State of New Hampshire Client Coordinated Entry Intake Form Workflow for Families

Transcription

1 This document provides instructions for performing the following tasks in HMIS using the ServicePoint 5.11 software: Entering each family member s information 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 family. 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 right corner 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. Entering Data into HMIS 1. Log into ServicePoint using your User Name and Password. 2. Enter client information: a. From the Home Page Dashboard, click 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 Social Security number, Social Security number data quality and US Military Veteran status. Note: Entering all this information will save you a step later in the process. ii. 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. ii. When the client is not found, click the Add New Client with This Information button to add the client to the database. Page 1 of 7 State of NH Client Coordinated Entry Intake Form Revision A 7/28/2015

2 d. Back Date Mode A display box appears asking if you would like to use the current system clock date/ time (the date/time on your computer) or a date/time in the past (Back Date). It is important to ensure that date entered into HMIS matches the date that the client entered the program. i. If you want to select the date the client entered the program, click the Set New Back Date button. If you want to select the current system date, select the Use Current System Date button. 3. Click the Add Client and Add New Household icon. Or, to add an individual (for example, the head of household) to an existing household, click Add Client and SEARCH Households (house with glasses). 4. The Household Type window displays. Important: The last name of the head of household is automatically populated in the window. Be sure to perform a Search at this point. Do not click Continue. If you click Continue, you will create a household with only one client in it. a. At the top of the elect the correct Household Type. b. Fill in the client information: Name, Name Data Quality, Social Security Number, Social Security Number Data Quality, US Veteran Status. c. Click the Search button. d. Click the Add a New Client with this Information button. A dialog box asking if you want to add a new client displays. e. Click OK. The Add New Household page displays. f. Continue completing household information for each member. Ensure that all clients in the household are listed under Selected Clients. g. After all members have been added to the household, click the Continue button. The Household Information window displays. 5. Household Information a. Verify that the selected Household Type at the top of the window is correct. b. Ensure that the Client Count matches the number of household members. c. Under the Household Members list, in the Head of Household column, change one individual s status to Yes. Note: Only one person can be the Head of a Household in a family. After you select Yes for Head of Household, Relationship to Head of Household will automatically populate as Self. Page 2 of 7 State of NH Client Coordinated Entry Intake Form Revision A 7/28/2015

3 d. Enter the relationship to the head of household for all members. Note: Select NO under Head of Household for all other members of the household. e. Click the Add/Delete Member button to add or delete a family member from the household as needed. 6. Under Household members on the left side of the window, select the Head of Household by clicking the name to highlight it in blue. 7. In the Household Information window, scroll down to the NH State Client Coordinated Intake & Entry Record Section. a. If the 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. First Fifth Race: Select up to five race(s) that client identifies as. e. Ethnicity: Hispanic or Non-Hispanic origin depending on individual. f. Gender: Select the gender the individual identifies as. g. When you are finished with NH Client Record Creation, click Save. Important: After the NH State Client Coordinated Intake and Entry Record has been entered for the Head of Household, and you have clicked Save, the check box to the left of the household member s name (on the left side under Household Members) turns from gray to green to indicate that this member s information has been added to the database. If the checkbox is not green, the member s name has not been added to the database. h. Continue to enter the Client Record Creation data for additional household members by selecting each member (on the left side under the title Household Members) and then completing steps 7a-7g to enter the same Client Record Creation information that you completed for the Head of Household. When complete, all members should have a green check box next to the household member s name on the left side under the title Household Members. i. When the Client Record Creation section has been completed for all household members, click the Save & Exit button. j. A popup window titled Review Household Data displays, asking you to review the data or accept it as is. Click Yes and verify all data elements. k. To make any changes to the member s record, click the pencil to the left of the Client Record section heading in the Client Profile tab as needed. 8. 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. Select the check box next to Household Type (for example: male single parent). This will apply the ROI to the entire family. Important: If you do not check this box, the other household members will not be included in the ROI. Page 3 of 7 State of NH Client Coordinated Entry Intake Form Revision A 7/28/2015

4 c. 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 Implied. vi. Witness (Optional): Enter the name of anyone who witnessed the client sign the Client Acknowledgement Form. d. 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. e. To make changes, click the pencil icon. Information to be Entered or Verified at Project Entry After the client enters the referred project, an entry assessment into the project will be created that may include some or all of the sections listed below. The NH Client Record Creation has already been filled out during the Coordinated Entry, but at project entry, it is important to verify with the client that the data is correct. 1. Add Referrals and Services the family received. a. Click the Service Transactions tab to display it and add a referral. b. Select Add Referrals. c. Under Household Members, check the Household Type check box (for example, Two Parent Family) to apply the referral to the entire family. Important: If you do not check this box, the other household members will not be included in the referral. d. 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. e. Scroll down to the Search Results. i. Select the appropriate provider from the search results by clicking the circle with green plus sign to the left of it. f. 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. Page 4 of 7 State of NH Client Coordinated Entry Intake Form Revision A 7/28/2015

5 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. g. Click Save All. h. In the Previous Referrals section, locate the referral you just added and click the pencil icon to edit it. The Client Profile page for the current family member displays. i. Click the Include Additional Household Members button. The Include Additional Household Members window displays. ii. Click the Household Type (for example, Two Parent Family) to include all family members in the referral. iii. Click Continue. iv. Under the Referral Information section, click Referral Data to edit. v. Verify the Needs Referral Date. vi. Select a Referral Outcome from the drop-down list. vii. Indicate whether a follow-up was made by selecting Yes or No. viii. Enter the Completed Follow-up Date. ix. Under Needs Status and Outcome, select the outcome of the need from the drop-down list. x. If selected outcome was Not Met, select the reason. i. Under the Service Information section, click the Provide Service button. The Services tab > Add Service page displays. i. Click the Include Additional Household Members button. The Include Additional Household Members window displays. ii. Click the Household Type (for example, Two Parent Family) to include all family members in the referral. iii. Enter the End Date. iv. Select the same service that you selected in the referral from the drop-down list. v. Click Save and Continue. j. 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. k. Enter information into 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. l. 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. m. Click Save and Exit. Page 5 of 7 State of NH Client Coordinated Entry Intake Form Revision A 7/28/2015

6 2. Entry/Exit for the Household a. Click the Client Information tab to display it. b. Click the Entry/Exit tab to display it. c. Click the Add Entry/Exit button. The Household Members window displays. i. Select the check box next to Household Type (for example: male single parent). This will apply the Entry/Exit to the entire family. Important: If you do not check this box, the other household members will not be included in the Entry/Exit. ii. iii. iv. Select the Provider or ensure the correct provider is selected if it is prepopulated from EDA. Type: Select HUD. Entry Date: Date 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). v. Click Save & Continue. The NH State Client Coordinated Entry window displays. 3. Entry Assessment Transfer the data from the HMIS Entry Form 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. Important! Ensure that you answer all entry questions. a. On the far left of the page, under Household Members, click to highlight and select the first household member in the list. b. Select or verify the responses to all the questions for the selected household member: i. Discharge Type (if the client is a US veteran) ii. Date of Birth iii. Date or Birth Type iv. Race v. Ethnicity vi. Gender vii. Relationship to Head of Household viii. Client Location. c. Click Save to save the information when you are finished entering client information. As you complete each family member, the gray check mark next to the family member s name in the Household Members section turns green. If it does not, you will need to ensure that all the questions were answered. d. Repeat steps a through c for each remaining household member. e. When the information for all household members has been entered and saved, click Save & Exit to save the information and exit. Page 6 of 7 State of NH Client Coordinated Entry Intake Form Revision A 7/28/2015

7 4. Exit a family from a program. a. Click the Client Information tab (located to the left of the Services Transactions tab) to display it. b. Click the Entry/Exit tab to display it. c. Click the pencil icon to the left of the Exit Date. The Edit Exit Data window displays. i. Click the Household Type check box located at the top of the window to select all household members. ii. Exit Date: Enter the date the family exited the program. iii. 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. iv. 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. v. Add any Notes for the client that help explain the exit. vi. Click the Save & Continue button. b. The Entry/Exit Data screen displays with the completed Exit Date and Reason for Leaving and Destination that was entered previously. c. Select the Housing Assessment responses from the drop-down menu. d. When the information is correct and complete, click the Save button. The member you just worked on now has a green check next to their name in under Household Members at the left side of the screen. e. Highlight each family member and complete the same information. f. When all information is correct, click the Save & Exit button to close the window. g. Verify that the Exit Date is correct. 5. At exit, if there are any incidents, click on the Client Profile tab and fill out the incident information at the bottom of that screen. 6. After you have entered all the client data, click the Client Profile tab to review and verify all the information you entered. If you forgot to enter any information (for example, if you did not enter the client s social security number), you can add it by clicking the pencil icon next to Client Record to add or edit this information. On this page you can also add Client Notes, File Attachments, and Incidents. This completes the family entry into a project and exit from a project. Page 7 of 7 State of NH Client Coordinated Entry Intake Form Revision A 7/28/2015