Provider Configuration

Transcription

1 Wilder Research Minnesota s Homeless Management Information System (HMIS) Provider Configuration System Administration 194

2 Wilder Research The Provider Tabs covered in this training include: Provider Profile Tab Maintenance Tab Standards Information Services Modules Settings Assessments User Configuration

3 General Tree Structure Level 1 - Wilder Research Level 2 - CoC Coordinator Funders and LSAs Level 3 - Agency Level 4 - Agency Project Level 5 - Project Breakout

4 Tree Structure

5 Agency Project Naming Convention 1. Agency Name or Abbreviation 2. Activity Type 3. CoC(s) of Service 4. Funder* 5. Funding Stream 6. Optional: Funder project name, grantee, HUD # 7. Optional: For agency use; name agency uses to reference provider (building number, location) 8. (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

6 What is a Provider and why do need it? Provider = Each box or project in the database Providers make up the HMIS database. Every provider that uses ServicePoint must have a profile set up in the system. Allows us to enter data about the people we serve into a particular project

7 Provider Configuration Process Wilder is notified that an agency needs a new provider Agency contacts us Funding lists are updated A list of Program Descriptor Questions (PDQ) is sent to the provider asking relevant information for set up Wilder staff configures the new provider Wilder staff sends a new provider list to the agency showing the new provider and its ID#

8 Provider Profile Navigation To Navigate to the Provider Page: Click on Admin Use triangles: to expand, to minimize Click on Provider Admin Choose the Provider Search by name or number

9 Maintenance Tab Maintenance Tab is where you can add providers or see all providers in a certain tree/branch of the tree The black arrows are use to expand or minimize a certain branch of the tree

10 Provider Profile Tab Default page when entering Provider Provider (Project) Naming Protocol Provider Page names are all set up according to the Provider Naming Convention (see earlier slide) Systems Usage Select: HUD/HMIS Provider, AIRS Compliant, Uses ServicePoint & Operational (unless no longer operational).. Module Access Settings Choose the modules this provider needs access to (ClientPoint, ShelterPoint, etc.). Location Information/Contact nformation The address and contact information on the provider pages should be specific to project for this provider (different programs could have different addresses or contacts within their agency)

11 Standards Information Tab HUD Data Standards fields are completed For all project providers, not just HUD funded ones Some fields are retired no longer needed but can be helpful when doing reporting such as the AHAR

12 Standards Information Tab (cont d) Organization Identifier This will be an Agency (level 3). If your agency has multiple level 3 providers in various CoCs, make sure select the correct CoC is selected for the page you are working with. Project Type Coordinated Assessments Day Shelter Emergency Shelter Homeless Prevention PH Housing only PH Housing with services (no disability required for entry) PH Permanent Supporting Housing (disability required for entry) PH Rapid Re-Housing Safe Haven Services Only Affiliated with a Residential Project: Y/N Street Outreach Transitional Housing Other

13 Standards Information Tab (cont d) Direct Service Code (Retired Do not change) Program Site Configuration Type (Retired Do not change) Site Type (Retired) Housing Type (Retired) Principal Site: Do not say yes for Level 3 (agency) Only for projects. If yes, fill in Geocode (if there are multiple sites in multiple CoCs, geocode is mailing address) Target Population DV: Domestic Violence Victims HIV: Persons with HIV/AIDS NA (select if not serving HIV or DV)

14 Standards Information Tab (cont d) Method for Tracking Emergency Shelter Utilization Entry/Exit: Typically for longer term stay shelters Required for all HUD or ESG funded shelters Night-by-Night: Typically in-and-out situations leave as -Select- if you are not a shelter Continuum Project: Refers to all projects within the CoC that provide housing and/or services for homeless individuals (most all will be Yes ), not limited to those projects funded by HUD. Level 3 project not providing services or housing to homeless persons can select No. CoC Code (Retired Do not change) Provider Grant Type Leave on -Select- if none of the following apply: HOPWA PATH RHYMIS SSVF Service Transaction Workflow (Program does not use Entry/Exits): Y/N Ensures that the Destination question will appear on the service exit

15 Standards Information Tab (cont d) CoC Code Select Add CoC Code to search and add the code for your CoC(s) Use the drop down menu to select. Start date = When the agency or project started in CoC (grant start date End date = leave blank, unless program or project expires

16 Standards Information Tab (cont d) Bed and Unit Inventory Name (include population type) Household Type Households without children Households with at least one adult and one child Households with only children Bed Type Facility-based Voucher Other Availability Year-round Seasonal Overflow

17 Standards Information Tab (cont d) Bed and Unit Inventory (cont d) Bed Inventory (record 0 in any part of inventory below where no beds exist) Of the total inventory, # of beds dedicated to: Chronic Homeless (PSH only) Veterans Youth Of the youth beds, # restricted to:» Only under the age of 18» 18-24» Only under age 24 (both of the above) Unit Inventory Inventory Start Date grant start date Inventory End Date leave blank until project closes

18 Standards Information Tab (cont d) Bed and Unit Inventory (cont d) HMIS Participating Beds (tracked in HMIS) HMIS Participation Start Date HMIS Participation End Date Target Population A: (Retired Do not change) Target Population B: (Retired Do not change) McKinney-Vento Funding Y/N Federal Partner Funding Sources Federal Partner Program: Select the relevant program to provider/project according to funding source receiving Grant Identifier- Record grant # Grant Start/End Date update as the grant updates/changes

19 Module Settings Tab ClientPoint Configured for all projects Multiple Services Configured for ESP, FHPAP, HYA Shelter, PATH, RHY, SSVF Services Configured for ESP, FHPAP, HYA Shelter, PATH, RHY, SSVF SkanPoint Configured for PATH ShelterPoint Only configured for shelters using this module Measurements Configured for FHPAP and LTH or any other project which wishes to use Matrix assessments

20 ClientPoint Module Settings The ClientPoint Module Settings determine: Will the provider use the Client Summary tab and If so what data elements will display on the summary What will display on the Goal Summary Will the provider use Interim and Follow Up Reviews Will the provider Display Referral Notification for outstanding referrals

21 ClientPoint Module Summary Tab Client Summary: Controls what is seen on the Client Summary Tab

22 ClientPoint Module Case Plan Tab Case Plans: Controls what is displayed in the Case Plan Tab

23 ClientPoint Module - Other Allows users to enter an Interim or Follow-up review. Used by HUD, ESG, and LTH projects Controls Backdate popup display

24 Measurement Tools Module Settings for Self-sufficiency Outcomes Matrix

25 Measurement Tools Module This section allows you to determine which and the order of elements are displayed

26 Multiple Services Module Will be Yes for PATH

27 ServicePoint Settings The ServicePoint Settings determine: Will the provider Display Client Demographics During Client Search Will the provider Use Incidents in ClientPoint, CallPoint, and SkanPoint Will the provider Automatically Exit Back Date Mode When Leaving Client Record Will the provider Allow the selection of multiple providers when adding Releases of Information.

28 ServicePoint Settings Display and Search Controls a variety of display and search settings

29 ServicePoint Settings Referral and Services Controls some of the referral and services options For projects using VI- SPDAT in HMIS

30 ServicePoint Settings - Households Controls display and prompts features for households

31 Services Tab Service Quick List Controls which services appear in the drop down menu. Based on AIRS Taxonomy.

32 Services Tab Service Quick List Controls the fields and order displayed in the Services Tab

33 Display Settings Tab - Assessments Tab used to configure Assessments that can be made available to this provider Assessments that have been assigned for use for this provider

34 Display Settings Tab Client Assessment Display Assessments that have been assigned to client sections of Servicepoint

35 Display Settings Tab E/E Assessment Display Assessments that have been assigned to the entry/interim/exit/follow-up A different assessment can be selected for each Entry/Exit type. Or multiple assessments can be allowed if the client has multiple assessments that are required.

36 Display Settings Tab HH Data Sharing Assessment Determines whether the Household Data Sharing Assessment is visible and in which sections.

37 User Configuration Navigate to the Admin Dashboard Users are assigned to a provider License settings. These are important things to check if a user reports access issues.

38 User Configuration Special Settings and Permissions These settings give the user access to sections of the system as well as the ability to modify the client record

39 User Configuration Users are assigned an Advanced Reporting Tool (ART) License and a Servicepoint User License

40 System Administration Roles State System Administrator Understands all aspects of system configuration Creates and configures providers Sets up and manages user licenses LSA/CoC Coordinators Understands how provider and user configuration impacts data entry and reporting Coordinates with agencies and SSA to provide updated or new provider information Reviews provider configuration settings

41 THANK YOU FOR WATCHING! For Help Consult online help ( Call or the Helpdesk (Available: 8:30-4:30 M-F) (651) (855) and ask for HMIS Helpdesk Please use client ID number and initials instead of name in correspondence Please complete the required Quiz. Link available at: