1. HMIS Support

2. Your Questions/Topics
Update Existing Data
ART Reports
Referrals to Coordinated Entry
Sub Assessments
Canned Reports
Release of Information
Finding Clients
Need, Referral, Service - Coordinated Entry
Back Date Mode
Decline Coordinated Entry Referrals
Report Parameters
OTHER
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3. Overview Project Entries Reporting Questions
Coordinated Entry questions
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4. Project Entries Enter Data As (EDA) Finding Clients Back Date Mode
Entry Date
Anniversary Date (update date), or the last day of the report period
Exit Date
Release of Information (ROI) – DO NOT REPLACE
Sub-assessments
Mid-project updates
Households
Entry/Exit Document Link Correcting Data Link General HMIS Instructions Link Workflow Video Link in Section 3.1
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5. Reporting Questions ART vs Canned Reports
Counting (summaries) vs Data Quality (specific information)
Schedule reports vs View or Edit
Airtable for reports Link
Video Link in Section 3.4
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6. Coordinated Entry Questions
Provisionally accepting a referral
Need
Referral
Service
Decline/Cancel a referral
Returning a Client to Priority List
Updating Assessment Data
3.917 Helper Link
SMAC CE Document Link SMAC Video Link
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7. Households
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8. Households: Quick Check
Yes No
Is this a single client?
DO NOT
Create a household.
Has a group of persons (2 or more) presented together as a household or family unit to receive a service together and/or are being provided a service together?
Is this household already created in HMIS?
START HERE 1 2 3
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9. Coordinated Entry Questions
Is my client still on the list? - or - Did I put the client back on the list?
My client is asking where they are at on the list.
Who can update clients’ profiles?
Can I remove someone from the list? How?
When do I use the Inactive vs. Removing a client?
Do I hit Save or Verify and Save?
How do agencies with good data quality maintain data?
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10. Is my client still on the list?
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11. Is my client still on the list? Did I put the client back on the list?
Enter Client’s HMIS ID
Service Transactions
View Entire Service History
Click Referrals
Referral Outcome BLANK, Need Status and outcome: IDENTIFIED, SERVICE PENDING
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12. My client is asking where they are on the list!
We generally don’t give numbers, because that can change daily.
And, it’s a prioritization, not at waiting list.
“Near the top. Start collecting homeless verification.”
“Around the middle. I recommend keeping your providers updated while continuing to look for your own housing solutions.”
“Near the bottom. I wouldn’t rely on Coordinated Entry as a solution.”
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13. Data Quality affects the whole system.
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14. Who can update clients’ profiles?
Anybody who learns new information!
But won’t I be messing up another agency’s data?
Nope!
Think of it as the client’s data, not ours.
Everyone works together to do their part to paint the most accurate portrait of the needs of our homeless population.
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15. Removing a client from the list
Declined vs. Canceled
Declined: Returning a client back to the priority list
Canceled: Not returning a client to the priority list
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16. Removing a client from the list
Need Status Closed - Fully Met vs. Not Met
- Fully Met: Housed, regardless of how
- Not Met: Not housed
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17. Inactive vs Removing a Client?
Remove someone from the priority list when…
Housed
Moved outside of CoC without plans to return
Don’t want housing through CE
Been couch hopping in one location over a year
Unreachable after 45 days of regular contact attempts (including alternates)
Incarcerated/institutionalized for a while (eligible within 90 days of release)
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18. Inactive vs Removing a Client?
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19. When do I hit Save vs Verify and Save?
- Always just hit Save.
- Never hit Verify and Save.
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20. How do agencies with good data maintain their data quality?
Several staff have HMIS access, including Supervisor
Supervisor, (or someone tasked with HMIS data quality) double-checks data entry, runs reports, communicates with ICA on cleanup.
Best to have data entered with client present, if possible
The client is the expert on their own data. If something is incorrect or incomplete and the client is gone, then we start making assumptions.
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21. How do agencies with good data maintain their data quality?
Pros and Cons of One Data Entry Person
PRO: For big agencies, it helps to have one person be an HMIS expert.
CON: They may operate in a bubble, not realizing for they’re making errors for months, and the agency overall has worse data quality.
PRO: One person can enter all data, and then follow up and updates are taken over by individual case workers.
CON: If data on the paper form is incomplete or illegible, data entry staff may guess, infer, or spend unneeded time clarifying.
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