Minnesota’s Homeless Management Information System (HMIS) - PowerPoint Presentation

Minnesota’s Homeless Management Information System (HMIS) Client Point Module – Entry/Exit Data Entry 121

This training is to provide introduction to data entry, update and exit of clients in ServicePoint.For complete instructions, please also view applicable Foundations, Data Entry and Report trainings. Universal and Common Data Elements Overview (Foundations 115)ServicePoint and Advanced Reporting Tool (ART) Reports (Reports 161)Funder Specific Trainings Overview

HMIS Data Entry and Reporting GuideFor detailed report instructions along with data entry instructionsData Collection FormsRequired data elements by funding source Materials All resources (as well as funder contact information) are posted here http ://hmismn.org/forms-and-instructions

Steps for all programs:Log on to ServicePoint Select the EDA provider Search for clients/create new recordsGo into backdate mode At Entry: Set up a household (if more than 1 person) Complete ROI/security information (only if sharing data) Enter clients into a provider & complete assessmentsComplete Measurement Enter service transactionsOngoing:Make mid-program updatesExit clients from a programComplete case plans Run reports in ART HMIS Data Entry Steps:

1. LOGGING ON

Preferred BrowsersFirefox (best for PC) Safari (best for Mac) Internet Explorer (IE) (if you can’t use Firefox or Safari) – note some Advanced Report Tool (ART) limitations Don’t use Chrome if possible Logging On: Internet Browsers

1. Logging On: Website Addresshttps://minnesota.servicept.com/training (training site) https://minnesota.servicept.com (live site)Do not use an internet search engine to find the site - type it in.There are ServicePoint sites for other communities that look similar to Minnesota’s HMIS siteOnce you type the address in the first time, save it as a book mark

Top sectionBackdate mode; ARTLeft-hand sectionClientPoint (access data entry) and other modulesReports, “Last viewed,” “Favorites,” and Logout Use triangles: to expand, to minimizeCenter sectionNews: click on a headline to see all details Follow-up list (Goals & Action Items in Case Plans or Services and Referrals in Service Transactions) 1. Logging On: Homepage

Last ViewedClick on “last viewed” to see a list of clients you have previously viewed in your current session.If you have just logged in, this will be blank.Favorites Clicking on the star next to the client’s name selects them as a favorite. Use “favorites” to quickly access clients whose records you commonly use and would like to access from session to session. 1. Logging On: Homepage

2. Select the EDA Provider

2. Select the EDA ProviderWhen to use EDA Go into EDA mode to do client entry BEFORE searching for or entering a client into the system All data entry or updates should be done in EDA mode to the clients specific provider.Ask yourself “Which project provider am I doing data entry for”

2: Selecting the Right Provider Review the provider naming convention. Agency Name or Abbreviation Activity Type CoC(s) of Service Funder* Funding Stream Optional: Funder project name, grantee, HUD # Optional: For agency use; name agency uses to reference provider (building number, location)(HMIS Provider ID)Example: AEOA - HP - SLC - HUD - ESG - St. Louis -Prevention (3675) *NPP indicates provider is non participating <> serves as a placeholder when a required component does not apply

2: Selecting the Right Provider Only select providers level 4 or higher for data entry Note the provider ID (use this for selecting the right EDA provider) Do NOT select a provider that says (no data entry) Be sure to check the program type and funding source Review your Agency Provider list

2. Select the EDA Provider How to use EDA Click on the Enter Data As link on the top right corner of ServicePoint Type in the Provider ID number or search the name of the Provider in which the client is enrolled. Do not select a provider that says (no data entry)If you do not select the correct provider or forget to do EDA, your data will not be entered correctly and visibility will be affected.

Search first to see if your client is already in the systemEnter name, name data quality, SSN, SSN data quality, and veteran status (18+)Check the list of possible matches If there is a match, click on the green plus sign If there is not a match, click “Add Client With This Information”Confirm backdate and go to Profile Tab to complete remaining demographics For anonymous clients (about 3% of all records): Enter Name data quality and SSN data quality as “refused” Click “Add As Anonymous Client” Confirm backdate and go to Profile Tab to complete demographics 3. Creating a New Client Record

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4. BACKDATE MODE

All information entered into ServicePoint is attached to a specific date. Backdate mode is used to set the date fields in the system to a date in the past.“Stamps” the data with the Date Effective.Example: Today is April 15 th . You are entering forms for a client who started your program on March 29th. Backdating to March 29th tells the system that the information was current as of that date. 4. Backdate Mode

When to go into backdate mode?Use built-in reminder pop-up.Whenever you go to a client’s record, a pop-up reminder will ask if you want to choose a backdate or stay at today’s date.Always ask yourself, “Which date do I need to use?” 4. Backdate Mode

The Date Effective you select will usually be one of the following:The client’s program entry/service start dateThe client’s program exit date The client’s update date; often: Anniversary dateLast date of a reporting period 4. Backdate Mode

: “choose date” – brings up calendar “clear date” : “set to current dateThese icons appear whenever you see a date field (not just in backdate mode) 4. Backdate Mode: Date Icons

How do I know if I am in backdate mode?You will see a yellow bar at the top of the screen.What happens if I forget to backdate? If you forget to backdate when you are doing data entry for a date in the past, information will show up as “missing” when you run your reports. The only way to fix this is to re-enter all of the data in backdate mode using the correct Date Effective. Don’t let this happen to you! 4. Backdate Mode

When do I leave backdate mode?When you are completely finished with the client or household member’s recordYou need to select a different Date EffectiveHow do I leave backdate mode? Click on the next to the backdate Make sure to check the date and set a new backdate if needed for each new client you enter into the system 4. Backdate Mode

Times it is not necessary to be in backdate modeYou are just viewing client dataYou are entering data on the exact same day the client entered or exited the program You are editing or correcting data in the entry/exit tabYou are completing an interim review/follow-up in the entry/exit tabUpdates to the sub-assessments. Sub-assessments have a separate “Add” button that opens a pop-up and you can manually type in the date. You are updating client data before the end of the report period.You are completing DHS HTHP and HYA Outcomes Assessment after entry.4. Backdate Mode

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SUMMARY TAB

First screen you will see when you enter a client recordSummary page highlights client basics Name and demographicsRelease of InformationHouseholds Entry/exits ServicesSummary Tab

Review RecordReview services, entry/exit datesReview household membersCheck if there is an ROI recorded for this client Enter the VI-SPDAT Assessment If neededOnly for select providersClick “Add” to create the assessment Summary Tab: Review Record

Entry Step 1: CLIENT PROFILE TAB

Used for single clients and Head of HouseholdEnter demographic information on this tab:Date of birthDate of birth data qualityGender Race EthnicityEntry Step 1: Client Profile Tab

Client recordThis is the only place where the Name, SSN/SSN data quality, or Vet status entered when the client record is originally created can be updated. Click on the pencil to access. Client Demographics (system standard field, not used much) Repeats information in the profile. Fields can be updated with the pencil, but it is faster to update in the Universal Profile section below. Universal ProfileFor entering, updating, or correcting demographics. If correcting data, click the green bar to the left of the data to delete any previous incorrect information. Entry Step 1: Client Profile Tab: Organization

Date of birth is a required fieldIf necessary, enter 01/01/(approximate year of birth)Enter “ approximate” or “partial DOB reported” for data quality Name, SSN & DOB data qualityEnter “refused” for anonymous clients and clients who refuse to provide a SSN/DOB.Client Doesn’t Know and Client RefusedUse only if this is how the client responds Data Not Collected Use if question is not asked Will show as missing on reports. Update when you get info laterEntry Step 1: Demographics Pointers

Everyone needs both a Race AND an EthnicityStandard race optionsEthnicity optionsHispanicNon-HispanicIf client selects Hispanic, they still need to chose a race Races 2-5 are optionalIf client does not identify as having more than one race, leave them blankEntry Step 1: Demographic Pointers – Race and Ethnicity

Client notesAdd notes about the clients or data entry reminders for your own useFile attachmentsPictures, consent forms, etc.Client IncidentsRecord client incidents or bans Entry Step 1: Client Profile: Optional sections

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Entry Step 1 (continued):HOUSEHOLDS TAB

NOT required for single clientsBasic Steps:From households tab, click “Start New Household” Specify household type Search for and add all household members (first pop-up)Search using name, name DQ, SSN, SSN DQ, and vet statusDo not click “Continue” to the second pop-up until all members appear in the “selected clients” section.Add client demographics for other household members on the household pop-up, in the Universal Profile section. Entry Step 1: Creating a household

Skip this step if you are serving single clients on their own.Each household must have a head.Households can have both anonymous and identifiable clients.System allows for a client to be entered into multiple households in order to show changes over time Entry Step 1: Household Pointers

“Manage Household” buttonClick to make corrections or updates to the household or client demographicsDon’t use the red “remove” button unless directed to by Wilder. Only for clients who have passed away If household has changed since last served, create a new household“Household History Report” button shows household changes over time (type, members, relationship, etc.) Entry Step 1: Managing Households

Switching between household members’ recordsYou may wish to go into another household member’s record to view or update their informationTo do this, click on a household member’s name from the households tabO R Use drop-down list at the top of the screen to switch between household members’ recordsEntry Step 1: Managing Households

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Entry Step 2: ROI (RELEASE OF INFORMATION) TAB

Only for agencies that share HMIS client records with other agencies ROI’s are recorded as a visual indicator that your client has agreed to share data with another agency.Update ROIs when they expire Contact Wilder to review your security or if you would like to talk about sharing data Entry Step 2: ROI Tab

Know your padlocks:Red padlock = client data can only be seen by users with access at that provider level Red padlock w/exclamation point = Client data is shared with another provider. Could indicate sharing within your own agency (common) or sharing with another agency (less common). Green padlock = client data can be seen by anyone in Minnesota with a ServicePoint license (call Wilder immediately) Entry Step 2: ROI/Security: Data Privacy

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Entry/exits tell the system the date range the client or household was in your projectBasic Steps: Click “Add Entry/Exit” in the entry/exit tab Pop-Up 1: Specify basic program informationProvider and Date will default to the EDA provider selected and Backdate selected.Pop-Up 2: Complete assessments – pre-set to match funder requirementsHousehold data sharing (if applicable)Funder-specific assessment questions for each person in the household Entry Step 3: Entering Clients Into A Program

Include household members in the entry/exitCheck box next to HH type to include everyone, or check specific individuals onlyProvider: Confirm specific projectThis should be the EDA provider you selectedOften associated with a funding sourceType: HUD, PATH, and SSVF programs select their federal program as the type ESG select HUD All others: BasicEntry Step 3: Pop-Up 1: Program Information

What is an assessment?Information collected from clients describing their situation on the day they enter your programEvery funding source has its own assessment with different questions (although many questions are shared among funders) Assessments store data in layers (based on date) to capture information as a client moves among programs or returns again for services. Entry Step 3: Pop-Up 2: Assessments

Each funding source has its own required assessment which includes:Federal Universal Data ElementsState Universal Data ElementsProgram Specific Data Elements Funder Specific Data Elements (State Programs) Entry Step 3: Assessments

It is critical to select the correct provider and type, since each provider is tied to a different funder-specific assessment.For single clients:Complete the All-Inclusive Assessment required by your funder For households:You may choose to first complete the Household Data Sharing Assessment in head of household’s record. This records answers in multiple household member’s records at one time. Then complete required questions in the All-Inclusive Assessment for all household members Funder-specific assessment: check box turns green as information is completed for each member Entry Step 3: Assessments: All programs

Clients served by more than one funding source at the same time (HUD and LTH for example) need to have all required questions for each funding source completedIf separate providers, then the client needs a new entry for each provider they are receiving services fromResponses will carry over to other assessments, saving data entry timeEntry Step 3: Assessments: Multiple Funders

Entry Step 3 (continued):ASSESSMENT QUESTIONS

These are program specific data elements that are not required for ALL programs. But are required for MOST programs.Included are:IncomeNon-Cash BenefitsHealth InsuranceDisability Type Entry Step 3: Assessment Questions: Common Program Data Elements

LTHMilitary Disability Status RatingResidence InformationCurrent ResidenceHousing Cost Housing Subsidy FHPAP & PATHHousing StatusResidenceApplication date PATH Housing Status Length of time outdoors or in short term shelter PATH eligibility Outreach ContactsDate of EngagementConnection to SOAR THPMost appropriate long term living situationHousing GoalsHUD, ESG, SSVFRapid Rehousing ProjectsResidential Move-In DateHomeless Prevention ProjectsHousing Assessment at ExitHYA/HTHPOutcomesReferral source (HYA)Follow-up (HYA)*Detailed instruction in funder specific workflows.Entry Step 3: Assessment Questions: Funder Specific*

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Entry Step 4: MEASUREMENTS TAB

Located in the Measurements TabRequired for LTH programsAssessment tool used to measure needs, target services, and evaluate supportive service provision. *Discussed in more detail in the LTH program specific training. Entry Step 4: SSOM (Self-Sufficiency Outcomes Matrix)*

Entry Step 5: SERVICE TRANSACTIONS

Required for ESP, FHPAP, PATH, RHY and SSVFBasic Steps Click Service Transactions tab ESP and FHPAP: Click “Multiple Services”PATH and SSVF: Click “Add Service”Check boxes next to other household members’ namesComplete service transaction informationClick “Save” or “Add Another” No longer required for HUD or LTH clients starting the program on or after July 1, 2011 – but remember to end services at exit if they are still open! *Discussed in more detail in the funder specific trainings. Entry Step 5: Service Transactions*

Special Instance: Verify and Save Function

The Verify and Save function is for use with existing or returning clients who were served by a different provider/project.Not used for new clients who are only in one projectUsed to apply appropriate visibility The Verify and Save button Located on the Client Profile TabIn the Entry/Exit SectionAlso on Interim Reviews, Updates, and Follow upsOn all assessments viewed on Assessment Tab Special Instance: Verify and Save Function

Example:John J. Schmidt was served by your agency in 2012 in your emergency shelter. He returns for service in April 2015 at your Permanent Supportive Housing program. John’s demographic and some assessment data is still the same. Data entered at the shelter will be visible when you are in EDA mode to the PSH provider Enter any data that has changed or is newClick the Verify and Save button to copy the most recent answer to the new provider. Special Instance: Verify and Save Function

The EDA provider will be recorded as the new provider addingThe current user will be recorded as the new user addingDate showing on the backdate link will be recorded as the new date effectiveAppropriate visibility will be applied for the new provider. Example: the PSH Funder/ CoC/Sharing groups will now be able to see data previously entered. By clicking Verify and Save…

What to do if your client is in multiple programs at the same time EDA to the first provider Complete data entry for one providerExit EDA modeSwitch to EDA for second provider programEnter client into second providerComplete any additional assessment questions Click “Verify and Save” at the end of the Assessment Add any additional services or other information required for that provider’s funding source Exit EDA mode Repeat as necessary for any additional projects the client is in or enters in the future

Note: Exiting EDA mode will close the client record.Before you exit EDA mode, record the client ID or save the client to your Favorites. Suggested workflow for multiple clients: Enter client data or do updates for one provider at a timeThen change EDA provider to the next project and do any data entry needed for that provider What to do if a client is in multiple programs

ONGOING

Where do I make an update? In the entry/exit tab. How do I update client information Click to include household members Click the Interim Review Icon Select review type HUD, ESG, PATH, RHY, and SSVF= Annual Assessment or Update LTH = 6 month review or Update Enter a review date (within 30 days of the anniversary date for HUD) Click Save & Continue Update client’s insurance, disability, income, and non-cash benefits as needed. If no changes have occurred. Just click Save Do I need to be in backdate mode? No. All updates will be saved using the Interim Review date you entered.Mid-Program Updates: All Federal Programs and LTH programs

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SERVICE EXIT

Basic StepsEnd all service transactions (Night by Night Shelters, FHPAP, PATH, RHY, SSVF ) HUD, ESG LTH, THP –check for and end any open service transactions. Services were required in the past for these programs and may still be open.Ending services can be done through Summary tab ORService Transactions tab:Click either “View Entire Service History” or “View Previous Service Transactions” Then click “Services” tab (caution: the system will not default to the Services tab! You must click it)! PATH & RHY: Click referral sub-tab to complete open referrals and record outcomePut an end date on all open services (On or before exit date)Exiting Clients: Ending Services

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PROGRAM EXIT

Click pencil next to exit date from either the Summary tab or the Entry/Exit tabPop-up screen 1: Exit DataCheck all household members to copy information to each memberEnter exit date, reason for leaving (if required), destination Pop-up screen 2: Exit assessment* that must be answered for each household member individually Household members are listed on left side. Click to change between membersCheckbox turns green after saving the exit assessment for each household member*Exit Assessment questions are reviewed in Universal and Common Element Data Entry training. Exiting Clients: Program Exit

If any of the following information has changed:Update Health InsuranceUpdate disabilities (HUD, LTH,THP, ESG, PATH)Update income/benefits Update residence, housing cost, and subsidy (LTH) Update additional information at exitExiting Clients: Program Exit

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THP programs require that a Housing Goal be set at exit. Follow-up in 6 monthsHYA and HTHP require an update to outcomes at exitHYA for Transitional and Permanent programs requires follow-up done at 6, 12, 18, and 24 months. Exiting Clients: Goals, Outcomes and Follow-ups

REVIEW

Global Search Type in client name or ID number“Favorites” Section Clients carry over from session to session “Last viewed” SectionOnly displays clients viewed in the current sessionClientPointSearch by name or client IDRemember to select the appropriate EDA provider before doing any data entry, edits, or updates. Looking up client records

Entry/Exit Tab: Use when entering program entry data or exit dataUse when viewing entry or exit dataUse when correcting entry or exit dataAssessment TabESP use when entering all client assessment data All programs: Use to make mid-program updates Use to correct mid-program updatesUse to review complete record in “live mode”Entry/Exit Tab vs. Assessment Tab

Profile Tab: Backdating is necessary when entering or editing dataUnless you are making updates before the end of the report period.Don’t backdate if just viewing the client’s recordEntry/Exit Tab: No need to backdate. All items here are stamped with the entry or exit date (depending on which you are editing) Measurements Tab: No need to backdate. All items here are stamped with the date entered by the user. Backdating: Rules of Thumb

Assessment Tab:Backdating is necessary when entering or editing dataUnless you are making updates before the end of the report period.Don’t backdate if just viewing the client’s recordSub-AssessmentsPlaces where you click “Add” to include additional information (disability, income, non-cash benefits, Residence – LTH only). No need to backdate when entering or editing information Service: Backdating is not necessary, but recommended as part of the entry/exit workflow. Dates are automatically filled with the backdate. Backdating: Rules of Thumb

Correcting Entry or Exit DataNo need to backdate! Go to the Entry/Exit Tab and select the funder-specific assessmentYou must be in the Entry/Exit Tab to make corrections to entry/exit information Answer the question with the correct response The process is the same for data entered incorrectly or not entered at all SAVE! Click the colored bar to review the history of a question Delete any incorrect answersTwo different answers on the same dateRight answer on the wrong date Wrong answer on the right dateBasic Entry/Exit Data Correction

Checklist:Data privacy notice postedClient consent form for each person (even if unsigned) All necessary data entry forms “Required steps for HMIS” cheat sheet specific to your funding source Any other instruction documents you may needRemember: Before you log on…

For Additional AssistanceWatch required funder specific training & Complete trainingRefer to online resources available at hmismn.orgContact the Helpdesk (Available: 8:30-4:30 M-F)Form: Website Form Email: hmis@wilder.org Please use client ID number and initials instead of name in email correspondence Voicemail: (651) 280-2780 or 1(855) 280-2780 All calls go directly to voicemailWe route your Helpdesk request to the appropriate team member and will respond within 1 business dayTHANK YOU FOR WATCHING!