PATH amp HMIS Integration Chris Pitcher Mike Lindsay Ryan Burger Presenters Chris Pitcher Senior Technical Specialist ICF International Mike Lindsay Senior Technical Specialist ID: 606031
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Slide1
PAST DUE:
PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan BurgerSlide2
Presenters:
Chris Pitcher, Senior
Technical
SpecialistICF InternationalMike Lindsay, Senior Technical SpecialistICF InternationalRyan Burger, Technical SpecialistICF International
PAST DUE:
PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan BurgerSlide3
Learning Objectives
Review requirements and best practices for PATH participation in HMIS
Understand
the complicated nature of collecting data in a street outreach environmentProvide common solutions for street outreach data collection including recording building protocols and data quality policiesClarify HUD and SAMHSA policy of street outreach data collectionProvide community examples of street outreach data collectionPAST DUE: PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan BurgerSlide4
PAST DUE
PAST DUE:
PATH & HMIS Integration
Chris PitcherMike LindsayRyan BurgerSlide5
Deadline
PATH Providers are
required
to use HMIS by the end of State Fiscal Year 2016The deadline has passed for all statesPAST DUE: PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan BurgerSlide6
SAMHSA Policy
SAMHSA released formal HMIS participation guidance in 2015
https://www.hudexchange.info/news/technical-assistance-plan-for-path-program-participation-in-hmis/
SAMHSA HMIS Goals:Clients access permanent or temporary housing more effectively, efficiently through HMIS & CESClients can access a variety of supportive services that address their particular needsPAST DUE: PATH & HMIS Integration Chris PitcherMike Lindsay
Ryan BurgerSlide7
SAMHSA Policy
SAMHSA HMIS Considerations:
Sufficient number of data elements need to be entered into HMIS to facilitate PATH client referral to housing and services
PATH data elements must be entered to generate the PATH Annual ReportClient data entry into HMIS in a timely manner (according to local HMIS policy)PAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide8
SAMHSA Policy
Ideally, SAMHSA wants:
Each PATH staff member should be an active and qualified HMIS user, have HMIS access, and attend all required HMIS trainings
Real-time data entry in the field resulting in seamless client care coordinationAt least one PATH provider staff member who coordinates with HMIS staff At least one PATH provider staff member is an active member of any HMIS committeePAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide9
PATH Annual Report
PAST DUE:
PATH & HMIS Integration
Chris PitcherMike LindsayRyan BurgerSlide10
PATH Annual Report
SAMHSA has released a new PATH Annual Report
HUD has prepared the “HMIS- Programming Specifications for the PATH Annual Report”
HMIS Solution Providers will receive the new programming specifications imminently HMIS Solutions Providers will be expected to have the new PATH Annual Report programmed by 1.1.2017 The new PATH Annual Report will:Correct known errors in the previous HMIS program specificationsImplement SAMHSA reporting changesPAST DUE:
PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan BurgerSlide11
PATH Annual Report
The new PATH Annual Report will not require additional data collection requirements for the PATH program
The
new PATH Annual Report will:Clarify the reporting needs for Type 4 (Street Outreach) and Type 6 (Services Only) projectsReport identical data for both Street Outreach and Services Only, Except for Questions #8 and #9Change in reporting methodology for service and referral calculations on the reportAddition of outcome data PAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide12
PATH Annual Report: Services
The new PATH Annual Report change the methodology for service reporting
Old Methodology: count every service instance for each service category
New Methodology: count only 1 service for each service categoryPAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerService Category
Old
New
Community Mental Health
5
1
Substance Use Treatment
3
1
Case Management
15
1
Clinical Assessment
0
0Slide13
PATH Annual Report: Referrals
The new PATH Annual Report change the methodology for referral reporting
Old Methodology: count every referral instance for each referral category
New Methodology: count only 1 referral for each referral categoryPAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerReferral Category
Old
New
Primary Health/Dental Care
5
1
Temporary Housing
0
0
Permanent Housing
3
1
Medical
Insurance
1
1Slide14
PATH Annual Report: Implications
The new PATH Annual Report changes the methodology for service and referral reporting will impact historical PATH data
Service Counts will go down
Referral Counts will go downNumber of contacts is the only measure that provide insight into level of effortState PATH Contacts and PATH providers will uncertain about the drastic change in “numbers”HMIS and HMIS Lead Organizations may be blamed for the decreasePAST DUE: PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan BurgerSlide15
PATH HMIS Program Manual
PAST DUE:
PATH & HMIS Integration
Chris PitcherMike LindsayRyan BurgerSlide16
PATH HMIS Program Manual
The PATH HMIS Program Manual (Version 2) will be released to the public
imminently
The PATH HMIS Program Manual will:Clarify the program set up for Street Outreach and Services Only projectsTriple in lengthProvide service and referral terminologyClarify winter, night-by-night and data program data collectionDiscuss street outreach programs and HUD System Performance MeasuresProvide best practice guidance gathered over the past two years of PATH integration into HMISPAST DUE: PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan BurgerSlide17
PATH HMIS Program Manual
The PATH HMIS Program Manual
(Version 2) aligns with the
2014 HMIS Data Standards v.5.1Minor changes for the PATH program:All data elements now required (except 4.8)PAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide18
PATH HMIS Program Manual
The PATH HMIS Program Manual (Version 2) will clarify program setup in HMIS
PAST DUE:
PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerPATH Program ComponentPopulation of Focus
HMIS Project Type
Street Outreach
Persons who generally reside in a place not meant for human habitation (e.g. streets, abandoned buildings, etc.)
Street Outreach
Supportive Services
Persons who generally reside in a place meant for human habitation, or who are at risk of homelessness
Services OnlySlide19
PATH HMIS Program Manual
Define more clearly “Generally Reside”
HUD and SAMHSA are developing data collection policy to aid in determination
At first contact and Project Entry determine the client’s primary place of residence by using the following:Where did you sleep last night?If the client responds with an answer consistent with a place not meant for human habitation, then enter the client in the Street Outreach ProgramIf the client responds with an answer consistent with a place meant for human habitation, then entre the client in the Supportive Service Program
If
the client does not provide an answer, wait until you can get an answer and enter the client in HMIS at that
point
PAST DUE:
PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan BurgerSlide20
PATH HMIS Program Manual
SAMHSA has not established a policy regarding the specific amount of time that must pass from date of last contact in order for the client to be considered
reengaged
The State PATH Contact is encouraged to set a standard length of time for reengagement and align local practices regarding reengagement with the policies that govern the length of time that must pass without a client contact before the client exits the PATH projectThe period of time that passes from the date of last contact until reengagement should between 30 days and 90 days (or other length of time as established locally)PAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide21
PATH HMIS Program Manual
Provide guidance on Street Outreach projects and HUD System Performance Measures
HUD
System Performance Measure 7a: Successful Placement from Street OutreachClient Universe: Persons In Street Outreach Projects that exited from Street Outreach during the reporting periodData Collection Issue: Data Quality does not count for the PATH program until “Date of Engagement” HOWEVER HUD System Performance Measures capture clients before and after “Date of Engagement”PAST DUE: PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan BurgerSlide22
PATH HMIS Data Collection
PAST DUE:
PATH & HMIS Integration
Chris PitcherMike LindsayRyan BurgerSlide23
PATH HMIS Data Collection Workflow
PAST DUE:
PATH & HMIS Integration
Chris PitcherMike LindsayRyan BurgerSlide24
PATH HMIS Data Collection
A client may move between staying on the street and in an emergency shelter but will remain in the same original project in
HMIS
The Game ChangerStreet Outreach data is not held to a data quality standard until the Date Of EngagementThe Balancing ActNeed to balance the client relationship vs. data collectionWithout the client relationship there is not dataWithout the data the program may not be fundedPAST DUE: PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan BurgerSlide25
PATH HMIS Data Collection
Develop Record Building Protocols
Allow outreach workers to enter data on clients as the relationship evolves
Outreach is not conducive to timely, accurate and complete data collectionOften there is never enough data to create a complete HMIS client recordAdopt a consistent policy for street outreach data collectionPAST DUE: PATH & HMIS Integration Chris PitcherMike Lindsay
Ryan BurgerSlide26
PATH HMIS Data Collection
Outreach programs need to collect client-level data over time
Outreach programs may initially enter records that are non-identifiable
Outreach programs shall continue to engage the client to obtain client-identifiable dataOutreach data will not affect overall data quality until the Date of Engagement PAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide27
PATH HMIS Data Collection
Non-identifiable Data
Outreach programs need to keep track of the non-identified client and alias information as not create a new record if one already exists
Record building protocols allow outreach workers to enter data on clients as the relationship evolves HUD and SAMHSA set general parameters for outreach data collection policy in the PATH Program HMIS ManualIt is recommended that States adopt a consistent policy for PATH street outreach data collectionPAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide28
PATH HMIS Data Collection
Engagement & enrollment:
All client records should be accurate and complete, meaning that they are expected to contain all UDE and applicable PSDE
Data quality will be monitored for all clients for whom a date of engagement has been enteredPAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide29
PATH HMIS Data Collection
Project exit:
Clients should be exited from the project when:
They achieve stable permanent housingThey are enrolled in another appropriate housing project and/or mainstream services that does not require continued provision of outreachThey leave the projectPAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide30
PATH HMIS Data Collection
Auto exit date:
Set an exit date for clients that have not been seen for a specified period of time
PATH programs are encouraged to standardize this time frame statewide to ensure consistent data across providersThese exits should be configured to produce an exit date equal to the date of the last encounterPAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide31
PATH HMIS Data Collection
Data Quality
Though data quality does not count until Date of Engagement, it is still critical
Policies:How long does the client remain in the project without any contact?When will un-identifiable data be considered inactive/exited/purged?PAST DUE: PATH & HMIS Integration Chris PitcherMike LindsayRyan BurgerSlide32
Questions
PAST DUE:
PATH & HMIS Integration
Chris PitcherMike LindsayRyan BurgerSlide33
Contact
Information
Chris Pitcher, Senior
Technical SpecialistICF International(202) 374-3380chris.pitcher@icfi.com Mike Lindsay, Senior Technical SpecialistICF International(724) 255-5180michael.lindsay@icfi.com
Ryan Burger, Technical Specialist
ICF International
(
412) 354-0407
ryan.burger@icfi.com
PAST DUE:
PATH & HMIS Integration
Chris Pitcher
Mike Lindsay
Ryan Burger