Service Transaction Guidance for SP5.8

Transcription

1 Service Transaction Guidance for SP5.8 Table of Contents SAME DAY PAYMENT FOR A SERVICE SGIA PROGRAM... 2 EXIT CLIENT AND SERVICE TRANSACTIONS... 4 EDITING (OR DELETING) SERVICES... 5 ADDING SERVICES TO AN ADDITIONAL HOUSEHOLD MEMBER... 5 RENTAL MONTHLY SERVICE PAYMENT HUD ESG PROGRAM... 5 CASE MANAGEMENT MONTHLY SERVICE PAYMENT HUD ESG PROGRAM... 6 SERVICE TRANSACTIONS HOUSING PROGRAMS /2013 Service Transaction Guidance for SP5.8 Page 1 of 6

2 This document shows how to enter Service Transactions into ServicePoint 5.8 and additional information about services for several Programs: SGIA/Prevention program - one-time payment where entry and exit of the service transaction is started and ended on the same day (for example, a one-time utility deposit) ESG/RRH and Prevention programs - one-time payment that covers a time span (for example, rent) SHP/ES/TH/PSH Housing Programs - (an optional) service that covers a period of time and/or is month-by-month (for example, case management) Client data entry must be added prior to adding Service Transactions. Please refer to the Programspecific workflows. For example, if you are working with an ESG program, refer to the ESG ClientPoint Families Workflow document that can be found on the website. NOTE: If your default provider log-in is not the program where data is to be entered. Click the Enter Data As function (upper right hand corner) to switch to the correct program. Same Day Payment for a Service SGIA Program The SGIA Prevention program allows a one-time payment, for example a utility or rental arrears payment. This type of payment/transaction must have the same start and end date the transaction must be opened and closed on the same day the service is received by the client. Also, ensure that the Service dates do not start prior to the Client s Entry Date into HMIS; the Entry Start Date should always coincide with the start of financial assistance. It may be helpful to have a hardcopy version of the Start and End dates of the Services provided; and the dollar amount. The SGIA Additional Supportive Services Form can be printed from the HMIS website at This example shows adding a same day payment of a utility deposit where entry and exit of the service transaction is the same day. 1. Log into ServicePoint using your User Name and Password. 2. If your default provider log-in is not the program where data is to be entered. Click the Enter Data As function (upper right hand corner) to switch to the correct program. 3. Click ClientPoint module to search for an existing client or add a new client into HMIS. Note: If entering data from a previous date in the past that is not the current date, click Back Date mode (in the upper right hand corner). Enter the correct date and time; notice the default time is set to 12AM. 4. Click Service Transactions tab to view the dashboard (see Figure 1). 8/2013 Service Transaction Guidance for SP5.8 Page 2 of 6

3 Figure 1: Service Transaction Dashboard 5. Click the Add Service or Add Multiple Services icon. a. If client is a member of a Household, check the box next to Household Type to show that this service applies to the household. b. Service Provider: Defaults to the location the Services are being added c. Number of Services = Enter number of Service to be added. d. Start Date = Date the service is provided (if not already in backdate). e. End Date = Same as start date, however, see Program specific workflows for more information. NOTE: Services should not be left open-ended (i.e. services should always have an End Date). f. Select the Service Type that is being provided. In our example, one-time utility deposit assistance. 6. Choose the Service/Assistance Type: a. SGIA is a Prevention program, so choose HPRP Financial Assistance Type. In our example, we chose Utility Deposit from the dropdown list. b. Start Date = Date the service is provided (if not already in backdate mode) c. End Date = For a one-time payment, End Date should be the same as the start date. 7. Skip the Service Costs. 8. Apply Funds for Service: a. Click the Add Funding Source button. Choose the source. Funding Source for Prevention programs is HPRP Source 1. b. Enter the Amount of Funding. c. Click the Add Funding Source button to add additional funding sources, if applicable. 9. Add Support Documentation, if applicable. 10. Add Follow-up Information, if applicable. 11. Determine the Status of the Need: a. Status of Need = Closed (one-time payment must be closed the same day it is opened). 8/2013 Service Transaction Guidance for SP5.8 Page 3 of 6

4 b. Choose the Outcome of Need. If need not met, choose the reason. 12. Add additional services by selecting the Add Service or Add Another button. 13. When all services have been added, click the Save & Exit button. a. The screen will refresh showing the services and the Service Start Date and Service End Date. 14. Enter an End Date to end the payment. 15. When all Services have been added, click the Back to Dashboard button. When you are done entering data, it is good practice to click the Client Profile Tab and verify all the information. For example, if you did not enter the client s social security number, you can add it now by clicking on the pencil icon next to Client Record to add or edit this information. Also on this screen, you can add Client Notes, File Attachments, and Incidents. Exit Client and Service Transactions When a client exits the Program, be sure to do the following in ServicePoint from the Service Transaction Tab: make sure that the Need Status of the Service Transaction is Closed edit the Outcome of the need related to the service at this time 1. Ensure the Need Status is Closed and edit the Outcome: a. Click the Service Transactions Tab. b. Click the View Previous Service Transactions icon. c. Click the Needs Tab. d. Make sure the Status is Closed. If not closed, click the yellow pencil next to the service. i. Enter the End Date (should be the same as the Start Date). ii. Choose the Need Status as Closed. iii. Choose the Outcome of the need related to the service at this time. e. Click the Save & Exit button f. Click Back to Dashboard button. 2. Exit the Client: a. Click the Client Information Tab (located to the left of the Services Transactions Tab. Click the Summary Tab or Entry/Exit Tab. Click the pencil icon to the left of the Exit Date (the Exit Date will be blank at this point). b. Edit the Exit Data for the client. c. Exit Date: The date the client exited the program. d. Reason for Leaving: Choose the reason that the client left the program. If Other, describe why the client left that was not a choice in the dropdown list. e. Destination: Choose the destination where the client went. If Other, describe where the client exited to that was not a choice in the dropdown list. f. Add any Notes for the client that help explain the exit. g. Click the Save & Continue button. h. The Entry/Exit Data screen will display with the completed Exit Date along with Reason for Leaving and Destination that was entered previously. i. If applicable, ensure all data for Employment, Income, Benefits, and Housing Status are accurate, just as you did at intake/entry. j. When all information is correct, click the Save & Exit button to close the window. k. Click the Entry/Exit Tab and verify that the Exit date is correct. 8/2013 Service Transaction Guidance for SP5.8 Page 4 of 6

5 Editing (or Deleting) Services 1. Click the ClientPoint module to locate an existing client. 2. Click the Service Transactions tab to view the dashboard. 3. Click the View Entire Service History icon, which defaults to the Previous Needs. 4. Click the Service tab. a. Locate the service to be edited and click the Edit Pencil. Click Next button to view more items or use the Start & End Dates to Search If editing a Service, the screen will revert to the Services tab (same concept for Needs, Referrals, Shelter Stays) Editing a Service will also edit the Need (this is the preferred method) Editing a Household member s Need/Services will also edit the other Household member s Need/Service b. Click Save & Exit button when changes are completed. c. Clicking the Trash Can icon will delete a Need or Service. Deleting a Service will also delete the Need Deleting a Need/Service WILL NOT delete from the other Household member s Needs/Service 5. Click the Add button (located on each tab) to add more Needs, Multiple Services, Referrals, Shelter Stays. (See steps above to add Service Transactions) 6. Click the Back to Dashboard button to view to the main Service Transaction screen. Adding Services to an Additional Household Member 1. Click the ClientPoint module to locate the HoH, to whom the additional Household member is associated. 2. Click the Service Transactions tab to view the dashboard. 3. Click the View Entire Service History icon. a. Locate the Service that will include the additional Household member and click the Edit Pencil. Click the Next button to view more items or use the Start & End Dates to Search. b. Check the box next to Household Type (or client s names individually). c. Click the Save & Exit button. Rental Monthly Service Payment HUD ESG Program The HUD ESG Prevention program allows a monthly payment to a client, for example rent. Rental assistance for each month must be counted, so the Rental Payment Assistance service end date should be the last day of the month only if the rent covers the entire month. For instances when rent payment starts at some day in the month and goes into the next month, the start date would not be the 1st and the end date would not be the last day of the month. Make sure to use the extact dates if payment does not cover the whole month, do not enter the 1 st as the start date. 8/2013 Service Transaction Guidance for SP5.8 Page 5 of 6

6 Examples: Partial month -- Payment starts on August 15th and ends August 31st this is a 1/2 month, NOT a whole month. Full month -- September 1st-30th this is a full month. Divided/Calculated month Payment starts on August 15th and ends December 21 st. December is going to count as 21 days, August as 15 days, so together they make over one month. As a rule: Month-to-month is considered to be a payment only for a full month If payment is not made for a full month, calculate by number of days NOTE: There is a 6 month maximum on all ESG rental assistance, including arrears. Also, ensure that the Service dates do not start prior to the Client s Entry Date into HMIS; the Entry Start Date should always coincide with the start of financial assistance. It may be helpful to have a hardcopy version of the Start and End dates of the Services provided; and the dollar amount(s). The ESG RRH Additional Supportive Services Form can be printed from the HMIS website at Case Management Monthly Service Payment HUD ESG Program Case Management within ESG should be entered into HMIS as one month, not one day for each service. For example, both of these scenarios are considered to be ONE month of case management services: one case management service was provided during the month of August only once 6 services were provided during the month of September Service Transactions Housing Programs For Supportive Housing Programs (SHP) and Shelters, entering Service Transactions is optional. NOTE: Certain Programs may require services to the entered, so you should check with your Agency Administrator. If a ShelterPoint entry is made, a service transaction is entered for that day, and when a ShelterPoint exit is made, the service transaction is ended for that day. Be sure to review and update the assessments, income, noncash, and disability each time the client exits. NOTE: The Emergency Shelter service end date should be at least one day AFTER the service start date (i.e., no check in and check out on the same date). IMPORTANT: If a client returns to the shelter, make sure that any old subassessments are closed at least a day BEFORE the new reentry date. 8/2013 Service Transaction Guidance for SP5.8 Page 6 of 6