1 2-1-1 Orange County Homeless Management Information System (HMIS)HMIS Beginner’s Training Part II: HMIS 211 Orange County

2 Housekeeping OCHMIS.orgPlease do not use your cellphone while in class If you are thirsty, please drink water Need to use the restroom, the key is hanging on the wall This class is interactive, please participate The class is interactive – don’t expect to just sit and listen. You need to participate. OCHMIS.org 211 Orange County

3 Goals/Objectives At the end of this training, you will be able to:Navigate HMIS Central Intake Agency Services Project Enrollment/Recording Services Understanding Chronically Homeless/Scenarios Rules for Exiting Clients Reports Overview Management Application Ad-hocs The goals and objectives for this class are to learn how to navigate HMIS, enroll client(s) into projects and programs, record services, understand HMIS definitions, and highlight some reports. OCHMIS.org 211 Orange County

4 To log-in to HMIS type the URL: ochmis.esserver.comIf you forget your password, you can click on the “Reset Password” --A correct or phone number under your HMIS user account is needed for this to work. You must have a pre-assigned User ID, Password, and Site/Role to log into the system. Without a direct match of all three items you will not be able to log in. You can access HMIS by using your web browser like Firefox, Internet Explorer and Safari. HMIS used to be a program that needed to be installed on everyone’s computers but it is now web accessible. OCHMIS.org 211 Orange County

5 Display Pane HMIS Screen To-Do Bar Navigation Pane/ Bookmark PaneMenu Bar Tool Bar Tabs Navigation Pane/ Bookmark Pane Display Pane To-Do Bar Let’s go through each section of the HMIS “home page.” The teal highlighted menu bar up at the top left is where you are able to lock your screen or log off of HMIS. The yellow highlighted tool bar directly under the menu bar at the top left has buttons that are basically shortcuts of functions of the menu bar allowing you to log off or lock your screen and also allows you to refresh HMIS. It’s important to use the refresh button in the tool bar and not the refresh button on your browser because pressing the browser’s refresh bar will cause HMIS to restart and to log you out of the system. On the right of the home page is the green highlighted To-Do bar which contains your calendar and tasks you have scheduled. On the left is the red highlighted navigation pane which allows you to move from page to page or move to different libraries. There are two libraries in HMIS, the first is Central Intake where you will enter clients’ demographic information and dependents and the second library below that is Agency Services where you will enroll clients in projects and record services, manage snapshots, and exit clients out of programs. Below the navigation pane is the purple highlighted roles section which will allow you to move from the case manager role to the reports role which is used to generate reports like management reports and Ad Hoc reports. Now we’ll go over these sections in more detail. Roles 211 Orange County

6 Navigation – Menu Bar (Navigation Guide)File Menu Change Password: 1. Enter Old Password 2. Enter New Password and confirm (must have at least 8 characters (alphanumeric and a symbol) 3. Click OK Log off Logs you out of the system and returns to the Login page. Lock Use this function when you must leave your computer; it will hide the screen and show just a window asking for the User password. The system will automatically do this function after 10 minutes of inactivity. Go to HMIS and demonstrate file menu OCHMIS.org 211 Orange County

7 Navigation – Tabs (Navigation Guide)The main application will appear in the display pane. If Resource Manager and/or Reports are opened, they will be displayed on additional tabs in the center section. If the Application tab is active, it will display the name of the active page; if there is an active Customer, the name will also appear along with Date of Birth in Central Intake or Program name in Services section When Resource Manager or Reports are active, the application tab will reflect the name of the Role being used Resource Manager and Reports will both have an X at the upper right corner to allow closing the tab You cannot close the application tab Go to HMIS and demonstrate tabs, client names in tabs, and exiting tabs OCHMIS.org 211 Orange County

8 Navigation – Panes (Navigation Guide)Three panes are available, and all can be managed in several ways. The left and right panes may be hidden; the central pane will always be visible. Navigation and Bookmark panes share the left side by default Navigation Pane lists the available pages – click on the page name to open that page Click the arrow to expand the Library and show available, click the arrow to close the Library and hide available pages Bookmark Pane lists any bookmarked Customer pages (see Working with Bookmark section below) Toggle between the two using View menu NAVIGATION and BOOKMARK buttons in toolbar NAVIGATION and BOOKMARKS tabs in the bottom left pane OCHMIS.org 211 Orange County

9 Navigation – Panes (Navigation Guide)To-Do Bar is on the right side Clicking on a date in the calendar opens Resource Manager in the middle pane (see Working with the To-Do bar section below) Click to view Recent Appointments and/or Tasks Click to hide Recent appointments and/or Tasks Application, Resource Manager, Reports share the middle section Click a Tab to switch between the Application, Resource Manager and Reports If only the Application is open, the tab will show the name of the active page; if there is an active customer, the name will also appear If Resource Manager and/or Reports is also open, the tab will show the Role name Use X in upper right corner to close Resource Manager or Reports tabs OCHMIS.org 211 Orange County

10 Navigation - Roles (Navigation Guide)Application roles are located at the bottom of the screen. Any roles you have permission to access will be displayed in the Navigation pane. OCHMIS.org 211 Orange County

11 Navigation – Working with Data (Navigation Guide)Containers Pages are often split into sections called containers (picture shows 4 different containers). Each container includes a separate set of data and may have its own set of function button, such as NEW and SAVE. Typically, selecting an item in one container determines what appears in the grid or fields in another container on the same page. Buttons Most pages have buttons that begin or end a process. NEW HOUSEHOLD will clear the screen and ready it to add a new customer, activity, etc. It is important to make sure you are pressing each container’s specific save button before moving on, and sometimes the save buttons are in unintuitive places, need to make sure to look for them. OCHMIS.org 211 Orange County

12 Navigation – Working with Data (Navigation Guide)Failing to click NEW HOUSEHOLD prior to entering data may overwrite data currently on the screen SAVE saves any changes that were made to the data A warning will be displayed if you attempt to navigate to another page without saving your changes Some pages have Icon Buttons, pause the mouse over the button to see a Tool Tip description of its function It is important to make sure you are pressing each container’s specific save button before moving on, and sometimes the save buttons are in unintuitive places, need to make sure to look for them. OCHMIS.org 211 Orange County

13 Navigation – Fields and Entering Data (Navigation Guide)Each page is made up of smaller controls (or “fields”) where data is entered and saved to the database. Each field has a label that describes its use; required fields will be blue on each page. Some of these fields are modifiable; others are system generated and read only. Some fields have a dropdown arrow at the right edge; this indicates that a selection needs to be made from the list that appears after the arrow is clicked Use the mouse to make a selection or type the first few letters into the field Some dropdowns also allow typing an entry if the desired choice is not listed In many cases only the first few letters need to be entered and the remainder of the field fills automatically Label Data Field Dropdown Button Dropdown Options OCHMIS.org 211 Orange County

14 Navigation – Fields and Entering Data (Navigation Guide)When entering data use only alpha and numeric characters; no other symbols are allowed since they have other uses in the database (for example # % $). Searches are not case sensitive Press the TAB key on your keyboard to move through each modifiable field until the data entry has been completed or use the mouse to click in each field Many Pages include an area to enter data and a grid that displays entered information for the selected topic When the text of a comments box or grid exceeds the available space, scroll bars will appear to allow easier viewing Both vertical and horizontal scroll bars are visible when needed OCHMIS.org 211 Orange County

15 Navigation (Navigation Guide)Right Click Menus Some pages have right click options; these may include reports or grid exports Some fields have right click ability to Copy & Paste Popup Windows These windows cannot be moved outside of your Internet browser window. Navigating Between Pages Click a page in the Navigation Pane to open a different page; clicking a different Role will display a different set of pages in the Navigation pane Most pages in the Services library have a JUMP TO CLIENT INTAKE button that will open the household/demographics page with the same Customer active Most fields do not allow for right click copy and pasting so it is best to get used to using CTRL + C and CTRL + V for copying and pasting. Popups cannot be moved outside of your browser window as HMIS is web based and completely contained in the browser. OCHMIS.org 211 Orange County

16 Navigation (Navigation Guide)Copy/Cut & Paste Some fields have right click ability to copy, cut and paste. If you need to copy or paste text into a field without right click, use these keyboard shortcuts: CTRL Key + X cuts the text CTRL Key + C copies the text CTRL Key + V pastes the text OCHMIS.org 211 Orange County

17 Questions & Answers OCHMIS.org 211 Orange County

18 HMIS Intake/Exit/Annual Assessment FormsCan be downloaded from: OCHMIS.org under HMIS Help>HMIS Forms and Documents HMIS Intake Forms contains Central Intake and Project Enrollment HMIS Annual Assessment Form contains disability questions and income HMIS Exit Form contains exit questions The question order on the forms matches the questions for each appropriate section in HMIS Forms have been updated based on funding types. Using the HMIS specific forms allows for much faster data entry and helps to ensure data that is complete since the questions on the HMIS forms match the questions HMIS will prompt you to answer. OCHMIS.org 211 Orange County

19 Client/Agency Client Listing pagesClient Listing Page (Universe) To verify if client is in HMIS, enter the client’s First Name and Last Name in the appropriate search fields and then click the Search button. If you enter a client’s partial first name with a ‘%’ then it will display clients that could potentially match. (i.e. Client Name is Rodney Dangerfield enter in search first name Ro% and last name Da%) All clients with a similar and/or matching first and last name will appear in the Client Listing Grid If a client is in HMIS, you can run the Client Master Report Note: You can enter the first letter of client first or last name with a wild card (%) Before starting to enter a new client in HMIS follow these steps to see if they are already in the system. Let’s try with our fake clients. Enter the first three letters of your client’s first name followed by a % and see what comes up. Your clients should not be in the system, but someone with a similar name might be. It is extremely important to verify multiple universal data elements when searching for a client that might already be in the system, so make sure their name, birthday, social security number matches before editing that client’s record. OCHMIS.org 211 Orange County

20 Client Intake – Client Info in HMISIf the client is found under the Client Listing page, you will go to the Client Intake page as you will be able to view his/her basic demographic information. If your agency did not enter client’s data in HMIS, their information will be grayed out. You will not be able to update/modify their record. Once you click on the “Add to my organization” button, you will have the ability to update their client record. If you find a client in the system that has never received services from your program that is now requesting services their demographic information will be greyed out. To add them to your program simply press the add to my organization button and you will be able to update their information and enroll them in programs. OCHMIS.org 211 Orange County

21 Client Intake – New Client (not in HMIS) (Central Intake)Suggestion: Always enter Head Of Household first Client Intake: Collects basic demographic information on all clients in the household that are receiving services. Click on the ‘New Household’ button to add the HoH and ‘New Member’ button for additional family member. If the client is not in the system, you will collect basic demographic information about the Head of Household client and/or his/her family using the next four screens. Fields that are in bluish/purple are required. You cannot proceed until data is entered and saved. When you are asking client for their demographic information specifically their Date of Birth (DOB), and they indicate to you that they don’t know it, you should ask them if they remember at least the month, day or year and indicate partial under DOB code. Client Intake is the first page you will go to when entering a new client/household information based on the Client Intake form. When entering the head of household you will click on New Household and enter the HOHs information, then click on new member to add each additional family member. This page has a container on top for universal data elements with its own save button and a container on the bottom with multiple tabs, all of which have their own save buttons, so when working in these containers remember to press save for each section. OCHMIS.org 211 Orange County

22 Client Intake – Consent Refused (Central Intake)If the client refuses to sign the Client Consent Form, you can still enter their identifying information, but make sure their consent is set to ORGANIZATION. OCHMIS.org 211 Orange County

23 2014 HUD Data Standards – Universal Data ElementsGo to page 16 of the HUD Data Standards manual OCHMIS.org 211 Orange County

24 Demographics (Central Intake)Contact: Record the street address, city, state, and ZIP code of the apartment, room, or house where the client last lived for 90 days or more. Addresses of emergency shelters should NOT be recorded here. In a separate field, record the Address Data Quality A client’s last known permanent address is the place where they last lived for 90 days or more. OCHMIS.org 211 Orange County

25 Housing Status Lets review the 6 Housing Status definitions.Category 1 Homeless Category 2 At Imminent Risk of Losing Housing Category 3 – Homeless only under other federal statutes Category 4 – Fleeing domestic violence At-Risk of Homelessness Stably Housed There are a few different categories of homelessness that you will be required to choose from for your clients, so lets go over their definitions. OCHMIS.org 211 Orange County

26 Category 1 - Homeless DefinitionCategory 1 - Homeless – An individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning: (i) An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground; OR (ii) An individual or family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, or local government programs for low income individuals); OR (iii) An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution Documentation (HUD’s preferred order): 3rd Party Written Verification (i.e. State licensed professional, Social Security Administration, receipt of disability check), Intake staff observations (applicable only in the absence of written 3rd party verification), and lastly self certification. - HMIS Data Standards Manual, Version 1 dated May 1, 2014 There are a few different categories of homelessness that you will be required to choose from for your clients, so lets go over their definitions. OCHMIS.org 211 Orange County

27 Category 2 – At Imminent Risk of losing housingHousing Loss in 14 Days: An individual or family who will imminently lose their primary nighttime residence1 provided that: The primary nighttime residence will be lost within 14 days of the date of their application for homeless assistance; AND No subsequent residence has been identified; AND The individual or family lacks the resources or support network, e.g., family, friends, faith-based or other social networks needed to obtain other permanent housing. 1 A primary nighttime residence may include housing an individual or family owns, rents, or lives in without paying rent, are sharing with others, and rooms in hotels or motels not paid for by federal, state, or local government programs for low-income individuals or by charitable organizations. OCHMIS.org 211 Orange County

28 Category 3 This does not apply to the Orange County CoC.“Category 3 – Homeless only under other federal statutes” This does not apply to the Orange County CoC. No one in our CoC received category 3 funding. OCHMIS.org 211 Orange County

29 Category 4 – Fleeing DV “Category 4 – Fleeing domestic violence”Category 4 should only be used when the household does NOT meet any other category but is homeless solely because they are fleeing domestic violence. Category 4 includes any individual or family who: (i) Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a family member, including a child, that has either taken place within the individual’s or family’s primary nighttime residence or has made the individual or family afraid to return to their primary nighttime residence; AND (ii) Has no other residence; AND (iii) Lacks the resources or support networks, e.g., family, friends, faith based or other social networks, to obtain other permanent housing. OCHMIS.org 211 Orange County

30 At-Risk of HomelessnessAt project entry, this category is only a valid response for clients being served by Homelessness Prevention or Coordinated Assessment projects. This category includes: (1) An individual or family who: (i) Has an annual income below 30 percent of median family income for the area, as determined by HUD; AND (ii) Does not have sufficient resources or support networks, e.g., family, friends, faith-based or other social networks, immediately available to prevent them from moving to an emergency shelter or another place described in Homeless Category 1 above; AND OCHMIS.org 211 Orange County

31 At-Risk of Homelessness(iii) Meets one of the following conditions: (A) Has moved because of economic reasons two or more times during the 60 days immediately preceding the application for homelessness prevention assistance; (B) Is living in the home of another because of economic hardship; (C) Has been notified in writing that their right to occupy their current housing or living situation will be terminated within 21 days after the date of application for assistance; (D) Lives in a hotel or motel and the cost of the hotel or motel stay is not paid by charitable organizations or by Federal, State, or local government programs for low-income individuals; (E) Lives in a single-room occupancy or efficiency apartment unit in which there reside more than two persons or lives in a larger housing unit in which there reside more than 1.5 persons reside per room, as defined by the U.S. Census Bureau; (F) Is exiting a publicly funded institution, or system of care (such as a health-care facility, a mental health facility, foster care or other youth facility, or correction program or institution); or (G) Otherwise lives in housing that has characteristics associated with instability and an increased risk of homelessness, as identified in the recipient’s approved consolidated plan (for ESG projects) or the jurisdiction’s approved consolidated plan (for non-ESG projects); OR OCHMIS.org 211 Orange County

32 At-Risk of Homelessness(2) A child or youth who does not qualify as ‘‘homeless’’ under the categories described above, but qualifies as ‘‘homeless’’ under section 387(3) of the Runaway and Homeless Youth Act (42 U.S.C. 5732a(3)), section 637(11) of the Head Start Act (42 U.S.C. 9832(11)), section 41403(6) of the Violence Against Women Act of 1994 (42 U.S.C e–2(6)), section 330(h)(5)(A) of the Public Health Service Act (42 U.S.C. 254b(h)(5)(A)), section 3(m) of the Food and Nutrition Act of 2008 (7 U.S.C. 2012(m)), or section 17(b)(15) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)(15)); OR (3) A child or youth who does not qualify as ‘‘homeless’’ under the categories described above, but qualifies as ‘‘homeless’’ under section 725(2) of the McKinney-Vento Homeless Assistance Act (42 U.S.C a(2)), and the parent(s) or guardian(s) of that child or youth if living them. OCHMIS.org 211 Orange County

33 Stably Housed “Stably Housed”An individual or family who is not otherwise experiencing homelessness or at risk of homelessness according to the categories above. OCHMIS.org 211 Orange County

34 Family Type OCHMIS.org Family Type in HMIS Definition ExampleUnaccompanied Any single person that enters a project without any family members. Any client 17 years old or younger that enters a project in a household with a minor head of household (17 years or younger) A 30 year old man enters a project alone. A 17 year old mother enters a project with her daughter, age 1. Single Parent A household with one parent 18 years old or older, and at least one child 17 years old or younger. A 20 year old father enters a project with this his twin daughters, age 3 Two Parents A household with two parents 18 years old or older, and at least one child 17 years old or younger. A couple, ages 30 and 29, enters a project with their three kids, ages 5,7 and 9. Adults no Children A household with at least two clients that are 18 years old or older, and no children (17 years old or younger). A couple, ages 50 and 40, enters a project together. This chart explains the different family types you will need to choose from in HMIS when entering client information. OCHMIS.org 211 Orange County

35 When to use Client Does Not Know vs. Client Refused vsWhen to use Client Does Not Know vs. Client Refused vs. Data Not Collected When to use “Client Does Not Know” as a response. If you ask client a question and they state “ I Do Not Know” then you would select that response or if the client does not have a SSN. When to use “Client Refused” as a response. If you ask client a question and refuses to provide an answer then you would select “Client Refused.” When to use “Data Not Collected” as a response. If you do not ask the question to the client then choose the response “Data Not Collected” or if the client skips the question if they are filling out the Intake packet and you do not verify their response then response would be “Data Not Collected” Client doesn’t know should ONLY be used when the CLIENT doesn’t know, not when you, the case manager don’t know. If you don’t know you select data not collected. OCHMIS.org 211 Orange County

36 Demographics Status Relation Gender Alive or DeceasedDescribes the relationship between the household member and the head of household. Gender Client should select a response that they identify as. Staff observations should not be used to collect information on gender. Gender and race are based on client identification and client identification only. Do not edit clients’ responses to these questions for any reason. OCHMIS.org 211 Orange County

37 Demographics Disabled Veteran Education Client StatusDetermine disability and chronic homeless statuses. Clients must verify status within 45 days. Veteran Determine veteran status. Additional questions are asked in program entry for veterans. Education Highest level of education achieved by client. Client Status You cannot update the information. If client entered through coordinated entry, it will provide a status. Pop quiz from part 1: What are the different forms of acceptable verification of disability status? 1. Written verification of the disability from a professional licensed by the state to diagnose and treat the disability and his or her certification that the disability is expected to be long-continuing or of indefinite duration and that the disability substantially impedes the individual’s ability to live independently. 2. Written verification from the Social Security Administration 3. The receipt of a disability check 4. Other documentation approved by HUD OCHMIS.org 211 Orange County

38 Demographics Ethnicity RaceHispanic/Latino: Person of Cuban, Mexican, Puerto Rican, South or Central American or other Spanish culture of origin, regardless of race Race Racial category that client identifies with. May select multiple races. Staff observation not to be used. American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Client doesn’t know or Client Refused HUD definitions of race: OCHMIS.org 211 Orange County

39 Demographics (Central Intake)Includes more basic demographic information. You need to update the Contact and Demographic fields highlighted in red before being able to enroll the client in the project. All required demographics fields must be filled out prior to entering a client into a project. If a client did not provide a response or the question was not asked, use “data not collected” or “client does not know” where appropriate The Client doesn’t know response should ONLY be used when the CLIENT doesn’t know, not when you, the case manager does not know. If you don’t know you select data not collected. OCHMIS.org 211 Orange County

40 Income/Non-Cash Benefits - Entry (Central Intake)Income: If a client has two part time jobs, you will need to add both incomes together as the system does not allow two of the same income sources recorded separately Income: Income defaults to ‘No Financial Resources’. If client has income, you will need to change No Financial Resources to the appropriate income source. Click on ‘SAVE’. If there is additional income to add, click the ‘Add’ button. Do not override the first income source once selected. Non-Cash: Non-Cash defaults to “None.” If the client receives non-cash benefits, check the appropriate box and Save. -- Update the client’s income at entry, annual assessment, and exit. If a client has two part time jobs, you will need to add the amount of their earned income and record it under Earned Income category indicate either monthly or yearly pay interval. OCHMIS.org 211 Orange County

41 Health Insurance (Central Intake)Health Insurance will default to “No Health Insurance” If the client receives health insurance benefits check appropriate box and Save. 211 Orange County

42 Budget - Optional (Central Intake)This is an optional page. If you work with your client with their budgeting then this is the page you could use to show the client where their monies is being spent. The budget tab is helpful when you work with your client in budgeting. If you enter their housing/food/transportation/family/debt, etc. expenses it will then at the end provide their monthly household income if they have a shortage/surplus. This is a good visual for the client to see where is the majority of their money going to. OCHMIS.org 211 Orange County

43 Document - Optional (Central Intake)Note: This is an optional page. You can upload documents like the Client Consent form or picture. You can set the consent to either System “share” or Organization. The documents page is an optional page, where you can upload the client’s consent form or the client’s picture. OCHMIS.org 211 Orange County

44 Note - Optional (Central Intake)This is an optional page. You can enter some information (not a case note) on the client and set the consent to whatever you would see fit based on the note. The type can be an alert or informational. An example of a note could be the client having allergies, client needs to provide missing documentation, etc. Notes is an optional page where you can enter information that might be helpful to other people who work with your client. Lets add a note for our head of household. Click on New, set consent level to system, set type to note. Set the date to today. In the comments write “this client’s favorite color is blue.” Notice how the note tab turns green which lets anyone looking at this client’s record know that there is a note on their file. Now lets click on new again, set consent to system, and set type to alert, date today. In the comment section type “this client is allergic to peanuts” and save. The note tab turns red to indicate that there is an alert of important information for this client. OCHMIS.org 211 Orange County

45 Family Contact (Central Intake)Input an emergency contact for the client, if needed. Add a mailing address or an alternate mailing address. OCHMIS.org 211 Orange County

46 Adding Additional Family Members (Central Intake)If your client has dependents, then you will enter them in HMIS by clicking on the New Member button. You will then enter their demographic, income and health insurance information. Repeat the process for each family member. OCHMIS.org 211 Orange County

47 Household Mgt (Central Intake)Household Management: Manage household by moving clients from one household to another or change head of household in current household. If a dependent is no longer with the family you would move the dependent out of the family and make him/her its own head of household This tab is used to manage households that are in flux, if parents separate or a child leaves the household you will go here to move members out of old households or into new ones, and also to add existing members to households, for example if two clients get married. OCHMIS.org 211 Orange County

48 Questions & Answers OCHMIS.org 211 Orange County

49 Agency Services Lets review the Agency Services library and its pages.Enroll client into project Record services Exit client(s) from project OCHMIS.org 211 Orange County

50 Review of buttons (Agency Services)This search bar searches for clients that are active/inactive in a program. When you search for clients results will come up in the drop down menu. Buttons on the right are shortcuts to Add Family Contact Jump to Client Intake Preview Entry Report Shrink Link to Current Household Shrink Current List to Current Case Worker Shrink List to Current Group OCHMIS.org 211 Orange County

51 Agency Client Listing pageAgency Client Listing Page (Enrollments/Exits) Use this page to: To update the client’s program enrollment; Record a service; or Conduct a follow-up Search by Active (Yes/No). Yes, they are in project No, they are no longer an active participant in project. Search by client Identifier, Application ID or staff. Remember that you can enter partial first or last name Before starting to enter a new client in HMIS follow these steps to see if they are already in the system. Let’s try with our fake clients. Enter the first three letters of your client’s first name followed by a % and see what comes up. Your clients should not be in the system, but someone with a similar name might be. It is extremely important to verify multiple universal data elements when searching for a client that might already be in the system, so make sure their name, birthday, social security number matches before editing that client’s record. OCHMIS.org 211 Orange County

52 Discussion What is the difference between the Agency Client Listing and the Client Listing page? The Client Listing page is where you can search for all clients (universe) in HMIS. The Agency Client Listing page is where you can search for any enrollments at your agency. OCHMIS.org 211 Orange County

53 2014 HUD Data Standards – Program Specific Data ElementsGo to page 35 of the HUD Data Standards Manual 211 Orange County

54 Program Entry (Agency Services)Once you have completed the basic demographic information on your client/family, enroll into project to begin tracking services and outcomes. The program entry questions need to be answered for all family members. OCHMIS.org 211 Orange County

55 Program Entry (Agency Services)Select the project the client/family is being enrolled in, the date they entered the program (not the date that you entered them in HMIS) OCHMIS.org 211 Orange County

56 Length of Stay/Length of Homelessness (HMIS tab)(Agency Services)In order for a client to be considered chronically homeless, the Prior Living Situation should be a place not meant for human habitation, emergency shelter, or safe haven. If the answer is an institutional setting (hospital, jail, etc.), the length of stay has to be 90 days or less. In order for a client to be considered chronically homeless, the client has to say that he/she has been continuously homeless for a year or more or on at least 4 separate occasions in the last 3 years (occasions should equal 12 months) Enter the date the client became homeless on the approximate date started If the client does not provide the exact date of homelessness for the “For approximate date” field then you would use the program entry date minus the number of months homeless to enter the approximate date started OCHMIS.org 211 Orange County

57 Length of Stay/Length of Homelessness (HMIS tab) (Agency Services)Total number of times the client has been on the Streets, in ES, or SH in the past three years. One month - this is the first month - Meaning in the past three years this is the first month the client has resided on the Streets, ES, or SH. months - Count the total number of months the client indicates they have been on the streets, ES, or SH in the past three years. If have been on the streets, ES, or SH since January and it is now March, the cumulative total would be 3 months (January = 1, February = 2, and March = 3). If they were also homeless for a month back in October, the cumulative total would then be 4 months. OCHMIS.org 211 Orange County

58 Length of Stay/Length of Homelessness (HMIS tab) (Agency Services)Total number of months homeless on the Streets, in ES, or SH in the past three years. One month - this is the first month - Meaning in the past three years this is the first month the client has resided on the Streets, ES, or SH. months - Count the total number of months the client indicates they have been on the streets, ES, or SH in the past three years. If have been on the streets, ES, or SH since January and it is now March, the cumulative total would be 3 months (January = 1, February = 2, and March = 3). If they were also homeless for a month back in October, the cumulative total would then be 4 months. The CoC Code would be for the location of where services will be provided. OC’s CoC Code is CA-602. OCHMIS.org 211 Orange County

59 Disability Questions on Program Entry PageAt least one of the disability questions has to be YES for the client to be considered chronically homeless. In version 5.5 the project entry questions are divided into groups (for example wellness, veterans, disability, employment, etc). You will need to answer each question that is marked in red and have an asterisk as those are required. In order to move to the next section you will need to click on the next button. If the number at the bottom is red it means that there are required questions. If it is green, it means that you’ve answered the questions. Once you have answered all the questions, you will need to click on Save Answers. OCHMIS.org 211 Orange County 59

60 Definition: Chronically HomelessEffective January 15, 2016: A “homeless individual with a disability,” as defined in the Act, who: Lives in a place not meant for human habitation, a safe haven, or in an emergency shelter; and Has been homeless (as described above) continuously for at least 12 months or on at least 4 separate occasions in the last 3 years where the combined occasions must total at least 12 months Occasions separated by a break of at least seven nights Stays in institution of fewer than 90 days does not constitute a break (Amends 24 CFR 91.5 and 24 CFR 578.3) From Homeless Emergency Assistance and Rapid Transition to Housing: Defining “Chronically Homeless” Final Rule Webinar OCHMIS.org 211 Orange County

61 Definition: Chronically Homeless (cont.)An individual who has been residing in an institutional care facility for fewer than 90 days and met all of the criteria in paragraph (1) of this definition, before entering that facility; or A family with an adult head of household (or if there is no adult in the family, a minor head of household) who meets all of the criteria in paragraphs (1) or (2) of this definition, including a family whose composition has fluctuated while the head of household has been homeless. OCHMIS.org 211 Orange County

62 Definition: Summary of Major Changes to Chronically Homeless (continued)Four occasions must total 12 months Replaced “disabling condition” with “homeless individual with a disability” Occasion is defined by a break of at least seven nights not residing in an emergency shelter, safe haven, or residing in a place meant for human habitation Stays in institution of fewer than 90 days do not constitute a break and count toward total time homeless New Recordkeeping Requirements under CoC Program Someone can also be considered chronically homeless if they are **READ SLIDE** OCHMIS.org 211 Orange County

63 Record Requirements for Defintion of Chronically Homeless (continued)Applies to any CoC Program-funded PSH that is required to serve the chronically homeless Consistent with recordkeeping requirements established in Notice CPD Creates a reasonable, uniform standard to ensure consistency in how chronic homelessness is documented OCHMIS.org 211 Orange County

64 Documenting Chronically Homeless Status: Written Intake ProceduresRequired for all PSH projects that dedicate or prioritize beds for chronically homeless individuals or families The recipient must maintain and follow written intake procedures that Require documentation at intake of the evidence relied on to verify status Establish the following order of priority for obtaining evidence: Third-party Intake worker observation Certification from the person seeking assistance OCHMIS.org 211 Orange County

65 Documenting Chronically Homeless Status: Third Party DocumentationDocumenting an individual’s time in a place not meant for human habitation, an emergency shelter, or a safe haven. Third party documentation is preferred; however: For all clients, up to 3 months can be documented through self-certification In limited circumstances, up to the full 12 months can be obtained through self-certification OCHMIS.org 211 Orange County

66 Documenting Chronically Homeless Status: Third Party Documentation (continued)Documenting an individual’s time in a place not meant for human habitation, an emergency shelter, or a safe haven. Single encounter in month is sufficient to consider household homeless for entire month unless evidence of a break If third-party documentation cannot be obtained, a written record of intake worker’s due diligence to obtain, the intake worker’s documentation of the living situation, AND the individual’s self-certification of the living situation OCHMIS.org 211 Orange County

67 Documenting Chronically Homeless Status: Documenting BreaksEvidence of a break can be documented by: Third-party evidence The self-report of the individual seeking assistance 100% of the breaks can be documented by self-report OCHMIS.org 211 Orange County

68 Documenting Chronically Homeless Status: Institutional StaysDischarge paperwork or written or oral referral from a social worker, case manager, or other appropriate official stating the beginning and end dates of the time residing in the institutional care facility Where the above is not attainable, a written record of intake workers due diligence to obtain AND the individual’s self-certification that he or she is exiting an institutional care facility where resided less than 90 days OCHMIS.org 211 Orange County

69 Documenting Chronically Homeless Status: A Homeless History12 Months Continuous Start by looking in HMIS to determine if there are 12 months of continuous homelessness and no evidence of break (i.e., HMIS record of stay in transitional housing) Ex. If there is evidence of at least one night in shelter each month for the last 12months, it is not necessary to ask about breaks If there are not 12 months in HMIS but client reports that they have been homeless for the last 12 months with no breaks, identify other third-party sources (i.e., outreach worker, other professional source) Ex. There are 8 months documented in HMIS over the last year but intake worker can obtain discharge paperwork or a written certification from mental health professional for at least one other month of a stay in an institution and self-certification for up to 3 months. It is not necessary to ask about breaks. OCHMIS.org 211 Orange County

70 Documenting Chronically Homeless Status: A Homeless History (continued)12 Months Cumulative Start by looking in HMIS to determine if there are 12 months of cumulative homelessness over the last 3 years. Ex. There is evidence of at least one night in shelter for 12 months over the last 18 months. If there are not 12 months in HMIS but client reports that they have been homeless for the last 12 months in the last three years, identify other third-party sources (i.e., outreach worker, other professional source) Next, identify any documented breaks in HMIS (i.e., stay in transitional housing). If there are fewer than 3 breaks found in HMIS, with client to identify breaks between four occasions (current experience counts as one occasion). OCHMIS.org 211 Orange County

71 Documenting Chronically Homeless Status: A Homeless History (continued)If at least 9 months of homelessness (cumulative or continuous) cannot be obtained by third-party documentation, up to the full 12 months can be documented via self-certification only: Must thoroughly document attempts to obtain third-party documentation and why third-party documentation was not obtained Must obtain a written certification from individual or head of household of the living situation of the undocumented time period Limited to rare and extreme cases and no more than 25 percent of households served in an operating year OCHMIS.org 211 Orange County

72 Documenting Chronically Homeless Status: DisabilityMust be third party, and includes: Written verification from a professional licensed by the State to diagnose and treat the disability and certification that the disability is expected to be long-continuing or of indefinite duration and substantially impedes the individual’s ability to live independently Written verification from SSA The receipt of a disability check Intake staff-recorded observation of a disability that is confirmed and accompanied by evidence above within 45 days OCHMIS.org 211 Orange County

73 Chronically Homeless on Program Entry PageIf client has met the chronically homeless criterion, then the response to the question would be ‘YES’. You need to know the definition of chronically homeless in order to accurately answer this question, this question is not automated by HMIS. OCHMIS.org 211 Orange County

74 Definition: Chronically Homeless211 Orange County has created the Determining Chronically Homeless Tool to help users to identify when a client should be considered chronically homeless. To view the Determining Chronically Homeless Tool, please go to This chart is in your training packet OCHMIS.org 211 Orange County

75 RHY Funded Projects (Agency Services)RHY clients will need a response for each service: 4.35A Commercial Sexual Exploitation -Beginning October 1, 2015 collect information on all adults, heads of household and unaccompanied youth entering RHY projects. Persons in RHY projects on October 1 (open records) should have their record updated to include responses to the new element. 211 Orange County

76 RHY Funded Projects (Agency Services)RHY clients will need a response for each service: 4.35 B Commercial Labor Exploitation - Beginning October 1, 2015 all adults, heads of household and unaccompanied youth entering projects are required to have this data collected. Persons in RHY projects on October 1 (open records) should have their record updated to include responses to the new element. 211 Orange County

77 Scenarios OCHMIS.org 211 Orange County

78 Scenario: Is this client Chronically Homeless?A single mom and her child who has a disability, come to your project. Last night they stayed in an emergency shelter. She and her child have been homeless 5 times over the last 3 years. Is she chronically homeless? No. The mom does not have a disability, so the family cannot be considered chronically homeless. no OCHMIS.org 211 Orange County

79 Scenario: Is this person chronically homeless?An elderly man comes alone to your program. Last night he was staying with his daughter and she asked him to leave due to his alcoholism. Is he chronically homeless? No. The client was staying with his daughter before he entered the program, so he is not chronically homeless. no OCHMIS.org 211 Orange County

80 Scenario: Is this client chronically homeless?A veteran suffering from PTSD and struggles with chronic substance abuse has been living on the street and in shelters for the past six years and is presently staying overnight at a local park seeks shelter at your agency. He has no family or friends to turn to. Is he chronically homeless? Yes. The client has a disability (PTSD), has been staying in a place not meant for human habitation (parks & doorways), and has been homeless many years. yes OCHMIS.org 211 Orange County

81 Scenario: Is this person chronically homeless?A 17-year old who is pregnant needs shelter for the night. She is fleeing from a violent partner and spent last night in her car. She has had several episodes of homelessness over the last couple years. Is she chronically homeless? No. According to HUD, pregnancy is not a disability. no OCHMIS.org 211 Orange County

82 Questions & Answers OCHMIS.org 211 Orange County

83 Functions within the Program Entry/Exit/Additional Assessments PagesClick (hamburger) button to see choices COPY copies answers FROM a previous record COPY TO copies answers TO another household OCHMIS.org 211 Orange County

84 Functions within the Program Entry/Exit/Additional Assessments PagesWhen finished answering questions, click END to see Response Summary tab OCHMIS.org 211 Orange County

85 Snapshot Management Manage Snapshot: provides basic information of the client’s situation (i.e. income at entry/interim/exit and demographics). The information on this page is used for reports. If the client’s situation is incorrect or has changed you will make the necessary updates to manage their snapshot for each change in their situation. NOTE: Snapshot 1 of 1 is the client’s project entry, 2 of 2 could be the annual/update and 3 of 3 is the exit. At a minimum the client will have 2 snapshots (entry and exit). OCHMIS.org 211 Orange County

86 BREAK 5 min. OCHMIS.org 211 Orange County

87 Services Provided (Agency Services)Tracks service delivery as it relates to client outcomes. Can track the client’s progress toward the outcomes or milestones that have been established for the project and track the activities or services the client has received. Each service that is “tied” to the milestone allows for an overall picture of the investments the agency has made into the client’s success. OCHMIS.org 211 Orange County

88 Additional Client Assessments_v5.5 (Agency Services)Allows the ability to complete client assessments on any data. For example, if the program offers classes and does a pre/post test of the client(s) to gauge the client’s increased knowledge, results can be collected here and reported to funding sources or other interested parties. Annual Assessment: Conduct client’s assessment at least once annually during program enrollment if the period between program entry and exit exceeds one year and at program exit OCHMIS.org 211 Orange County

89 Case Notes (Agency Services)Allow you to collect information from your case management sessions. For each case note, you can choose to lock the note so only you can edit it, or unlock the note so other users at your agency can edit the case note. Upon saving the case note you will associate it to the appropriate milestone. Every case note must be tied to a milestone. For example if you meet with your client and discuss job hunting strategies, you could tie that to an employment milestone. OCHMIS.org 211 Orange County

90 Track Savings (Agency Services)Allows to track the savings account that client’s maintain. It keeps a running total of transactions to the account, as well as allows uploading documents supporting each transaction. OCHMIS.org 211 Orange County

91 Sessions (Agency Services)Allows recording a service or class to groups of clients at once, as well as schedule future services or classes to be provided to clients. OCHMIS.org 211 Orange County

92 Questions & Answers OCHMIS.org 211 Orange County

93 Best Practices for Exiting ClientsOCHMIS.org 211 Orange County

94 Exiting Clients Important to exit clients in a timely manner because it affects the length of stay (LOS) Length of stay is a measurement of the number of days a client has been enrolled in your program and is an important assessment of your programs ability to move clients out of homelessness In order to collect accurate reports, exiting clients regularly and accurately is an important and necessary step Should a client leave a program without notice then answers to their exit questions should be left blank OCHMIS.org 211 Orange County

95 Rules for Exiting Clients: Shelter ProgramsExit date is the last day of continuous residence in the program’s housing before the client transfers to another residential program or otherwise stops residing in the shelter or housing program Ex: If a person checked into an overnight shelter on May 30th, stayed overnight and left in the morning, the last date of service (last case note) for that shelter stay would be May 31st. If the client returned on June 21st, a new program entry date is recorded. OCHMIS.org 211 Orange County

96 Rules for Exiting Clients: Non-Residential Service ProgramsThe exit date may represent the day a service was provided or the last date of a period of ongoing service. The exit date should coincide with the date the client is no longer considered a program participant OR when client is placed into housing, whichever comes first After 30 days of non-client contact, exit the client from the program. The actual exit date should coincide with the last date of service provision OCHMIS.org 211 Orange County

97 Income/Non-Cash Benefits- Exit (Central Intake)At Exit, the income needs to be reviewed and updated prior to exiting the client out of the project. It will use the latest income information as the client’s exit snapshot. Non-Cash: At Exit, the non-cash benefits needs to be reviewed and updated prior to exiting the client out of the project. It will use the latest non-cash information as the client’s exit snapshot. OCHMIS.org 211 Orange County

98 Program Exit (Agency Services)Before the exit process is complete, verify each client’s demographics and income information is up to date prior to exiting client out of program. Note: Once you begin the exit process on client, it takes a snapshot of their information (demographic and income). To update the exit snapshot (i.e. 2 of 2) use the SnapshotManagement. OCHMIS.org 211 Orange County

99 Program Exit (Agency Services)2 Enter the Destination and Reason For Leaving and Save Answer the Exit Questions from the Exit Questions tab. NOTE: If client disappeared enter the last date of service in the exit date field. 1 OCHMIS.org 211 Orange County

100 Program Exit (Agency Services)Go to the next tab (Exit Questions) and begin answering the exit questions. NOTE: If client disappeared do not answer the program exit questions. OCHMIS.org 211 Orange County

101 Program Exit (Agency Services)Enter the exit date of when the client left the project. NOTE: If client disappeared enter the last date of service in the exit date field. OCHMIS.org 211 Orange County

102 Follow-up (Agency Services)Can collect any data you need to track about your clients after they exit your program. If your program has a retention goal, this is where you would need to track their housing status. OCHMIS.org 211 Orange County

103 Questions & Answers OCHMIS.org 211 Orange County

104 Management Reports OCHMIS.orgManagement reports are “canned” reports that are ready for you to use. They include all clients that fit the reporting criteria. Management reports are accessible via the “Report” button on the bottom of the navigation window. You can save any Management reports to your Favorites for easy access. OCHMIS.org 211 Orange County

105 Application Reports OCHMIS.orgApplication reports include data on the one client enrollment you are running the report for. Once a client is enrolled, you can print reports that show data about the client’s services, case notes, milestones, and program entry and exit data. These reports can be run from the agency client listing page, Program Entry page, and other pages within the Agency Services Library. OCHMIS.org 211 Orange County

106 Ad-hocs Reports OCHMIS.orgAd-hoc reports can be created by the user whenever necessary including all clients that meet the reporting criteria. Ad-hoc Reports are accessible via the “Report” role. You can create your own ad-hocs by using the View Builder page, as well as run existing ad hocs on the Ad Hoc Inventory page. OCHMIS.org 211 Orange County

107 Questions & Answers OCHMIS.org 211 Orange County

108 POP-QUIZ! OCHMIS.org 211 Orange County

109 POP-QUIZ! When are the two times that snapshots are automatically created? When a client in enrolled in a project, and when the exit process is started for a client. OCHMIS.org 211 Orange County

110 POP-QUIZ! What page would you go to in order to run an Application report? Agency Client Listing page. OCHMIS.org 211 Orange County

111 POP-QUIZ! What page would you use to enroll a client in a project?Program Entry page OCHMIS.org 211 Orange County

112 POP-QUIZ! On what page would you enter the client’s income and non-cash benefits data? Client Intake. OCHMIS.org 211 Orange County

113 POP-QUIZ! You are enrolling a mother and her daughter in your program. You enter the mother’s data on the Client Intake_v5 page. What is the next step? Enter the daughter’s data on the Client Intake page. OCHMIS.org 211 Orange County

114 POP-QUIZ How many days after completing HMIS Part II training until you have to complete HMIS Part III training? 30 days OCHMIS.org 211 Orange County

115 Agency Administrator to ContactHelpdesk HMIS Staff Phone Number Amber Killinger Director, Data and Technology Erin DeRycke Data and Analytics Manager Rosa Durham HMIS Program Administrator Casey Parnis HMIS Data Quality Specialist OCHMIS.org 211 Orange County