Minnesota’s Homeless Management Information System (HMIS)

Minnesota’s Homeless Management Information System (HMIS)
Client Point Module – Entry/Exit Data Entry 121

Overview This training is to provide introduction to data entry, update and exit of clients in ServicePoint. For complete instructions, please also view applicable Foundations, Data Entry and Report trainings. Universal and Common Data Elements Overview (Foundations 115) ServicePoint and Advanced Reporting Tool (ART) Reports (Reports 161) Funder Specific Trainings This training is covering unique processes not covered in other trainings.

Materials HMIS Data Entry and Reporting Guide Data Collection Forms
For detailed report instructions along with data entry instructions Data Collection Forms Required data elements by funding source All resources (as well as funder contact information) are posted here

HMIS Data Entry Steps: Steps for all programs: Log on to ServicePoint
Select the EDA provider Search for clients/create new records Go into backdate mode At Entry: Set up a household (if more than 1 person) Complete ROI/security information (only if sharing data) Enter clients into a provider & complete assessments Complete Measurement Enter service transactions Ongoing: Make mid-program updates Exit clients from a program Complete case plans Run reports in ART 4

1. LOGGING ON

Logging On: Internet Browsers
Preferred Browsers Firefox (best for PC) Safari (best for Mac) Internet Explorer (IE) (if you can’t use Firefox or Safari) – note some Advanced Report Tool (ART) limitations Don’t use Chrome if possible

1. Logging On: Website Address
(training site) (live site) Do not use an internet search engine to find the site - type it in. There are ServicePoint sites for other communities that look similar to Minnesota’s HMIS site Once you type the address in the first time, save it as a book mark

1. Logging On: Homepage Top section Left-hand section Center section
Backdate mode; ART Left-hand section ClientPoint (access data entry) and other modules Reports, “Last viewed,” “Favorites,” and Logout Use triangles: to expand, to minimize Center section News: click on a headline to see all details Follow-up list (Goals & Action Items in Case Plans or Services and Referrals in Service Transactions)

1. Logging On: Homepage Last Viewed Favorites
Click on “last viewed” to see a list of clients you have previously viewed in your current session. If you have just logged in, this will be blank. Favorites Clicking on the star next to the client’s name selects them as a favorite. Use “favorites” to quickly access clients whose records you commonly use and would like to access from session to session.

2. Select the EDA Provider

When to use EDA Go into EDA mode to do client entry BEFORE searching for or entering a client into the system All data entry or updates should be done in EDA mode to the clients specific provider. Ask yourself “Which project provider am I doing data entry for”

2: Selecting the Right Provider
Review the provider naming convention. Agency Name or Abbreviation Activity Type CoC(s) of Service Funder* Funding Stream Optional: Funder project name, grantee, HUD # Optional: For agency use; name agency uses to reference provider (building number, location) (HMIS Provider ID) Example: AEOA-HP-SLC-HUD-ESG-St. Louis-Prevention (3675) *NPP indicates provider is non participating <> serves as a placeholder when a required component does not apply

2: Selecting the Right Provider
Review your Agency Provider list Only select providers level 4 or higher for data entry Note the provider ID (use this for selecting the right EDA provider) Do NOT select a provider that says (no data entry) Be sure to check the program type and funding source

How to use EDA Click on the Enter Data As link on the top right corner of ServicePoint Type in the Provider ID number or search the name of the Provider in which the client is enrolled. Do not select a provider that says (no data entry) If you do not select the correct provider or forget to do EDA, your data will not be entered correctly and visibility will be affected. Show in servicepoint.

3. Creating a New Client Record
Search first to see if your client is already in the system Enter name, name data quality, SSN, SSN data quality, and veteran status (18+) Check the list of possible matches If there is a match, click on the green plus sign If there is not a match, click “Add Client With This Information” Confirm backdate and go to Profile Tab to complete remaining demographics For anonymous clients (about 3% of all records): Enter Name data quality and SSN data quality as “refused” Click “Add As Anonymous Client” Confirm backdate and go to Profile Tab to complete demographics

Live demonstration at minnesota.servicept.com/training

4. BACKDATE MODE

4. Backdate Mode All information entered into ServicePoint is attached to a specific date. Backdate mode is used to set the date fields in the system to a date in the past. “Stamps” the data with the Date Effective. Example: Today is April 15th. You are entering forms for a client who started your program on March 29th. Backdating to March 29th tells the system that the information was current as of that date.

4. Backdate Mode When to go into backdate mode?
Use built-in reminder pop-up. Whenever you go to a client’s record, a pop-up reminder will ask if you want to choose a backdate or stay at today’s date. Always ask yourself, “Which date do I need to use?”

4. Backdate Mode The Date Effective you select will usually be one of the following: The client’s program entry/service start date The client’s program exit date The client’s update date; often: Anniversary date Last date of a reporting period

4. Backdate Mode: Date Icons
: “choose date” – brings up calendar “clear date” : “set to current date These icons appear whenever you see a date field (not just in backdate mode)

4. Backdate Mode How do I know if I am in backdate mode?
You will see a yellow bar at the top of the screen. What happens if I forget to backdate? If you forget to backdate when you are doing data entry for a date in the past, information will show up as “missing” when you run your reports. The only way to fix this is to re-enter all of the data in backdate mode using the correct Date Effective. Don’t let this happen to you!

4. Backdate Mode When do I leave backdate mode?
When you are completely finished with the client or household member’s record You need to select a different Date Effective How do I leave backdate mode? Click on the next to the backdate Make sure to check the date and set a new backdate if needed for each new client you enter into the system

4. Backdate Mode Times it is not necessary to be in backdate mode
You are just viewing client data You are entering data on the exact same day the client entered or exited the program You are editing or correcting data in the entry/exit tab You are completing an interim review/follow-up in the entry/exit tab Updates to the sub-assessments. Sub-assessments have a separate “Add” button that opens a pop-up and you can manually type in the date. You are updating client data before the end of the report period. You are completing DHS HTHP and HYA Outcomes Assessment after entry.

SUMMARY TAB

Summary Tab First screen you will see when you enter a client record
Summary page highlights client basics Name and demographics Release of Information Households Entry/exits Services

Summary Tab: Review Record
Review services, entry/exit dates Review household members Check if there is an ROI recorded for this client Enter the VI-SPDAT Assessment If needed Only for select providers Click “Add” to create the assessment

Entry Step 1: CLIENT PROFILE TAB

Entry Step 1: Client Profile Tab
Used for single clients and Head of Household Enter demographic information on this tab: Date of birth Date of birth data quality Gender Race Ethnicity

Entry Step 1: Client Profile Tab: Organization
Client record This is the only place where the Name, SSN/SSN data quality, or Vet status entered when the client record is originally created can be updated. Click on the pencil to access. Client Demographics (system standard field, not used much) Repeats information in the profile. Fields can be updated with the pencil, but it is faster to update in the Universal Profile section below. Universal Profile For entering, updating, or correcting demographics. If correcting data, click the green bar to the left of the data to delete any previous incorrect information.

Entry Step 1: Demographics Pointers
Date of birth is a required field If necessary, enter 01/01/(approximate year of birth) Enter “approximate” or “partial DOB reported” for data quality Name, SSN & DOB data quality Enter “refused” for anonymous clients and clients who refuse to provide a SSN/DOB. Client Doesn’t Know and Client Refused Use only if this is how the client responds Data Not Collected Use if question is not asked Will show as missing on reports. Update when you get info later

Entry Step 1: Demographic Pointers – Race and Ethnicity
Everyone needs both a Race AND an Ethnicity Standard race options Ethnicity options Hispanic Non-Hispanic If client selects Hispanic, they still need to chose a race Races 2-5 are optional If client does not identify as having more than one race, leave them blank

Entry Step 1: Client Profile: Optional sections
Client notes Add notes about the clients or data entry reminders for your own use File attachments Pictures, consent forms, etc. Client Incidents Record client incidents or bans

Entry Step 1 (continued): HOUSEHOLDS TAB

Entry Step 1: Creating a household
NOT required for single clients Basic Steps: From households tab, click “Start New Household” Specify household type Search for and add all household members (first pop-up) Search using name, name DQ, SSN, SSN DQ, and vet status Do not click “Continue” to the second pop-up until all members appear in the “selected clients” section. Add client demographics for other household members on the household pop-up, in the Universal Profile section.

Entry Step 1: Household Pointers
Skip this step if you are serving single clients on their own. Each household must have a head. Households can have both anonymous and identifiable clients. System allows for a client to be entered into multiple households in order to show changes over time

Entry Step 1: Managing Households
“Manage Household” button Click to make corrections or updates to the household or client demographics Don’t use the red “remove” button unless directed to by Wilder. Only for clients who have passed away If household has changed since last served, create a new household “Household History Report” button shows household changes over time (type, members, relationship, etc.)

Entry Step 1: Managing Households
Switching between household members’ records You may wish to go into another household member’s record to view or update their information To do this, click on a household member’s name from the households tab OR Use drop-down list at the top of the screen to switch between household members’ records

Entry Step 2: ROI (RELEASE OF INFORMATION) TAB

Entry Step 2: ROI Tab Only for agencies that share HMIS client records with other agencies ROI’s are recorded as a visual indicator that your client has agreed to share data with another agency. Update ROIs when they expire Contact Wilder to review your security or if you would like to talk about sharing data Don’t demo ROI in training to save time

Entry Step 2: ROI/Security: Data Privacy
Know your padlocks: Red padlock = client data can only be seen by users with access at that provider level Red padlock w/exclamation point = Client data is shared with another provider. Could indicate sharing within your own agency (common) or sharing with another agency (less common). Green padlock = client data can be seen by anyone in Minnesota with a ServicePoint license (call Wilder immediately) Take break after this slide.

Entry Step 3: Entering Clients Into A Program
Entry/exits tell the system the date range the client or household was in your project Basic Steps: Click “Add Entry/Exit” in the entry/exit tab Pop-Up 1: Specify basic program information Provider and Date will default to the EDA provider selected and Backdate selected. Pop-Up 2: Complete assessments – pre-set to match funder requirements Household data sharing (if applicable) Funder-specific assessment questions for each person in the household

Entry Step 3: Pop-Up 1: Program Information
Include household members in the entry/exit Check box next to HH type to include everyone, or check specific individuals only Provider: Confirm specific project This should be the EDA provider you selected Often associated with a funding source Type: HUD, PATH, and SSVF programs select their federal program as the type ESG select HUD All others: Basic 47

Entry Step 3: Pop-Up 2: Assessments
What is an assessment? Information collected from clients describing their situation on the day they enter your program Every funding source has its own assessment with different questions (although many questions are shared among funders) Assessments store data in layers (based on date) to capture information as a client moves among programs or returns again for services.

Entry Step 3: Assessments
Each funding source has its own required assessment which includes: Federal Universal Data Elements State Universal Data Elements Program Specific Data Elements Funder Specific Data Elements (State Programs)

Entry Step 3: Assessments: All programs
It is critical to select the correct provider and type, since each provider is tied to a different funder-specific assessment. For single clients: Complete the All-Inclusive Assessment required by your funder For households: You may choose to first complete the Household Data Sharing Assessment in head of household’s record. This records answers in multiple household member’s records at one time. Then complete required questions in the All-Inclusive Assessment for all household members Funder-specific assessment: check box turns green as information is completed for each member

Entry Step 3: Assessments: Multiple Funders
Clients served by more than one funding source at the same time (HUD and LTH for example) need to have all required questions for each funding source completed If separate providers, then the client needs a new entry for each provider they are receiving services from Responses will carry over to other assessments, saving data entry time

Entry Step 3 (continued): ASSESSMENT QUESTIONS

Entry Step 3: Assessment Questions: Common Program Data Elements
These are program specific data elements that are not required for ALL programs. But are required for MOST programs. Included are: Income Non-Cash Benefits Health Insurance Disability Type

Entry Step 3: Assessment Questions: Funder Specific*
LTH PATH HUD, ESG, SSVF Military Disability Status Rating Rapid Rehousing Projects Length of time outdoors or in short term shelter Residence Information Residential Move-In Date Homeless Prevention Projects Current Residence PATH eligibility Housing Cost Outreach Contacts Housing Subsidy Housing Assessment at Exit Date of Engagement FHPAP & PATH HYA/HTHP Connection to SOAR Housing Status Outcomes THP Residence Referral source (HYA) Most appropriate long term living situation Application date Follow-up (HYA) *Detailed instruction in funder specific workflows. Housing Goals CUT?

Entry Step 4: MEASUREMENTS TAB

Entry Step 4: SSOM (Self-Sufficiency Outcomes Matrix)*
Located in the Measurements Tab Required for LTH programs Assessment tool used to measure needs, target services, and evaluate supportive service provision. *Discussed in more detail in the LTH program specific training.

Entry Step 5: SERVICE TRANSACTIONS

Entry Step 5: Service Transactions*
Required for ESP, FHPAP, PATH, RHY and SSVF Basic Steps Click Service Transactions tab ESP and FHPAP: Click “Multiple Services” PATH and SSVF: Click “Add Service” Check boxes next to other household members’ names Complete service transaction information Click “Save” or “Add Another” No longer required for HUD or LTH clients starting the program on or after July 1, 2011 – but remember to end services at exit if they are still open! *Discussed in more detail in the funder specific trainings.

Special Instance: Verify and Save Function

The Verify and Save function is for use with existing or returning clients who were served by a different provider/project. Not used for new clients who are only in one project Used to apply appropriate visibility The Verify and Save button Located on the Client Profile Tab In the Entry/Exit Section Also on Interim Reviews, Updates, and Follow ups On all assessments viewed on Assessment Tab

Example: John J. Schmidt was served by your agency in in your emergency shelter. He returns for service in April 2015 at your Permanent Supportive Housing program. John’s demographic and some assessment data is still the same. Data entered at the shelter will be visible when you are in EDA mode to the PSH provider Enter any data that has changed or is new Click the Verify and Save button to copy the most recent answer to the new provider.

By clicking Verify and Save…
The EDA provider will be recorded as the new provider adding The current user will be recorded as the new user adding Date showing on the backdate link will be recorded as the new date effective Appropriate visibility will be applied for the new provider. Example: the PSH Funder/CoC/Sharing groups will now be able to see data previously entered.

What to do if your client is in multiple programs at the same time
EDA to the first provider Complete data entry for one provider Exit EDA mode Switch to EDA for second provider program Enter client into second provider Complete any additional assessment questions Click “Verify and Save” at the end of the Assessment Add any additional services or other information required for that provider’s funding source Repeat as necessary for any additional projects the client is in or enters in the future

What to do if a client is in multiple programs
Note: Exiting EDA mode will close the client record. Before you exit EDA mode, record the client ID or save the client to your Favorites. Suggested workflow for multiple clients: Enter client data or do updates for one provider at a time Then change EDA provider to the next project and do any data entry needed for that provider

ONGOING

Mid-Program Updates: All Federal Programs and LTH programs
Where do I make an update? In the entry/exit tab. How do I update client information Click to include household members Click the Interim Review Icon Select review type HUD, ESG, PATH, RHY, and SSVF= Annual Assessment or Update LTH = 6 month review or Update Enter a review date (within 30 days of the anniversary date for HUD) Click Save & Continue Update client’s insurance, disability, income, and non-cash benefits as needed. If no changes have occurred. Just click Save Do I need to be in backdate mode? No. All updates will be saved using the Interim Review date you entered. Very important slide—make sure they star it!

SERVICE EXIT

Exiting Clients: Ending Services
Basic Steps End all service transactions (Night by Night Shelters, FHPAP, PATH, RHY, SSVF) HUD, ESG LTH, THP –check for and end any open service transactions. Services were required in the past for these programs and may still be open. Ending services can be done through Summary tab OR Service Transactions tab: Click either “View Entire Service History” or “View Previous Service Transactions” Then click “Services” tab (caution: the system will not default to the Services tab! You must click it)! PATH & RHY: Click referral sub-tab to complete open referrals and record outcome Put an end date on all open services (On or before exit date)

PROGRAM EXIT

Exiting Clients: Program Exit
Click pencil next to exit date from either the Summary tab or the Entry/Exit tab Pop-up screen 1: Exit Data Check all household members to copy information to each member Enter exit date, reason for leaving (if required), destination Pop-up screen 2: Exit assessment* that must be answered for each household member individually Household members are listed on left side. Click to change between members Checkbox turns green after saving the exit assessment for each household member *Exit Assessment questions are reviewed in Universal and Common Element Data Entry training.

Exiting Clients: Program Exit
If any of the following information has changed: Update Health Insurance Update disabilities (HUD, LTH,THP, ESG, PATH) Update income/benefits Update residence, housing cost, and subsidy (LTH) Update additional information at exit

Exiting Clients: Goals, Outcomes and Follow-ups
THP programs require that a Housing Goal be set at exit. Follow-up in 6 months HYA and HTHP require an update to outcomes at exit HYA for Transitional and Permanent programs requires follow-up done at 6, 12, 18, and 24 months.

REVIEW

Looking up client records
Global Search Type in client name or ID number “Favorites” Section Clients carry over from session to session “Last viewed” Section Only displays clients viewed in the current session ClientPoint Search by name or client ID Remember to select the appropriate EDA provider before doing any data entry, edits, or updates.

Entry/Exit Tab vs. Assessment Tab
Use when entering program entry data or exit data Use when viewing entry or exit data Use when correcting entry or exit data Assessment Tab ESP use when entering all client assessment data All programs: Use to make mid-program updates Use to correct mid-program updates Use to review complete record in “live mode”

Backdating: Rules of Thumb
Profile Tab: Backdating is necessary when entering or editing data Unless you are making updates before the end of the report period. Don’t backdate if just viewing the client’s record Entry/Exit Tab: No need to backdate. All items here are stamped with the entry or exit date (depending on which you are editing) Measurements Tab: No need to backdate. All items here are stamped with the date entered by the user.

Backdating: Rules of Thumb
Assessment Tab: Backdating is necessary when entering or editing data Unless you are making updates before the end of the report period. Don’t backdate if just viewing the client’s record Sub-Assessments Places where you click “Add” to include additional information (disability, income, non-cash benefits, Residence – LTH only). No need to backdate when entering or editing information Service: Backdating is not necessary, but recommended as part of the entry/exit workflow. Dates are automatically filled with the backdate.

Basic Entry/Exit Data Correction
Correcting Entry or Exit Data No need to backdate! Go to the Entry/Exit Tab and select the funder-specific assessment You must be in the Entry/Exit Tab to make corrections to entry/exit information Answer the question with the correct response The process is the same for data entered incorrectly or not entered at all SAVE! Click the colored bar to review the history of a question Delete any incorrect answers Two different answers on the same date Right answer on the wrong date Wrong answer on the right date

Remember: Before you log on…
Checklist: Data privacy notice posted Client consent form for each person (even if unsigned) All necessary data entry forms “Required steps for HMIS” cheat sheet specific to your funding source Any other instruction documents you may need

THANK YOU FOR WATCHING! For Additional Assistance
Watch required funder specific training & Complete training Refer to online resources available at hmismn.org Contact the Helpdesk (Available: 8:30-4:30 M-F) Form: Website Form Please use client ID number and initials instead of name in correspondence Voic (651) or 1(855) All calls go directly to voic We route your Helpdesk request to the appropriate team member and will respond within 1 business day

Minnesota’s Homeless Management Information System (HMIS)

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Minnesota’s Homeless Management Information System (HMIS)

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