State Grant in Aid (SGIA) Program - SP5 Entry/Exit Workflow using ClientPoint (Families)

Transcription

1 This document provides instructions for entering the following information into HMIS using the ServicePoint 5 software: Entering each family member s information into your agency s program for the first time Adding a Release of Information (ROI) Entering Universal Data Element (UDE) fields Entering Entry and Entry Assessment fields Adding and updating Services received while in the program Exiting the family Please see the NH-HMIS website for printable versions of the HMIS forms. 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. Note: Click Back Date mode (upper right hand corner) if entering data from a previous date that is not the current date. Change the date to the correct date. 1. Log into ServicePoint using your User Name and Password. 2. Enter client information: a. From the Home Page Dashboard, click on ClientPoint from the menu on the left side of screen. b. Search for an existing client: i. Enter the client s First and/or Last Name and/or partial SS# and click the Search button. If correct client displays in the search results, click on the client s name (highlighted in blue) or the pencil icon. c. Add a new client: i. Enter client s information, then click the Search button. When client not found, click the Add New Client with This Information button to add client to the database. 3. For households without an entry into HMIS, click the Add Client and Add New Household (little house with green plus sign) icon. To add an individual (for example, the head of household) to an existing household, click Add Client and SEARCH Households (little house with glasses). a. Household Type: Select the type of household from pull down menu. b. Search for all individuals or enter their name to add them to the Household. c. After all members have been added to the household, click the Continue button. 4. Household Information: a. Ensure that the Household Type and client count are correct. b. Change the Head of Household status to Yes for one individual (Note that only one person can be the Head of a Household in a family). Once you select Yes for Head of Household then Relationship to Head of Household will automatically populate as Self. c. Enter the Joined Household Date: Date member entered into the program. d. Continue completing Household information for each member (Head of Household should be NO for all other members of the family and Relationship to Head of Household should be filled out.). Page 1 of 6 SGIA Entry/Exit Workflow using SP5 ClientPoint (Families) 7/2013

2 e. Click the Add/Delete Member button to add or delete an family member from the household. 5. Individual Client Assessment: a. Select the Head of Household on the left under Household Members by clicking on name to highlight it in blue. b. Make any changes to the member s record by clicking the pencil to the left of Client Record. c. Enter the ESG UDE information: i. Date of Birth: The Date of Birth of the client. ii. Date of Birth Type: The Type of Date of Birth Entered (Full D.O.B., Partial, etc.). If full DOB unknown, try to get the year of birth as a partial DOB. iii. Gender: The gender the individual identifies as. iv. Primary Race: The primary race that the individual identifies as. v. Secondary Race: A secondary race that the individual identifies as. vi. Ethnicity: The ethnicity (Hispanic, Non-Hispanic, etc) the individual identifies as. d. Once the UDE information has been entered for the Head of Household, click Save. A green check box will appear next to the household members name on the left side under the title Household Members to indicate that this member s information has been added to the database. e. Continue to enter the UDE for additional Household Members by selecting each member (on the left side under the title Household Members) and then completing the same UDE as the Head of Household. When done, all members should have a green check box next to the household members name on the left side under the title Household Members. f. When the UDE section has been completed for all Household Members, click the Save & Exit button. g. A popup display titled Review Household Data displays asking you to review the data or accept it as is. It is always a good idea to click Yes and double check all data elements. 6. Back Date Mode a. A new Display Box will appear asking if you would like to use the current system clock time (the time on your computer) or a time in history (Back Date). It is important to ensure that data entered into HMIS matches the date that the client entered the program. b. Select the Date the client entered the program or the System date by selecting either Set New Back Date or Use Current System Date buttons. c. The Household information displays on the Household tab. At the top of this screen, notice that the Release of Information displays None in red. Verify the household information first, then continue to the next step to add the ROI. 7. Release of Information (ROI) a. Click the Add ROI button located on the Summary page under the heading Release of Information or click the ROI Tab. b. Select the checkbox next to Household Type (for example, male single parent). This will apply the ROI to the entire family. Page 2 of 6 SGIA Entry/Exit Workflow using SP5 ClientPoint (Families) 7/2013

3 c. Next complete the Data elements accordingly: i. Provider: Ensure the proper provider name is in the box (should populate from original entry section) ii. Release Granted: Should be Yes if the Client complete an Acknowledgement Form. iii. Start Date: Should be the day that the client started receiving services or entered the program. Should correspond to the entry date. iv. End Date: The date that the ROI will expire. Date entered is dependent upon program or program specifics. v. Documentation: Should be Signed Statement from Client or other form of documentation provided by client during initial intake vi. Witness: Anybody who witness the signature of the Client Acknowledgement Form. d. Click the Save Release of Information button. e. If the ROI information is filled out correctly, green text at the top of the screen under the client s name that says Release of Information: End and the end date should display. To make any changes, click on the pencil. 8. Complete the Entry Data for the household. a. From the Summary Page, click the Add Entry/Exit button or click the Entry/Exit Tab. b. Select the checkbox located next to the Client Number and Household Type (for example (Male Single Parent) to select the entire family. c. Ensure that the Provider is correct. d. Type: Select HPRP. e. Entry Date: The date the client/family entered the program and the same date (if applicable) of the back date. f. Click the Save & Continue button. 9. ESG Entry Assessment a. Ensure that the Provider and Type is accurate at the top of the display. b. Also ensure that the Head of Household and other family member information is correct. c. The Entry Date should be the date that the client entered the program and the same date as the last screen. d. Ensure that the Head of Household is highlighted in blue on the left side of the screen and proceed through the Entry related questions: e. Ensure that all entry questions are answered. i. First Time Homeless? ii. Is Client Chronically Homeless? iii. Residence Prior to Program Entry: Select where the client was staying the night before entering the program. iv. Length of Stay in Residence Prior to Program Entry: Select the amount of time from previous question (if known). v. Zip Code of Last Permanent Address: Enter Zip Code of client s last permanent address (if known). vi. Zip Code Data Quality: Full or try to get some part of the zipcode. vii. Housing Status: Enter clients housing status prior to or at program entry. viii. Employed: Does the client currently have employment? ix. Employment Tenure: Is the client considered Full- or Part-Time? Page 3 of 6 SGIA Entry/Exit Workflow using SP5 ClientPoint (Families) 7/2013

4 x. Income Received from any source in the Past 30 days? If yes, click the Add button under Monthly Income. f. Monthly Income (Cash): Click the Add button to enter last 30 day income. i. Choose the source of the income. ii. Receiving Income Source? iii. iv. Enter the Start and End Date of the income. Click the Save button when done entering income, or click the Save and Add Another button to enter additional income. v. Enter the Total Monthly Income. vi. Non-cash benefit received in the past 30 days? If yes, click the Add button under Non-Cash Benefits. g. Non-Cash Benefits: Click the Add button to enter benefit amounts. i. Choose the source of the non-cash benefit. ii. Receiving Income Source? iii. Enter the Start and End Date of the income. iv. Click the Save button when done entering benefits, or click the Save and Add Another button to enter additional benefits. v. Domestic Violence Victim/Survivor? If Yes, choose the extent of DV. vi. U.S. Military Veteran: Enter whether the client is a Military Veteran. vii. Do you have a Disability of Long Duration?: Enter if the client has a disabling condition. If Yes, answer the Disability Type Subassessment questions in the next section. viii. Discharge Type: What type of discharge did the client have (if known). h. Disabilities Subassessment, click the Add button to add a disability. i. Disability Type: Enter the type of disability that the client has. ii. Disability Determination: Is there a determination for the client? iii. (If yes) Currently receiving services or treatment: Does the client receive services for a long term disability? iv. Enter Disability Start Date. v. (Optional) Disability Notes. Add more description about the disability. vi. Above Condition is going to be long term? Usually, client s will answer Yes. vii. End Date: If applicable, enter the date the disability is expected to end. viii. Click the Save button if done or the Save and Add Another button if entering multiple disabilities. i. Complete these same questions for each family member. Make sure that the member s name is highlighted in blue on the left side of the screen and complete the Entry-related questions as you did above for the HOH. j. As you complete each family member, the green check mark should display next to their name. If it does not, you will need to ensure that all the questions were answered. k. When Entry questions are completed for all the family members, click the Save & Exit button to save the information. Page 4 of 6 SGIA Entry/Exit Workflow using SP5 ClientPoint (Families) 7/2013

5 10. Add Services family received while in program a. Click on the Service Transactions Tab located to the right of the Client Information Tab. b. Click Add Multiple Services (three text boxes with a green plus sign) from the dashboard. a. To add services to all members of the household, click the checkbox next to the Client ID and the Household Type. b. Ensure that the Provider is accurate. c. Complete the Service List: i. Enter Number of Services: Number of services that the client is expected to receive. ii. Status of Need: Choose the status of the need. iii. Enter Service Start Date: The date that the service started. iv. Enter Service End Date: The date that the service ended. v. Service: The type of Service being offered to the client. vi. HPRP Financial Assistance Type (for Prevention only). vii. HPRP Financial Assistance Start and End date. 11. Add Service Costs: a. Enter Number of Units and Total Cost of Units. 12. Apply Funds for Service: a. Click the Add Funding Source button. Choose the source of funding. 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. 13. Add Support Documentation, if applicable. 14. Add Follow-up Information, if applicable. 15. Determine the Status of the Need: a. Status of Need = Identified, Closed, or In Progress. b. Choose the Outcome of Need. If need not met, choose the reason. 16. Add additional services by selecting the Add Service or Add Another button. 17. 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. b. When all of the services have been added, click the Back to Dashboard button. NOTE: 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. Page 5 of 6 SGIA Entry/Exit Workflow using SP5 ClientPoint (Families) 7/2013

6 18. Exit the family 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). i. The page will display the Exit Data for the members. Click the checkbox located at the top of the display next to the Client ID and Household Type to select all household members. b. Exit Date: The date the member exited the program. c. Reason for Leaving: Choose the reason that the member left the program. If Other, describe why the member left that was not a choice in the dropdown list. d. Destination: Choose the destination where the member went. If Other, describe where the member exited to that was not a choice in the dropdown list. e. Add any Notes for the client that help explain the exit. f. Click the Save & Continue button. g. The Entry/Exit Data screen will display with the completed Exit Date along with Reason for Leaving and Destination that was entered previously. h. Ensure all data for Employment, Income, Benefits, and Housing Status are accurate, just as you did at intake/entry. i. Click the Save button, the member you just worked on should now have a green check next to their name. Highlight each member and complete the information. When all information is correct, click the Save & Exit button to close the window. j. Click the Entry/Exit Tab and verify that the Exit date is correct. 19. At exit, if there are any incidents (in an Emergency Shelter), then click on the Client Profile Tab and fill out the incident information at the bottom of that screen. 20. Pat yourself on the back; you just entered and exited a family into the HMIS database. Congratulations!!!! Note: It is always a good idea to run reports regularly in order to ensure all data is entered correctly for clients. In ServicePoint, Client Data enters the ART reports 24 hours after the client has been entered. For example, if you enter a client on January 1, 2013, the client will not be included in the ServicePoint reports until the next day, on January 2, Page 6 of 6 SGIA Entry/Exit Workflow using SP5 ClientPoint (Families) 7/2013