Stanislaus County HMIS Basic Data Entry User Guide

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Georgiana Vivian Lambert
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1 Workgroup: Modesto HMIS: HMIS Programs* If you have access to more than one organization it will appear here, make sure to change to correct organization prior to entering data on a client. FINAL HMIS BASIC USER GUIDE V4 LF 1

2 View from the Home Tab Users Dashboard View from the Client Tab Clients Dashboard To Proceed with Data Entry Make sure you have a signed HMIS ROI (Release of Information) From the Client FINAL HMIS BASIC USER GUIDE V4 LF 2

Make sure you are on the Client Tab if you are ready to start entering a client into the system Start by searching for Client, Click Find Client When

The system will give a list of names matching your search If the correct name appears, highlight and click the correct name below or If the correct name is

3 Make sure you are on the Client Tab if you are ready to start entering a client into the system Start by searching for Client, Click Find Client When searching for client; always remember Less is Best Use the first few letters of the first & last name to narrow search, then enter. The system will give a list of names matching your search If the correct name appears, highlight and click the correct name below or If the correct name is not listed you would click on Baseline Intake Workflow top left to proceed with client intake workflow. (For all programs except RHY & PATH) FINAL HMIS BASIC USER GUIDE V4 LF 3

You will then have the option to Add or Use current Client.

If the client was found through your search and you clicked on the name, they will appear in the

Use current client if name is in the header Add new client only if client was not found through

4 You will then have the option to Add or Use current Client. If the client is not in the system click, Add a new client. If the client was found through your search and you clicked on the name, they will appear in the header; only click Use the current client if the clients name is showing in the header. Use current client if name is in the header Add new client only if client was not found through search The workflow will then begin by Searching Existing Clients Enter Clients First/Last name and SSN (in the event there was initial data entry errors) FINAL HMIS BASIC USER GUIDE V4 LF 4

5 The system will let you know if any potential duplicates, verify and proceed by clicking next. If the correct name does appear, click on the name below to proceed Starting at the top, complete all required fields, always make sure if you entered a partial SSN in the search, to complete entire SSN, DOB, etc. once complete, click Finish bottom right. Please Note: If your screen shows the required Sexual Orientation* right under the gender, you are in the wrong RHY workflow. FINAL HMIS BASIC USER GUIDE V4 LF 5

You will then get the Family Screen, this is where you would add additional family members Click on box to add additional members

This is how your Program selection screen appears.

your organization has access to or what programs they are set up for.

6 You will then get the Family Screen, this is where you would add additional family members Click on box to add additional members Making sure you then tab or scroll to far right to complete all fields if no family members to add, click save and close. This is how your Program selection screen appears. Click on the down arrow to choose the Program you wish to enroll the client into You will only show the options in the drop down that your organization has access to or what programs they are set up for. If your choice is not listed, PLEASE DO NOT CONTINUE, the system is conditional as to what questions are asked, so do not proceed, you can t change the enrollment later. Contact your system Administrator (209) Choose correct Program and then save. FINAL HMIS BASIC USER GUIDE V4 LF 6

Complete Universal Data Assessment Date will default to date of entry so change if needed.

7 This is your enrollment screen Click on the box to the left of all persons you want to enroll in this program The date will default to the date of entry, so change if needed by clicking on the date. Then click Save. Complete Universal Data Assessment Date will default to date of entry so change if needed. Complete all fields (You can no longer change the type of assessment or program, if it is showing incorrect, you are not in the correct workflow). Type of Residence and Length of stay in the prior living situation. FINAL HMIS BASIC USER GUIDE V4 LF 7

Complete Barriers If client has barriers, click the box left side, then answer the remaining questions If no Barriers, click top left

8 Health Insurance If you mark yes to covered by insurance, you must have an answer on all in the status field, click box top left, which will change all to no. Change the one that should be a yes and then save. Complete Barriers If client has barriers, click the box left side, then answer the remaining questions If no Barriers, click top left which will mark all as No. Complete Domestic Violence, if no, then Save. if yes, complete when Experience occurred and if they are currently fleeing. FINAL HMIS BASIC USER GUIDE V4 LF 8

Complete Income and Non-Cash Benefits on all Adults, all children income go under the HoH If yes, then put amount received to the nearest dollar. Make note in Description if child income etc.

9 Complete Income and Non-Cash Benefits on all Adults, all children income go under the HoH If yes, then put amount received to the nearest dollar. Make note in Description if child income etc. (Sam $600.00) for tracking changes etc. #3 Scroll down to the Non-Cash Benefits which will only appear below if you answered yes above #4 Save and Close. #5 NEVER mark YES for Income from Any Source and then NO FINANCIAL RESOURCES #5 #3 #4 FINAL HMIS BASIC USER GUIDE V4 LF 9

The Correct Date of Enrollment #3 The Correct Name and demographical information #4 The

10 Make sure to Click FINISH to complete Workflow Always double check the Clients Dashboard when complete for accuracy The correct number of Case Members enrolled. The Correct Date of Enrollment #3 The Correct Name and demographical information #4 The Correct Program #3 #4 YOU HAVE COMPLETED YOUR ENROLLMENT! FINAL HMIS BASIC USER GUIDE V4 LF 10

GUIDE FOR RECORDING A MULTI-PERSON HOUSEHOLD ENTRY INTO SERVICEPOINT. Version 2.0

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