Incongruent Chronic Homeless Data

Transcription

1 HMIS User Group Meeting Date: Wednesday, September 27, :00-3:00pm Cicero Town Hall Community Center, Cicero, IL Notes Welcome and Introductions 10min Client Consent/ROI Reminder: all clients should have a scanned copy of their signed ROI uploaded to their record. ROI must be in the description field. Consent Form Mystery are you replacing old printouts, are you choosing the wrong dropdown we don t know, but this mystery could be solved by uploading client ROI s. Coordinated Entry has a new VISPDAT Client Consent Form. o When uploading the CE form use CE-VISPDAT CONSENT (not ROI) in the description field. Data as of the Project Start (Entry) Date All of the data elements on the Comprehensive Entry Assessment, the Chronic Homeless Assessment and the Supplemental Assessments are all asking for information about the client as of their Entry date and not as of the asking date. So if you collect data after a client has been given an Entry, we are still asking about the information as of the day they entered. In short, don t use the interim update screens for elements about a client s entry. Use the Entry screens. This will be key for the Data Standards updates Data Standard Changes (see attachments) 45min Each year HUD updates their Data Standards, adding or removing data elements or changing how those elements are captured. The handouts discuss those changes as they pertain to Suburban Cook County. Although the changes are effective on October 1, we re not certain you will see those changes in ServicePoint by October 1. We will send out an blast to let you know when the site has been updated. DQ-Framework 5min 5min 10min We are still working through how we want to use this for quarterly reporting, but even though it is not part of the process yet, you should run these reports regularly. Just to keep you aware, Q6. Timeliness on the DQ Framework is looking at the days between the client s entry date and when that entry date was recorded in HMIS. Back Date will not trick the system in these cases. The policy has always been within 5 business days of a client s service or enrollment. Page 1 of 3

2 Incongruent Chronic Homeless Data 15min Keep a careful eye on your Chronic Homeless Data when answering the questions. They are inter-related! For example: below is a screen shot of a client who has been in an Emergency shelter for One year or longer but when asked how many months homeless in the last 3 years, the response is 5 months. o This means the Total Number of Months homeless in the last 3 years will be greater than 12 months since Length of stay of the current episode is One year or longer. In the next example the client was in ES for 90 days or more but total number of months homeless over 3 years is one month. o This means the Total number of months homeless in the past 3 years should at least be 3 months (90 days) of more because 90 days or more was answered for Length of stay during the current episode. There are other examples. If you need further guidance, there s a webinar at that is a detailed review of the Chronic Homeless Assessment. Policy Manual Updated and Board Approved on August 25, 2017, the new policy manual is posted at 2min Page 2 of 3

3 Security and Privacy Review 16min If a user is leaving your agency, include Jeremy, Lynn and Peggy on the about inactivating them. This way if the person you usually work with is out of the office, the HMIS team can inactivate that person immediately. Remember to contact us ASAP when a user leaves the agency. If you know the date the user is leaving, please let us know early. If the user leaving is sudden or you think it may be contentious, contact us before you tell the user. o Blasts I know HMIS might not seem as important in the middle of staff conflict, but it s not about HMIS, it s about your clients and protecting them and their information. Sign up for blasts on our website On the bottom of the page in the middle you will find the box pictured below. Make sure to choose HMIS on the page that follows or else you will miss out completely. 2min Next User Group Meeting: February 28, 2018 Page 3 of 3

4 2017 HMIS NEW DATA STANDARDS / UPGRADE QUICK REFERENCE NOTICE: For all clients actively enrolled in a program/project or actively receiving services any time on or after October 1, 2017: New data elements must be completed as of the client s Entry Date through the Entry Screen. Data elements where the dropdown choices may have changed or the questions have been re configured must also be answered as of the client s Entry Date and should be corrected on the Entry Screen. For more in depth definitions of all HUD Data Elements please see the HMIS Data Standards Manual from FOR ALL PROJECTS: GENDER: SUBCOOK INITIAL INTAKE ASSESSMENT Both Transgender categories have been renamed and instead of Does not identify HUD added Gender Non Conforming. Female Male Trans Female (MTF or Male to Female) Trans Male (FTM or Female to Male) Gender non Confirming (i.e. not exclusively male or female) Client doesn t know Client refused Data not collected NON CASH BENEFITS 2 Non Cash Benefit Types have been removed: Section 8, Public Housing or Rental Assistance and Temporary Rental Assistance CONTACTS SUB ASSESSMENT New Data Element: Yes/No: Staying on Street, ES or SH? The Contacts Sub Assessment is being moved to the Client s Summary tab. This is the default tab when you go to a client s record. This will help facilitate data entry. The Date of Engagement will then move to the Entry Screen where the rest of the client data will be entered. next page 2017 Data Standards Updates Reference 09/25/2017

5 PROJECT START DATE (REPLACING PROJECT ENTRY DATE) Permanent Supportive Housing Important Changes The following 3 criteria need to be met: 1. Information provided by the client or from the referral indicates they meet the criteria for admission, though all documentation may not yet have been gathered; 2. The client has indicated they want to be housed in this project; and 3. The client is able to imminently access services and housing through the project, meaning that the project has a housing opening (on site, site based, scattered site subsidy) or expects to have one in a reasonably short amount of time. Street Outreach Date of first contact with client PROJECT START DATE = FIRST CONTACT DATE Emergency Shelters Date on which client first stayed in shelter PROJECT START DATE = FIRST NIGHT OF SHELTER Safe Havens and Transitional Housing Date on which client moves into residential project (i.e. first night in residence) PROJECT START DATE = FIRST NIGHT IN APARTMENT SSO and All other types of services Date on which client received first provision of service PROJECT START DATE = DATE OF FRIST SERVICE HOUSING MOVE IN DATE (ALL PH, PSH AND RRH PROJECTS) SUBCOOK INITIAL INTAKE ASSESSMENT SUBCOOK INTERIM UPDATE ASSESSMENT Reworded: this data element used to be for RRH only and called Residential Move in Date Now applies to all Permanent Housing Project Types Same meaning: Date the client moved into housing. Clients in PH who have an Entry Date prior to October 1, 2017 and are still active on or after October 1, 2017 will have their Entry Date replicated into the Housing Move In Date. This will not include RRH projects since they already collect the information. If clients in RRH or PH move from their original unit into a new unit but are still considered part of the project then a new Housing Move In Date should be recorded for the first night in the new unit via the Interim update screen. DESTINATION CLIENT EXIT SCREEN Added new drop down items: Permanent Housing (other than RRH) for formerly homeless persons (HUD) and Rental by client, with RRH or equivalent subsidy (HUD) LIVING SITUATION (FOR ALL PROJECT TYPES) CHRONIC HOMELESS ASSESSMENT SCREEN Added new drop down items: Permanent Housing (other than RRH) for formerly homeless persons (HUD) and Rental by client, with RRH or equivalent subsidy (HUD) 2017 Data Standards Updates Reference 09/25/2017

6 2017 HMIS NEW DATA STANDARDS / UPGRADE QUICK REFERENCE RHY (RUNAWAY HOMELESS YOUTH) PROJECTS HOUSEHOLDS SUBCOOK INITIAL INTAKE ASSESSMENT When 2 or more minor children (17 and under) present together they should be entered into HMIS in separate households regardless of relationship. o Exception: Parenting teens. For parenting teens create a single household. RETIRED DATA ELEMENTS Referrals Provided By retired. Family Unifcation Achieved retired ELEMENTS EDITS OR WITH REDUCED RESPONSES BCP Status altered wording to clarify meaning and added a new Yes/No question whether the client is Runaway Youth Young Persons Critical Issues is now Family Critical Issues and the 24 responses has been reduced to 6. COUNSELING RHY EXIT ASSESSMENT For RHY Emergency Shelter, Transitional Housing and Homeless Prevention New Element: Yes/No Counseling received by client? o If yes, Identify the type(s) of counseling received: Individual Family Group including peer counseling o If yes, identify the number of sessions received by exit New Element: Total number of sessions planned in youth s treatment or service plan? New Element: Yes/No A plan is in place to start or continue counseling after exit? 2017 Data Standards Updates Reference 09/25/2017

7 SAFE AND APPROPRIATE EXIT For RHY Emergency Shelter and Transitional Housing RHY EXIT ASSESSMENT New Element: Exit destination safe as determined by the client Yes No Client doesn t know Client refused New Element: Exit destination safe as determined by the project/caseworker New Element: Client has permanent positive adult connections outside of project New Element: Client has permanent positive peer connections outside the project New Element: Client has permanent positive community connections outside of project Yes No Worker does not know AFTER CARE PLANS formerly Transitional, Exit care or Aftercare Plans and Actions SUBCOOK RHY UPDATE SUPPLEMENTAL New Element: Information Date (date information was collected) o The data should be collected and entered anytime between a client s exit and 180 days. After 180 days, the data should no longer be added and will not be reported. New Element: Aftercare was provided? Yes No Client refused o If Yes, identify the primary way it was provided Via /social media Via Telephone In person: one on one In person: group next page 2017 Data Standards Updates Reference 09/25/2017

8 2017 HMIS NEW DATA STANDARDS / UPGRADE QUICK REFERENCE VA PROJECTS VAMC STATION LIST SUBCOOK SSVF RRH & VASH SUPPLEMENTAL SUBCOOK SSVF HP SUPPLEMENTAL VAMC Station List will become a dropdown list of VAMC Station Codes, however, it will not be automatically mapped. Users should update the question through the Entry Screen. SSVF ONLY CONNECTION TO SOAR SUBCOOK SSVF RRH & VASH SUPPLEMENTAL SubCook SSVF HP Supplemental New Data Element: Connection to Soar VASH ONLY Yes No Client doesn t know Client refused VASH VOUCHER TRACKING New Date Element: Date of Voucher [Date Field] SUBCOOK SSVF RRH & VASH SUPPLEMENTAL New Element: Reason for Voucher Change Referral package forwarded to PHA Voucher denied by PHA Voucher issued by PHA Voucher revoked or expired Voucher in use veteran moving into housing Voucher was ported locally Voucher was administratively absorbed by new PHA Voucher was converted to Housing Choice Voucher Veteran exited voucher was returned Veteran exited family maintained the voucher Veteran exited prior to ever receiving a voucher Other If Other, explain text box next page 2017 Data Standards Updates Reference 09/25/2017

9 CASE MANAGEMENT EXIT REASON New element for HUD VASH at Exit SUBCOOK EXIT ASSESSMENT Accomplished goals and/or obtained services and no longer needs CM Transferred to another HUD VASH program site Found/chose other housing Did not comply with HUD VASH CM Eviction and/or other housing related issues Unhappy with HUD VASH housing No longer financially eligible for HUD VASH voucher No longer interested in participating in this program Veteran cannot be located Veteran too ill to participate at this time Veteran is incarcerated Veteran is deceased Other If Other, explain text box 2017 Data Standards Updates Reference 09/25/2017

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