NEBRASKA BOS AND LINCOLN ALL DOORS LEAD HOME HMIS Coordinated Entry and Referral Process

Transcription

1 NEBRASKA BOS AND LINCOLN ALL DOORS LEAD HOME HMIS Coordinated Entry and Referral Process Nebraska has implemented a streamlined process for referring and enrolling participants into housing programs. A priority list will be maintained for individuals and households needing housing. All referrals will be ranked according to Chronic Status and then greatest need. All PSH, TH and RRH programs that are funded through HUD and NHAP/ESG are required to enroll their consumers via the All Doors Lead Home Coordinated Entry. All other housing programs are encouraged to use the priority process as well.

2 TABLE OF CONTENTS SECTION 1 1 REQUIREMENTS FOR ADDING CLIENTS TO ALL DOORS LEAD HOME PRIORITY LIST 1 SECTION 2 2 HOW TO ADD A CONSUMER TO THE ALL DOORS LEAD HOME PRIORITY LIST 2 HOW TO ADD A TRANSITION AGE YOUTH TAY SINGLE CONSUMER 2-7 HOW TO ADD A SINGLE CONSUMER 8-13 HOW TO ADD A FAMILY HOW TO ADD A VETERAN SECTION 3 26 HOW TO ADD NOTES TO A CONSUMER ON THE ALL DOORS LEAD HOME PRIORITY LIST 26

3 SECTION 1: REQUIREMENTS FOR ADDING AND MAINTAINING PARTICIPANTS ON THE ALL DOORS LEAD HOME PRIORITY LIST Introduction: Before beginning the triage and assessment for Coordinated Entry, it is strongly suggested to begin with the following questions. If a couple presents as a unit, interview separately initially, to assess for domestic violence: "One thing I d like to do before we begin is see if you d like information about local domestic violence resources? So, for instance, if a partner has ever threatened to hurt you, or made you afraid, or hit, slapped, kicked or otherwise physically hurt you or made you do something sexual you did not want to, it might be helpful for you to talk to someone confidentially. A domestic violence advocate can help you fill out this survey, the answers you give will be kept confidential. This level of confidentiality could be really important at some point in the future, because some of these questions that must be asked are very personal. Would you like to speak to someone at that program, and perhaps fill out this survey with them? 1. If the answer to the question above is yes then the service provider will ask if they may make a referral to a domestic violence program so that the program can continue the triage and assessment in a manner that is sensitive to survivors' needs and offer additional services. 2. If the person declines a referral, the service provider will continue triage and assessment. 3. If the answer to the question above is no then the service provider will continue the triage and assessment If the household does not wish to seek DV specific services, the household will have full access to a referral being made in the HMIS system immediately. If the household would like to be referred to the All Doors Lead Home Coordinated Entry system, but for safety concerns would opt out of having information entered into the HMIS system, an Anonymous referral can be made. The expectation is that this is used as last resort. The expectation is that information is given regarding the security of the HMIS system and that only licensed users who have agreed to follow strict confidentiality guidelines are allowed to see information in the HMIS system. Furthermore, the MVRT review processes will focus on the homeless and housing situation, and not discuss personal issues and diagnosis during the review time. If the individual is still concerned about safety factors, the referring provider THEN makes the referrals as Anonymous. The agency making the referral will be responsible for tracking the identifying code assigned with the Anonymous referral and will provide updates on the individual/family on a weekly basis utilizing this assigned code. For Instructions on how to add an Anonymous referral, please contact the Coordinated Entry Manager. Maintenance: Upon completion of the Triage and Assessment, inform the participant they will be responsible for ongoing communication regarding their homeless status and housing plan. Here is a sample script that can be used: Upon completion of this assessment, a referral will be made to the All Doors Lead Home Most Vulnerable Review Team this team is made up of housing providers, other service providers, and other entities such as first responders and other referrals sources. In order to maintain the most up to date information on participants situations, you will be responsible to maintain contact with an 1

4 2 agency that participates in the review team (you can list examples from your area such as your own agency, outreach, soup kitchen, etc.). The MVRT reviews the priority list on a weekly basis to determine which housing solution or natural support is the most appropriate for each individual/family situation and then assigns participants accordingly when space is available. It is important to understand the list is not based on a first come first serve basis, but rather a needs based system, and matching with the most appropriate solution to meet the needs of each participant. Hence why we completed the assessment previously. If there comes a time when contact has not been documented for 2 weeks in a row, the team removes participants from the priority list, so it is very important to be responsible to ensure the communication lines regarding your housing status remain open. Following the referral, either the agency you have maintained contact with, or the agency that has an opening will be in contact with you when there is availability. The initial conversation may ensure you meet the requirements for their program specifically, not a guarantee of immediate housing. Please keep the best way to contact you as up to date as possible so either agency can easily communicate with you.

5 SECTION 2: HOW TO ADD CONSUMERS TO THE ALL DOORS LEAD HOME Anyone with a ServicePoint license has the ability to add consumers to the All Doors Lead Home. Please make sure that you have the required All Doors Lead Home Release of Information completed and the Nebraska NMIS ROI completed prior to entering your consumer(s) into ServicePoint. Below are the instructions on the HMIS process of getting your consumer(s) referred to the priority list(s). HOW TO ADD A TRANSITION AGE YOUTH TO THE PRIORITY LIST Step 1. Search for the consumer in ServicePoint, if they are not currently in the system add a new client. REMINDER: The minimum data needed in order to add someone to ServicePoint is a name, date of birth, ethnicity, gender, and race. In order to make a good referral, you will need to collect the Nebraska Universal Information and a VI-SPAT should be completed. Step 2. Once you have located your consumer or added them to ServicePoint go to the ClientProfile to complete the Client Record and Client Demographics. 3

6 Step 3: Complete the All Doors Lead Home Assessment located on the Assessments tab. Complete as much information as possible. Make sure to pay close attention to the questions I have highlighted below as they determine chronic status and are needed to accurately score the consumer. 4

7 Step 4: Enter the TAY VI-SPDAT v1.0 for any Single consumer that is 24 years and under (unaccompanied) If there is already a TAY VI-SDPAT completed, you may use the TAY VI-SPDAT that is already present or you may add a new TAY VI-SPDAT by clicking on the Add button. A new window will open, please complete all questions and click save. The TAY VI-SPDAT will be scored and your score will appear on the screen. All TAY VI-SPDAT consumers should be referred to the All Doors Lead Home Coordinated Entry, regardless of their score. Step 5: Complete the Complete Contact Information for All Referrals section. Once you have completed the All Doors Lead Home Assessment, including the TAY-VISPDAT and Contact Information Section, you are ready to make a referral. Step 6: Go to the Service Transaction tab of ServicePoint and click on Add Referrals. 5

8 When you click on Add Referrals your screen will open and look like this: Step 7: You must identify a service transaction type in the Service Code Quicklist section. Your service transaction type will be Housing/Shelter (BH). You must then hit Add Terms. Next select either the CSMIS All Doors Lead Home provider if you are referring to the Lincoln All Doors Lead Home list or BOS All Doors Lead Home provider if you are referring to the Balance of State All Doors Lead Home list. 6

9 After you have selected your appropriate provider click on Add Provider. The provider you selected should appear in the Selected Providers section of the screen. Step 8: In the Referral Data section you must attached the TAY VI-SPDAT Score. To attach the score, click the Search button for the TAY VI-SPDAT A new window will open, click the green plus sign next to the TAY VI-SPDAT score you want to attach. 7

10 Make sure that there is a check mark in the box for the Housing/Shelter Service Referral. Hit Save All and your referral is complete. 8

11 HOW TO ADD A SINGLE CONSUMER Step 1. Search for the consumer in ServicePoint, if they are not currently in the system add a new client. REMINDER: The minimum data needed in order to add someone to ServicePoint is a name, date of birth, ethnicity, gender, and race. In order to make a good referral, you will need to collect the Nebraska Universal Information and a VI-SPAT should be completed. Step 2. Once you have located your consumer or added them to ServicePoint go to the ClientProfile to complete the Client Record and Client Demographics. 9

12 Step 3: Complete the All Doors Lead Home Assessment located on the Assessments tab. Complete as much information as possible. Make sure to pay close attention to the questions I have highlighted below as they determine chronic status and are needed to accurately score the consumer. 10

13 Step 4: Enter the VI-SPDAT v2.0 for any single consumer that is 25 years and over. If there is already a VI-SDPAT v2.0 completed, you may use the VI-SPDAT 2.0 that is already present or you may add a new VI-SDPAT v2.0 by clicking on the Add button. A new window will open, please complete all questions and click save. The VI-SDPAT v2.0 will be scored and your score will appear on the screen. All consumers should be referred to the All Doors Lead Home Coordinated Entry. Step 5: Complete the Complete Contact Information for All Referrals section. Once you have completed the All Doors Lead Home Assessment, including the VISPDAT v2.0 and Contact Information Section, you are ready to make a referral. Step 6: Go to the Service Transaction tab of ServicePoint and click on Add Referrals. 11

14 When you click on Add Referrals your screen will open and look like this: Step 7: You must identify a service transaction type in the Service Code Quicklist section. Your service transaction type will be Housing/Shelter (BH). You must then hit Add Terms. Next select either the CSMIS All Doors Lead Home provider if you are referring to the Lincoln All Doors Lead Home list or BOS All Doors Lead Home provider if you are referring to the Balance of State All Doors Lead Home list. 12

15 After you have selected your appropriate provider click on Add Provider. The provider you selected should appear in the Selected Providers section of the screen. Step 8: In the Referral Data section you must attached the VI-SPDAT Score. To attach the score, click the Search button for the VI-SPDAT 13

16 A new window will open, click the green plus sign next to the VI-SPDAT score you want to attach. Make sure that there is a check mark in the box for the Housing/Shelter Service Referral. Hit Save All and your referral is complete. 14

17 HOW TO ADD A FAMILY Step 1. Search for the consumer in ServicePoint, if they are not currently in the system add a new client. If you are referring a household, use the ClientSearch to look for the head of household and any other adults before adding a new consumer to the system. REMINDER: The minimum data needed in order to add someone to ServicePoint is a name, date of birth, ethnicity, gender, and race. In order to make a good referral, you will need to collect the Nebraska Universal Information and a VI-SPAT should be completed. Step 2. Once you have located your consumer or added them to ServicePoint go to the ClientProfile to complete the Client Record and Client Demographics. 15

18 Step 3: Complete the All Doors Lead Home Assessment located on the Assessments tab. Complete as much information as possible. Make sure to pay close attention to the questions I have highlighted below as they determine chronic status and are needed to accurately score the consumer. 16

19 Step 4: Enter the VI-FSPDAT v2.0 for any consumers that present as a family. If there is already a VI-FSDPAT v2.0 completed, you may use the VI-FSPDAT 2.0 that is already present or you may add a new VI-FSDPAT v2.0 by clicking on the Add button. A new window will open, please complete all questions and click save. The VI-FSDPAT v2.0 will be scored and your score will appear on the screen. All families should be referred to the All Doors Lead Home Coordinated Entry. Step 5: Complete the Complete Contact Information for All Referrals section. Once you have completed the All Doors Lead Home Assessment, including the VI-FSPDAT v2.0 and Contact Information Section, you are ready to make a referral. Step 6: Go to the Service Transaction tab of ServicePoint and click on Add Referrals. 17

20 When you click on Add Referrals your screen will open and look like this: You only need to select the head of household for the referral. Step 7: You must identify a service transaction type in the Service Code Quicklist section. Your service transaction type will be Housing/Shelter (BH). You must then hit Add Terms. Next select either the CSMIS All Doors Lead Home provider if you are referring to the Lincoln All Doors Lead Home list or BOS All Doors Lead Home provider if you are referring to the Balance of State All Doors Lead Home list. 18

21 After you have selected your appropriate provider click on Add Provider. The provider you selected should appear in the Selected Providers section of the screen. Step 8: In the Referral Data section you must attached the VI-SPDAT Score. To attach the score, click the Search button for the VI-FSPDAT A new window will open, click the green plus sign next to the VI-SPDAT score you want to attach. 19

22 Make sure that there is a check mark in the box for the Housing/Shelter Service Referral. Hit Save All and your referral is complete. 20

23 HOW TO ADD A VETERAN Any person that presents as homeless and reports that they are a Veteran should be referred to the Veteran s By Name List and the All Doors Lead Home (MVRT) Step 1. Search for the consumer in ServicePoint, if they are not currently in the system add a new client. If you are referring a household, use the ClientSearch to look for the head of household and any other adults before adding a new consumer to the system. When making the referral to the Veteran s By Name List, please refer only the Veteran. REMINDER: The minimum data needed in order to add someone to ServicePoint is a name, date of birth, ethnicity, gender, and race. In order to make a good referral, you will need to collect the Nebraska Universal Information and a VI-SPAT should be completed. Step 2. Once you have located your consumer or added them to ServicePoint go to the ClientProfile to complete the Client Record and Client Demographics. 21

24 Step 3: Complete the All Doors Lead Home Assessment located on the Assessments tab. Complete as much information as possible. In addition to the All Doors Lead Home Consent you must also obtain a Veteran s ROI. Make sure to pay close attention to the questions I have highlighted below as they determine chronic status and are needed to accurately score the consumer. 22

25 Step 4: Enter the appropriate VI-SPDAT based on the guidance in the System i.e. TAY for consumers 24 and under (unaccompanied), VI-SPDAT 2.0 for age 25 and over or VI-FSPDAT for a family. All Veterans are referred to both the All Doors Lead Home Coordinated Entry and the Veterans By Name List (for Lincoln the Veterans list is the CSMIS MVRT Vets and in Balance of State the list is the BOS Veterans By Name List) Step 5: Complete the Complete Contact Information for All Referrals section. Once you have completed the All Doors Lead Home Assessment, including the appropriate VI-SPDAT and Contact Information Section, you are ready to make a referral. 23

26 Step 6: Go to the Service Transaction tab of ServicePoint and click on Add Referrals. When you click on Add Referrals your screen will open and look like this: 24

27 Step 7: You must identify a service transaction type in the Service Code Quicklist section. Your service transaction type will be Housing/Shelter (BH). You must then hit Add Terms button. Step 8: Next select either the CSMIS MVRT Vets provider if you are referring to the Lincoln Veterans list or BOS Veterans By Name List provider if you are referring to the Balance of State All Doors Lead Home list AND select either the CSMIS All Doors Lead Home provider if you are referring to the Lincoln All Doors Lead Home list or BOS All Doors Lead Home provider if you are referring to the Balance of State All Doors Lead Home list. Hit Save All and your referrals are complete. 25

28 SECTION 3: HOW TO ADD NOTES TO CONSUMERS ON THE ALL DOORS LEAD HOME LIST Step 1. Log onto ServicePoint and go to the Enter Data as Section (top right corner) Step 2. An Enter Data As Provider Search Screen will appear Search for All Doors Lead Home If you want to place notes on an individual that is on the Lincoln list, you would select the CSMIS All Doors Lead Home provider. If you want to place notes on an individual that is on the Balance of State list, you would select the BOS All Doors Lead Home provider. To select the provider, just click on the green plus sign next to the provider you want to enter data as. Once you have selected the correct provider, the top right corner of your screen will look like this: 26

29 Step 3. Go to the left hand menu and click on ShelterPoint. Make sure that you have selected the correct provider either CSMIS All Doors Lead Home for Lincoln or BOS All Doors Lead Home for Balance of State. Then click on View All. Step 4. After you click on View All your screen will look similar this: 27

30 Step 5. Locate the person that you need to update or add a note to and click on their name. The Unit Stay Entry Data window will open. You will want to go to the section called MVRT Notes: 28

31 Step 6. Type your notes each and every time you have a contact with the person, make sure to place the date of contact and any other information that may be helpful for the MVRT. If you do not have contact for the week, please list the date and type No Contact. Make sure that you are going in each week PRIOR to the Thursday MVRT Meeting to make a note or no contact note. Step 7. After you have entered your note for the week go to the bottom of the screen and click on Save & Exit. You have now entered your note and can proceed to the next person, if applicable. Step 8. Once you have entered notes on all of your individuals, please make sure to exit Enter Data As before proceeding with any other ServicePoint data entry. To exit Enter Data As go to the Enter Data As section in the top right corner and click on the provider s name that is listed in blue. Once you have clicked on the provider s name in blue it will remove them from the Enter Data As and you will be back to your default provider. 29