight an enrollment that is not active (the “Active” box is not checked) Checkmark the “Keep Current Exit Date” and click “Make Active” Notice now the “Active” box is checked Now you try OCHMIS.org

38. Reactivating a Program Enrollment for a Family If you need to re-activate the entire family’s program enrollment, you have to reactivate each individual family member not just the Head of Household. NOTE: When re-activating the Head of Household’s program enrollment, it does not mean that you are re-activating the dependents. You will need to re-activate each dependent’s program enrollment. 211 Orange County38 OCHMIS.org

39. Reactivating a Program Enrollment Troubleshooting: What does it mean if you get the following error message when trying to re- activate a program enrollment? 211 Orange County39 It means there is already an active program enrollment for that program so you cannot reactivate the selected enrollment. ← Active Enrollment OCHMIS.org

40. Reactivating a Program Enrollment Troubleshooting: Oops! I didn’t mean to “Make Active” (un-exit) that program enrollment. What do I do now? 211 Orange County40 If the program enrollment and exit were valid, you will need to re-EXIT the program enrollment. If the program enrollment was a mistake, you can “Mark” the record for deletion. OCHMIS.org

41. Deleting a Client Record –Deleting a client record means that the client has been deleted from HMIS completely (not just from your agency) –The only time client records should ever be deleted is if it’s a fake client. 211 Orange County41 xxFake xxJake (you should ONLY delete clients like him from HMIS) OCHMIS.org

42. Deleting a Client Record Clients cannot be deleted unless they do not have any enrollments associated with them. 211 Orange County42 Client Record Program Enrollment OCHMIS.org

43. Merging Client Records –Merging client records means that 2 client records (demographics) are combined into 1 client record –If a client has duplicate records in HMIS, the records should be merged, not deleted. Any clients that need to be merged should be reported to 211 Orange County at helpdesk@ocpartnership.net.helpdesk@ocpartnership.net 211 Orange County43 + OCHMIS.org

44. Terminology 211 Orange County 44 Deleting a Client Record + Merging Client Records Client Record Program Enrollment OCHMIS.org

45. Deleting a Client’s Record The Client’s Record (Demographics) is found in the middle container. 211 Orange County45 Existing Client Records Marked for Deletion OCHMIS.org

46. Deleting a Client’s Record To delete a fake client’s record –Highlight the Client Record (on left side); Click Mark to delete (Client will now appear on the right side) To undo the action (cancel removal) –Highlight the Client Record (on right side); Click on Cancel (Client will now reappear on the left side) 211 Orange County46 (See demos on next 2 slides) OCHMIS.org

47. Steps to Delete a Client Record 211 Orange County47 Now you try it. OCHMIS.org

48. Steps to Un-Delete a Client Record 211 Orange County48 Now you try it. OCHMIS.org

49. POP-QUIZ! What does reactivating a client enrollment mean? –the client has been un-exited from the program –the client’s enrollment in the program is active again –you will need to exit the client from the program again (after desired changes have been made) 211 Orange County49 OCHMIS.org

50. POP-QUIZ! What does deleting a client enrollment mean? –When an enrollment is deleted, all data associated with that enrollment, like services, case notes, and milestones, will be deleted. –It means the client was never enrolled in that program! 211 Orange County50 OCHMIS.org

51. POP-QUIZ! What does deleting a client record mean? –Deleting a client record means that the client has been deleted from HMIS completely (not just from your agency) –The only time client records should ever be deleted is if it’s a fake client. 211 Orange County51 OCHMIS.org

52. POP-QUIZ! After you exit a client from your program, you realize you forgot to enter a case note. What do you do? –Reactivate the enrollment. This means the client is counted as an active participant in the program. What needs to be done after you have entered the case note? –The enrollment needs to be exited. 211 Orange County52 OCHMIS.org

53. POP-QUIZ! When running a report, you notice that there is a fake client listed. What do you do? –Delete the enrollment. This means that all data associated with the enrollment will be deleted, and the client will no longer appear as a participant of that program. 211 Orange County53 OCHMIS.org

54. POP-QUIZ! A client has a duplicate enrollment in your program. Should the client record or the program enrollment be deleted? –The program enrollment is all of the data related to the client’s enrollment in a specific program, including program entry and exit questions, services, case notes, and milestones. 211 Orange County54 OCHMIS.org

55. Questions? Help desk –(714) 288-4007 –HMIS-Helpdesk@211oc.orgHMIS-Helpdesk@211oc.org Website –http://ochmis.org/hmis-help/data-quality- reports/http://ochmis.org/hmis-help/data-quality- reports/ 211 Orange County55 OCHMIS.org

56. Review Take a moment to review your notes and ask questions, as we will be preparing to take the Mark For Delete Test. 211 Orange County56 OCHMIS.org

57. Test 211 Orange County57 15 1 6 3 4 5 8 7 2 9 10 11 12 14 TIME IS UP! 13