2014 RELEASE WEBINAR TIPS AGENDA. Westchester County HMIS a project of the Continuum of Care Partnership

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1 RELEASE HMIS ADMINISTRATOR DANIEL GORE Callers muted. Written questions welcome. 2 WEBINAR TIPS 3 AGENDA Objectives Schedule of Events Critical Changes Program Specific Changes Q & A

2 4 OBJECTIVES Establish) organiza/onal) best)prac/ces) through) improved) efficiency) Op/mize) collabora/ons) within)and) between) organiza/ons) Ensure) compliance)with) funding)sources) Enhance) outcomes) repor/ng)to) strengthen) fundraising)and) build)community) awareness) 5 SCHEDULE OF EVENTS All users must log off today by 5 P.M. Changes take effect tomorrow morning Use your same login information. 6 CRITICAL CHANGES REMOVED ZIP Code of Residence Education Assessment Employment Assessment General Health Status Grant Enrollment UPDATED/ADDED Client Location Disabling Condition Veteran Status Chronic Homelessness Health Insurance Program Enrollment Financial Assessment Program Specific Reqs

3 7 CLIENT LOCATION REQUIRED FOR: All Heads of Household Select or enter the CoC code assigned to the geographic area where the head of household is staying at the time of project entry. If a client changes residence during the course of a project stay and moves into a different CoC then the CoC number must be updated. 8 DISABLING CONDITION REQUIRED FOR: All Adults at Program Entry A physical, mental, or emotional impairment, including alcohol or drug abuse, post-traumatic stress disorder, brain injury, or another chronic health condition that: (1) Is expected to be long-continuing or of indefinite duration; (2) Substantially impedes the individual's ability to live independently; and (3) Could be improved by the provision of more suitable housing conditions. 9 VETERAN STATUS REQUIRED FOR: All Adults when created in HMIS Respond Yes to Veteran Status if the person is someone who has served on active duty in the armed forces of the United States. This does not include inactive military reserves or the National Guard unless the person was called up to active duty.

4 10 CHRONIC HOMELESSNESS REQUIRED FOR: All HoHs and Adults at Entry Chronic homeless status is determined by a client s history of homelessness, disability status, and the length of time spent on the street, in an emergency shelter or a Safe Haven. 11 CHRONIC HOMELESSNESS If client is literally homeless for just 1 day, you should enter 1 for the total number of months. 12 HEALTH INSURANCE REQUIRED FOR: All clients at each update. Determine whether clients currently have insurance coverage and are accessing all medical assistance benefits for which they may be eligible. Include any known insurance types active and inactive. EXEMPT: Night-by-night Emergency Shelters.

5 13 HEALTH INSURANCE 14 PROGRAM ENROLLMENT REQUIRED FOR: All clients ClientTrack HMIS no longer requires a grant to be selected when a client is enrolled. The new enrollment form only requires that a user select a program. Behind the scenes, HMIS knows which funding source(s) are associated with the program. Providers should contact the system administrator when sources change. 15 PROGRAM ENROLLMENT

6 16 ASSESSMENTS & EXIT 17 FINANCIAL ASSESSMENT REQUIRED FOR: All HoHs and Adults at each update Determine whether clients have income and benefits from any source at entry, not within last 30 days. An annual assessment is required for all residents in program at yearly anniversary (± 30 days) even if there is no change in either the income or benefits. EXEMPT: Night-by-night Emergency Shelters. 18 FINANCIAL ASSESSMENT, CONTINUED Income and benefits received by a minor child should be assigned to the head of household. In the event that a minor child enters or leaves the household and so received by the household change these sources as a result, an update to the head of household s record should be entered to reflect that change. Updates are required for persons aging into adulthood.

7 19 FINANCIAL ASSESSMENT 20 PROGRAM SPECIFIC CHANGES Administrators should review the program specific changes cited in the announcement and update all internal data collection forms for quality purposes. Our system uses complex conditional logic to trigger questions required for specific programs. You will notice better controls on how enrollments are managed, which will - in turn - prevent data-entry errors. 21 SHELTER CHECK IN REQUIRED FOR: Shelters tracking night-by-night participation Track stays by checking clients into facilities. Bed assignments are not required. Drop In Shelters automatically check out clients the next morning, while Emergency Shelters check-ins remain open until you enter an end date. Do not use batch services to track nightly participation anymore.

8 22 23 RECAP All users must log off by 5 PM today. System will be offline for ~1 hour. Each site administrator should: Review the program specific changes (see ); Update intake internal forms and checklists in preparation for tomorrow s changes; and, Share updated resources and procedures with staff 24 Thank you For training & technical assistance: daniel@dgoreconsulting.org