ServicePoint HMIS Entry/Exit Quick Reference Card (non HPRP)

ServicePoint HMIS Entry/Exit Quick Reference Card (non HPRP) Login to ServicePoint 1. On your PC s desktop, double-click either the Internet Explorer browser icon or the Firefox icon. The browser s default page displays. 2. In the browser s address bar, type the URL for the Service Point application: https://chicago.servicept.com/ The ServicePoint Login screen displays. Step 1: Release of Information (ROI) Forms Each client must sign a ROI form before any information is entered into HMIS. You do not need to enter anything into HMIS regarding the ROI. If a client does not sign the form, do not enter their information into HMIS. You may also refer to the Standard Operating Procedures (SOP) # 03-050 for additional information. The paper-copy of the form should be stored at your agency in the client file, and should include an end date no more than 5 years from the date the form was completed. Please contact the HMIS Administrators for a copy of the ROI forms or SOP s. Contact information is provided at the end of this User Guide. Step 2: Search for the Head of Household 3. Type your assigned username and password. Feel free to write your username here for your records: The first time you log into ServicePoint, you must enter the temporary password that DFSS gave you. ServicePoint will then prompt you to create a new password, which must contain between 8-16 characters and include at least two numbers. ServicePoint will also require you to change your password every 45 days. 4. Either click the Logon button or press the Enter key. The ServicePoint Home Page displays. If you typed an incorrect user name or password, the Login screen displays again. Check that you are entering the correct information, and that the Caps Lock key is not turned on. Remember, you only have three tries to enter the information after that, you will be locked out of ServicePoint! If you get locked out, contact your Agency Technical Administrator (ATA). (write your ATA s name and contact information here) 2.1 From the ServicePoint Home Page, click either the ClientPoint module tab or the ClientPoint link in the ServicePoint Modules area. The Search screen displays. 2.2 Enter known client information into the search fields. If you know the exact client ID, enter it into the Client ID text field and click Search this ID. (2) For all other situations, enter client information using any combination of the First or Last Name and SSN into the Search for Existing Client portion of 2.3 Click Search. ServicePoint returns records matching the information you entered. Last updated 10/5/2010 1

2.4a No Record Found: If you receive a No Matching Clients Found message, scroll to the bottom of the screen and click Add Client with this Information. The Client Profile screen displays. Move on to Step 3.. 2.4b Records Found: If the search results show that a client already exists with the same name, date of birth, and social security number, click the client s name to display the client s Profile screen. Review the information displayed to verify this is the intended client. If this IS the intended client, the client was already entered into ServicePoint. Go to Step 3. If this is NOT the intended client, go back to Step 2.2 and repeat the search procedure. If you find more than one record that has several matching fields (first & last name, SSN, DOB), you should follow the instructions to notify DFSS of this duplicate entry. They will ultimately determine whether clients should be merged into one. Step 3: Add/Update Profile Information 3.1 On the Profile tab, there are 2 sections for entering data: Client Profile and HUD Universal Data Elements. Enter or update these fields as necessary - all are required to be completed before saving the profile. 3.2 Click Save Changes and move on to Step 4. Step 4: Create a Household and Add Family Members (Do not perform for single clients) 4.1 On the top of the Profile screen for the Head of Household, click Household Information - X Households - Click to Expand. The Households Overview area displays. 4.2 Your next step will depend on what the Household Overview screen displays: No Household Household is Correct Household is Incorrect Create new household and add family members (4.2a & b) Move on to Step 5 Add family members (4.2b) Remove family members (4.2c) 4.2a Create a new household. Click Start New Household. The Add Client to Household screen displays. Enter information about the head of household in the following fields: Household Type Select the option that best represents the composition of the family. Head of Household Select Yes. Relationship to Head of House Select Self. Date Entered Enter the date the household was entered into the program. Use the format mm/dd/yyyy. Date Removed - Leave blank unless you are removing a member from the household. Click Start NEW Household. The Add Client to Household screen refreshes and displays the information you just entered. Click Exit and Refresh to return to the profile screen. 4.2b Add family members. In the Households Overview screen, click on the pencil left of the household type. Search for the family member by using the Last Profile box, or by entering the person s first name, middle name, last name, and social security number in the appropriate fields and click Search for Client. If no one was found with the same name, click Add Client with this Information. The Add Client to Household screen refreshes to display the current household members. If there are more family members on the list, repeat Steps 5 and 6 to continue searching for and adding them to ServicePoint and the household. When the household displays the correct information, click Exit and Refresh in the upper right corner of the screen. The Add Client to Household screen closes and the Profile for the Head of Household is displayed. 4.2c Remove family members. In the Households Overview screen, click on the pencil left of the household type. In the new Overview screen, click on the pencil next to the name of the family member you are removing, and enter the removal date. Click Save Household Member. Then click on the the trash can to the left of the family member name you wish to remove. 4.3 If family members enter the program on a different date, repeat steps 4.1-4.2b and use the new date. 4.4 Click Save Changes and move on to Step 5. Last updated 10/5/2010 2

Step 5: Enter the Household/Client into a 5.1 On the Head of the Household s profile, click the button to display the Entry/Exit summary screen. 5.2 Click Add Entry/Exit to display the Entry/Exit screen. 5.3 If there are other household members associated with this client, click the checkbox for each household member you want to enter into the program. You will also need to complete demographic information after completing the Entry data on the head of household. See step 5.6. 5.4 Complete the first three fields of the Entry Data screen as follows: Provider Select your provider name from the drop down selections. Please note that generally, agencies have several projects listed in HMIS. It is very important that you select the correct project at your agency, not only your agency name. If you do not know the project name or 3-digit ID number, contact your program director or Agency Technical Administrator for HMIS at your agency. Type Select HUD-40118 from the drop-down menu. Entry Date Enter the correct date the client entered the program. Please note that this is the date the client entered the program, not the date you are entering the information. Please choose only drop-down items with (HUD) after the selection, when available. 5.5 Continue filling out all fields on the Entry/Exit screen. Required fields are those in red, and must be completed at the time of Entry. ServicePoint will not allow you to save the Entry data without completing them. These elements are listed in the HUD HMIS Standards as the Universal Data Elements and are a requirement for all agencies using HMIS. Refer to Appendix A for a list of all data elements and their collection requirements. 5.6 Repeat step 5.4 for each member in the household. Refer to Appendix A for a list of all data elements and their collection requirements, including elements that must be collected for children. 5.7 Click Save and Close to display the Entry/Exit summary screen. 5.8 Click Close to return to the client s Profile page. Step 6: Complete (or update) the Specific Elements Assessment This is not the assessment called HUD Specific assessment, rather the Specific Elements assessment. HUD requires all HUD-funded agencies to enter Specific Data Elements into HMIS as of the new data standards released in 2010. If you were not able to complete these elements when completing Step 5, please follow the steps below to enter this information. These elements must also be updated annually, and you can follow the steps below for updating information. 6.1 On the Head of the Household s profile, click Assessments 6.2 Choose HUD Specific 6.3 If you are updating a previous assessment, or entering a previously completed assessment, switch to backdate mode by entering the previous date into the boxes at the top of the assessment. 6.4 Complete the Specific Elements. For a listing of which elements must be completed (or updated annually) for your program, please refer to Appendix A. Click Save Changes. Step 7: Exit Household/Client from a (Complete after client leaves the program) 1. On the Head of the Household s profile, click the orange Entry/Exit button. The Entry/Exit summary screen displays. 2. Click the Exit Date edit pencil to display the Entry/Exit screen. 3. Enter the following information: Exit Date Enter the date on which the household is being exited from the program. Housing Status Select the most-appropriate response from the drop-down menu. Specific Elements HUD requires that all Specific Elements be reported at exit as well. See Appendix X for a listing of these elements. 4. Click the checkbox for each household member who is also exiting the program. 5. Scroll to the bottom of the screen and click the Save and Close button. Last updated 10/5/2010 3

Appendix A - HUD Data Standards & Collection Requirements When Collected Data Standard Initial Entry Only Every Entry During Client Assessme nt Near Entry At Least Once Annually During Enrollment Every Exit UNIVERSAL 1. Name X 2. Social Security Number X 3. Date of Birth X 4. Race X 5. Ethnicity X 6. Gender X 7. Veteran Status X 8. Disabling Condition X 9. Residence Prior to Entry X 10. Zip Code of Last Permanent Address X 11. Housing Status X X 12. Entry Date X 13. Exit Date X 14. Personal ID Number X 15. Household ID Number X PROGRAM SPECIFIC 1. Income and Sources X X X 2. Non-Cash Benefits X X X 3. Physical Disability X X X 4. Developmental Disability X X X 5. Chronic Health Condition X X X 6. HIV/AIDS X X X 7. Mental Health X X X 8. Substance Abuse X X X 9. Domesitc Violence X 10. Destination X 11. Date of Contact (Outreach Only) 12. Date of Engagement (Outreach Only) X every contact Last updated 10/5/2010 4

Appendix B - Training & Technical Assistance - Help Desk (312) 744-3282 If you need technical assistance for ServicePoint (HMIS) related issues, or to sign up for a HMIS training, you must first contact your Agency Technical Administrator, who will then contact the help desk to request assistance from the HMIS Administrators (the City of Chicago, Department of Family and Support Services (DFSS)). Agency Technical Administrators (ATA s), please follow the instructions below: It is necessary to contact the help desk and obtain a ticket number BEFORE sending an email or calling DFSS. The ticket number allows the City of Chicago to track and monitor issues with HMIS. This information is useful to identify issues and troubleshoot user problems. To expedite the process of receiving technical assistance, follow the steps below: 1. Contact the help desk at (312)744-3282 to obtain a ticket number. a. Note that this number puts you in touch with the company responsible for tracking all work requests for the City of Chicago. b. To expedite the process of obtaining the ticket number for an HMIS request you should state the following: i. You are using a software system required by the City of Chicago called HMIS, and you need to put in a request for technical assistance ii. You are NOT a city employee, and therefore you do not need to provide your social security number to them iii. You are required to receive a ticket number in order to be assisted 2. Contact DFSS with specifics about the problem or indicate you would like to sign up for training. The help desk analyst can transfer you after you receive the ticket number, or you can email chicagohmis@cityofchicago.org with specific information. For technical assistance, be sure to include: a. Your ticket number in the subject line b. Details about what type of problem you are experiencing (trouble generating an accurate 40118 report, clients missing from report, etc.); or indicate you would like to sign up for training. c. Client ID numbers if applicable d. DO NOT INCLUDE ANY IDENTIFYING INFORMATION (Social Security Numbers, Names, Dates of Birth, etc) IN EMAIL COMMUNICATIONS Last updated 10/5/2010 5

Appendix C - Back Dating The Back Date feature in ServicePoint allows the user to: enter profile/assessment assessment information for a date prior to the current date update profile/assessment information entered on a date prior to the current date It is particularly important for reporting purposes that assessment information be tied to the same date in HMIS, especially for the Universal Data Elements, which must be collected at every program entry, and the Specific Data Elements, which must be collected near the time of program entry and once annually. To enter a new profile/assessment that was completed on a date prior to the current date, you need to enter Back Date Mode before completing the assessment. Follow these instructions: 1. In the Assessment Date box under the Universal Data Elements Section, enter the date the client began receiving services. 2. Click Back Date 3. The header will change to yellow, indicating you are in backdate mode. You will now be able to enter any information and/or assessments in backdate mode by following the HMIS Quick Reference Guide Steps 3-6. 4. You should exit backdate mode after completing step 6. Exit and save changes by clicking Save Changes. However, at anytime you wish to leave backdate mode click Return to Live Mode. To update profile/assessment information entered on a date prior to the current date, you must first identify the date the prior profile/assessment was completed. Then you can enter Back Date Mode for the correct date and update the necessary information. Follow these instructions: 1. Access the client record for which you want to update profile/assessment information, and navigate to the profile or assessment screen that you want to update. 2. Click on the bar next to any universal data element on that profile or assessment screen. 3. A pop-up window will display a historical record of when that data element was updated. Locate the date you originally entered information, and make a note of that date. Click Close Window. 4. In the Assessment Date box under the Universal Data Elements Section, enter the date you noted in step 3. 5. Click Back Date 6. The header will change to yellow, indicating you are in backdate mode. You will now be able to enter any information and/or assessments in backdate mode by following the HMIS Quick Reference Guide Steps 3-6. 7. You should exit backdate mode after completing step 6. Exit and save changes by clicking Save Changes. However, at anytime you wish to leave backdate mode click Return to Live Mode. Last updated 10/5/2010 6