State of New Hampshire Client Coordinated Entry Intake Form Workflow for Single Clients

Transcription

1 This document provides instructions for performing the following tasks in HMIS using the ServicePoint 5.11 software: Entering a single client into the coordinated entry project for the first time Adding a Release of Information (ROI) Entering NH State Client Coordinated Intake and Entry Record Adding a Client Referral Entering Entry and Exit Assessment data Exiting the client. Please see 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 in the upper corner of the page to switch to the correct program. Note: Click Back Date mode in the upper right corner if entering data from a previous date that is not the current date. Change the date to the correct date. 1. Log in to ServicePoint using your Username and Password. 2. Enter client information: a. In the home page dashboard, click ClientPoint in the menu on the left side of the page. b. Search for an existing client: i. Enter the client s first and last name, name data quality and/or partial Social Security number, Social Security data quality and US Military Veteran status. ii. Click the Search button. If the 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 the client s information, then click the Search button. When the client is not found, click the Add New Client with This Information button to add the client to the database. ii. Confirm the date/time from the pop-up window that displays. Keep as current system date if client is currently sitting with you to answer the questions. If not, click Set Back Date mode and enter the date that client entered the program. iii. Select Add Client Only (image of person with green plus sign). The Client Profile tab displays. Page 1 of 5 Client Coordinated Entry Intake Form Workflow Single Clients Rev A 7/28/2015

2 3. In the Client Profile tab under the heading NH State Client Coordinated Intake & Entry Record: a. If client answered Yes to veteran status, choose Discharge Type. b. Date of Birth: Enter the client s date of birth. c. Date of Birth Type: Select Full or Partial. d. Race: Select up to five race(s) that client identifies as. e. Ethnicity: Select Hispanic or Non-Hispanic ethnicity. f. Gender: Select the gender the individual identifies as. g. Add any Client Notes, File Attachments, or Incidents (optional). h. When you are finished entering data into Client Record Creation, click Save. 4. Add a Release of Information by clicking on the ROI tab. Note: The ROI is needed for data to be shared within the projects. a. In the ROI tab, click the Add Release of Information button. The Release of Information window displays. b. Next, complete the data elements as follows: i. Provider: Ensure the proper provider name is in the box. This will be prepopulated from the original entry section. ii. Release Granted: Select Yes if the client completed a Client Acknowledgement Form. iii. Start Date: Enter the date that the client started receiving services or entered the program. This date must be the same date as the entry date. iv. End Date: Enter date that the ROI will expire. The date entered is dependent upon program specifics. v. Documentation: Select Signed Statement if the client signed gave consent in person. Select Implied if the client gave consent over the phone. vi. Witness (Optional): Enter the name of anyone who witnessed the client sign the Client Acknowledgement Form. c. Click the Save Release of Information button. If the ROI information is filled out correctly, green text displays at the top of the screen under the client s name that reads Release of Information: End along with the end date. d. To make changes, click the pencil icon. 5. Add Referrals and Services the client received. a. Click the Service Transactions tab to display it and add a referral. b. Select Add Referrals. c. Scroll down to the Needs Assignment section. i. Highlight the appropriate service code in the Service Code Quicklist. Note: Select only one service code. ii. Add a service by clicking the Add Terms button. d. Scroll down to the Referral Provider Search Results. i. Perform a search for the appropriate provider. ii. Select the appropriate provider from the search results by clicking the circle with green plus sign to the left of it. Page 2 of 5 Client Coordinated Entry Intake Form Workflow Single Clients Rev A 7/28/2015

3 e. Scroll down to the Refer to Providers section. i. Enter the Needs Referral Date. ii. Use the drop down menu to select the referral ranking that is most applicable. iii. Projected Follow-up Date: Enter a date for follow-up if needed. iv. Follow up User: Select a follow-up user from the drop down list if needed. v. Scroll down to Selected Needs. vi. Select a Need Status. vii. Select an Outcome. viii. If the selected outcome was Not Met, select a reason. f. Click Save All. g. In the Previous Referrals section, locate the referral you just added and click the pencil icon to edit it. The Edit Referral page displays. i. Under the Referral Data section, verify the Needs Referral Date. ii. Select a Referral Outcome from the drop-down list. iii. Indicate whether a follow-up was made by selecting Yes or No. iv. Enter the Completed Follow-up Date. v. Under Needs Status and Outcome, select the outcome of the need from the drop-down list. vi. If selected outcome was Not Met, select the reason. h. Under the Service Information section, click the Provide Service button. The Services tab > Add Service page displays. i. Enter the End Date. ii. Select the same service that you selected in the referral from the drop-down list. iii. Click Save and Continue. i. If you have support documentation to add to the service, you may click the Support Documentation button, located at the bottom center of the page, to attach it. This is optional. j. Enter the Follow-up information section. i. Enter the Projected Follow-Up Date. ii. Indicate whether a follow up was made by selecting Yes or No. iii. Enter the Completed Follow-up Date. k. Enter the Need Information. i. Select the Need Status. ii. Select the Outcome of Need from the drop-down list. iii. If the selected need outcome was Not Met, select the reason. l. Click Save and Exit. 6. Click the Client Information tab to display it. a. Click the Entry/Exit tab. b. Click the Add Entry/Exit button. The Entry Data window displays. i. In the Entry Data window, select the Provider name or ensure that it is correct (if populated due to using EDA mode). ii. Type: Choose HUD. Note: If the Type is not changed to HUD, the correct page will not display. Page 3 of 5 Client Coordinated Entry Intake Form Workflow Single Clients Rev A 7/28/2015

4 iii. Entry Date/Time: Enter the date that the individual entered the project. Confirm that the date and time displayed are the date and time you want to use (current date/time vs. back date). iv. Click Save & Continue. The Entry/Exit Data screen displays. 7. Entry Assessment Transfer the data into ServicePoint. For more information about any question, click the question to display a description of it. For more help, refer to the related section in the HMIS Data Standard. a. Provide or verify all client entry data. b. Select the client s Relationship to Head of Household. c. Select the client s CoC Location. d. Click Save and Exit at the bottom of the page to save the information when finished entering client information. Note: If you have assigned a special navigator or case manager to this client, you can add them to the client record using the case manager tab. 8. Add a Case Manager (optional). i. Click the Case Managers tab to display it. ii. Click the Add Case Manager button. The Case Manager window displays. iii. Select the appropriate user. iv. Enter the required data into the fields in the Case Manager window, or verify the information is the fields are pre-populated. v. Click the Add Case Manager button. 9. Exit a Client from a program. a. Click the Client Information tab located to the left of the Services Transactions tab. b. Click the Entry/Exit tab. c. Click the pencil icon to the left of the Exit Date. The Edit Exit Data window displays. i. Exit Date: Enter the date the client exited the program. ii. Reason for Leaving: Choose the reason that the member left the program. If there is no selection that accurately describes why the member left in the dropdown list, select Other and enter a description of the reason the member left in the If Other, specify text field. iii. Destination: Choose the member s destination after leaving the program. If there is no selection that accurately describes the member s destination in the drop-down list, select Other and enter a description of the member s destination in the If Other, specify text field. iv. Enter any Notes about the client that help explain the exit circumstances. Page 4 of 5 Client Coordinated Entry Intake Form Workflow Single Clients Rev A 7/28/2015

5 v. Click the Save & Continue button. The NH State Client Coordinated Exit screen displays, showing the completed Exit Date, Reason for Leaving and Destination that were previously entered. d. Select a response the Housing Assessment Disposition. e. Verify that all entered information is correct. f. Click the Save & Exit button to close the window. g. Verify that the Exit date is correct. Page 5 of 5 Client Coordinated Entry Intake Form Workflow Single Clients Rev A 7/28/2015