3 Project Entries Enter Data As (EDA) Finding Clients Back Date Mode Entry Date Anniversary Date (update date), or the last day of the report period Exit Date Release of Information (ROI) DO NOT REPLACE Sub-assessments Mid-project updates Households Entry/Exit Document Link General HMIS Instructions Link 02/07/2020
Correcting Data Link Workflow Video Link in Section 3.1 WWW.ICALLIANCES.ORG 4 Reporting Questions ART vs Canned Reports Counting (summaries) vs Data Quality (specific information) Schedule reports vs View or Edit Airtable for reports Link Video Link in Section 3.4 02/07/2020
WWW.ICALLIANCES.ORG 5 Coordinated Entry Questions Provisionally accepting a referral Need Referral Service Decline/Cancel a referral Returning a Client to Priority List Updating Assessment Data 3.917 Helper Link SMAC CE Document Link 02/07/2020
SMAC Video Link WWW.ICALLIANCES.ORG 6 Households 02/07/2020 WWW.ICALLIANCES.ORG 7 Households: Quick Check
START HERE DO NOT Create a household. Yes Is this a single client? Has a group of persons (2 or more) presented together as a household or family unit to receive a service together and/or are being provided a
service together? No 1 2 No Yes Yes Create a household. 02/07/2020
No Is this household already created in HMIS? WWW.ICALLIANCES.ORG 3 8 Coordinated Entry Questions Is my client still on the list? - or - Did I put the client back on the list? My client is asking where they are at on the list. Who can update clients profiles? Can I remove someone from the list? How? When do I use the Inactive vs. Removing a client?
Do I hit Save or Verify and Save? How do agencies with good data quality maintain data? 02/07/2020 WWW.ICALLIANCES.ORG 9 Is my client still on the list? 02/07/2020 WWW.ICALLIANCES.ORG 10
Is my client still on the list? Did I put the client back on the list? 1) 2) 3) 4) 5) Enter Clients HMIS ID Service Transactions View Entire Service History Click Referrals Referral Outcome BLANK, Need Status and outcome: IDENTIFIED, SERVICE PENDING 02/07/2020
WWW.ICALLIANCES.ORG 11 My client is asking where they are on the list! We generally dont give numbers, because that can change daily. And, its a prioritization, not at waiting list. Near the top. Start collecting homeless verification. Around the middle. I recommend keeping your providers updated while continuing to look for your own housing solutions. Near the bottom. I wouldnt rely on Coordinated Entry as a solution. 02/07/2020 WWW.ICALLIANCES.ORG
12 Data Quality affects the whole system. 02/07/2020 WWW.ICALLIANCES.ORG 13 Who can update clients profiles? Anybody who learns new information! But wont I be messing up another agencys data?
Nope! Think of it as the clients data, not ours. Everyone works together to do their part to paint the most accurate portrait of the needs of our homeless population. 02/07/2020 WWW.ICALLIANCES.ORG 14 Removing a client from the list Declined vs. Canceled - Declined: Returning a client back to the priority list - Canceled: Not returning a client to the priority list
02/07/2020 WWW.ICALLIANCES.ORG 15 Removing a client from the list Need Status Closed - Fully Met vs. Not Met - Fully Met: Housed, regardless of how - Not Met: Not housed 02/07/2020 WWW.ICALLIANCES.ORG
16 Inactive vs Removing a Client? Remove someone from the priority list when Housed Moved outside of CoC without plans to return Dont want housing through CE Been couch hopping in one location over a year
Unreachable after 45 days of regular contact attempts (including alternates) Incarcerated/institutionalized for a while (eligible within 90 days of release) 02/07/2020 WWW.ICALLIANCES.ORG 17 Inactive vs Removing a Client? 02/07/2020 WWW.ICALLIANCES.ORG 18
When do I hit Save vs Verify and Save? - Always just hit Save. - Never hit Verify and Save. 02/07/2020 WWW.ICALLIANCES.ORG 19 How do agencies with good data maintain their data quality? Several staff have HMIS access, including Supervisor Supervisor, (or someone tasked with HMIS data quality) double-checks
data entry, runs reports, communicates with ICA on cleanup. Best to have data entered with client present, if possible The client is the expert on their own data. If something is incorrect or incomplete and the client is gone, then we start making assumptions. 02/07/2020 WWW.ICALLIANCES.ORG 20 How do agencies with good data maintain their data quality? Pros and Cons of One Data Entry Person PRO: For big agencies, it helps to have one person be an HMIS expert. CON: They may operate in a bubble, not realizing for theyre making errors for months, and the
agency overall has worse data quality. PRO: One person can enter all data, and then follow up and updates are taken over by individual case workers. CON: If data on the paper form is incomplete or illegible, data entry staff may guess, infer, or spend unneeded time clarifying. 02/07/2020 WWW.ICALLIANCES.ORG 21
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