Updating Client Information, Annual Assessments & Exit Assessments with 2014 HMIS Data Standards Changes

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1 Updating Client Information, Annual Assessments & Exit Assessments with 2014 HMIS Data Standards Changes The 2014 HMIS Data Standards require Updates to client information and Annual Assessments for HUD and Federal Partner Programs. These Updates and Annual Assessments are created by using the Interim Review portion of the Interim and Follow Up Review functionality and this workflow is required for all HUD and Federal Partner programs that require periodic Updates or Annual Client Assessments. Updates are conducted on a periodic basis as defined by HUD or the Federal Partners. Annual Assessments are conducted no more than 30 days before or after the client s Anniversary Date which is the Entry/Exit Entry Date. Please note that use of this functionality is not limited to HUD and Federal Partner programs, but may be beneficial to all projects tracking data in the HMIS. The Interim and Follow Up Review Functionality were introduced in ServicePoint 5.7 and allow a user to periodically assess a client following a project entry or after an exit. Use of the Entry/Exit Interim Follow Up Reviews creates point-in-time data linked to a client s Entry/Exit record, which allows for reporting on a client s state as it changes over time. Assessment questions that are answered on an Interim or Follow Up review will have a Date Effective of the data that is selected when creating the review. The following workflow provides the proper steps to follow when conducting an Annual Assessment. Please note that an Annual Assessment is required for clients that are in a project for 365 days or more. The Annual Assessment should be conducted within 30 days before or after of the client s Entry/Exit Date. ECHO will create a monthly report that identifies clients who are due for their annual assessment in the following month. Providers will be able to use this report to track their completion of annual assessments.

2 Step 1: Open the Client s Entry with the Edit Pencil and click Save & Continue.

3 Step 2: Click the Page Icon under Interims in the table near the top. After navigating to the Entry/Exit tab the user will click on the Interims icon from the desired Entry/Exit. Once the user clicks on the interims icon a pop-up will appear allowing the user to Add Interim Review. Click on Add Interim Review and proceed.

4 Step 3: Complete interim review details: Clicking on Add Interim Review will take the user to the Interim Review Data Screen. The user will see the Household Members, Entry/Exit Provider and Entry/Exit Type as selected when the initial Entry/Exit was created. From this screen the user can uncheck household members who do not require an update at this time. You should then set the desired Interim Review Type to Annual Assessment. (If doing an Update, you would select the Update Interim Review Type) and enter the desired Review Date. Then click Save & Continue.

5 Step 4: Review the questions on the assessment: At this time you will see the familiar Entry/Exit page but it now says Entry/Exit Interim Review and displays the Interim Review Assessment. Review the questions on the assessment and follow one of two options: 1. If there is no change in the data on the Interim Review Assessment the user can navigate to the bottom of the assessment and click Save and Exit. 2. If there are updates needed for the various assessment items the user can make the appropriate changes and then navigate to the bottom of the assessment and click Save and Exit.

6 Step 5: Review of the Entry/Exit will show an additional interim Review in the Interims column. Once the Interim Review Assessment is saved, the number displayed in the interims column will increase by 1. Step 6 (optional): Once an Interim Review is created it can be edited if necessary. Once the Interim Review is created it can be edited as necessary by clicking on the Interims icon. This will bring up the associated Interim Reviews. To make additional edits to the Interim Review click the pencil next to the desired review to navigate to either the Interim Review Data Screen or the Interim Review Assessment, make the needed changes and click Save and Exit. The Interim Review can also be deleted if created in error by clicking on the Trash Can next to the desired review to delete it from the system.

7 If the client has agreed to sharing, be sure to open the sharing padlock if it isn t already on the Additional Information/Update Assessment for each household member. MAKING AN UPDATE: You will also be using the Interim Review when your client has a change in income, non-cash benefits, health insurance, etc. You will follow the same steps as outlined above for an Annual Assessment. The only difference is that you will select UPDATE as your type of interim assessment. Fill out the Update assessment with any changes that have occurred since the last update, saving and switching household members as necessary. Click Save and Exit.

8 Exiting a Client with 2014 HMIS Data Standard Changes This section of the workflow provides the steps for exiting a client. Most of the steps have not changed, but the new HMIS Standards state that Destination is now a required field. Step 1: From the Client Summary Page, click the Edit Pencil for the Exit Date. Clicking the edit pencil for the Exit Date will take the user to the Exit Assessment screen. Complete the Exit Assessment with any changes that have occurred since the last update. Set the Exit Date. Select the Reason for Leaving. If the Reason for Leaving is Other, then specify the reason.

9 Step 2: Select the Destination. If the Destination is Other, then specify the destination. Please note that the Destination is now required in the new HUD Data Standards. Click Save & Continue. Complete the Exit Assessment with any changes that have occurred since the last update, saving and switching household members as necessary.

10 Click Save and Continue. If the information applies to all household members, you can check all household members and update their Exit Assessment together in one step. Or if only one, or some, of the household members are exiting, then check those household members and update their Exit Assessment information, saving and switching household members as necessary.

11 Follow UP Reviews after an Exit (Optional) Once an Entry/Exit has an Exit Date, a Follow Up Review can be created by clicking on the Follow Up Icon and following the same steps as above for the Annual Assessment. Follow Up Review are not currently required by HUD or any of the Federal Partners but are a useful tool to track a client s progress once exiting a project.