ClientPoint Module Entry/Exit

Transcription

1 ClientPoint Module Entry/Exit DATA ENTRY 121 Topics We Will Cover Searching for a client record Creating a client record Adding demographic information Creating and updating households Adding a Release of Information Project Entry Project Exit Hot Topics: Backdate Mode Enter Data As Creating Households Topics we will not cover: SkanPoint ShelterPoint Mid-Project Updates Service Transactions Case Plans and Goals Matrix Program-Specific Assessments This training is designed to teach core instructions on the basic data entry workflow projects use to enter data using Entry/Exit records recorded in the Entry/Exit tab in ServicePoint. For complete data entry instructions, please also view: Program (Funder) Specific training(s) Universal and Common Data Elements (Foundations 115) ServicePoint and Advanced Reporting Tool (ART) Reports (Reports 161) Please note: As of October 1, 2016, DHS-OEO ESP projects do not use the core Entry/Exit data entry workflow. 10/1/

2 Materials and Resources INSTRUCTIONS General HMIS Instructions Supplemental User Guides By Program (Funder) Visit hmismn.org/forms-and-instructions for links to all materials and resources 10/1/ Terminology Program: Refers to the Federal or State or local funding source i.e. HUD-CoC, MN HSG-FHPAP Project: Refers to the specific grant Provider: For the ServicePoint database, a provider is a technical term for a mechanism used to organize data into groups for data entry and reporting purposes. Home Provider: Where your user account sits in the system. Ever user account has a home provider. Project Provider: A provider intended for data entry that typically represents a specific project, or grant your agency receives. HMIS (Homeless Management Information System): A local information technology system used to collect client-level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness. ServicePoint: Each Continuum of Care is responsible for selecting an HMIS software solution that complies with HUD's data collection, management, and reporting standards. Minnesota s CoCs chose ServicPoint as their HMIS software solution. 10/1/

3 Important Update: 10/18/ /18/2016 Update: There is a NEW process for adding the Release of Information. It is important for you to review and understand these instructions and ignore any instruction you receive in the video trainings regarding documenting a consented ROI in the ROI tab in HMIS. New Process for Adding an ROI Instructions can be found at hmismn.org/basic-usertraining under Step /1/ Logging into ServicePoint 10/1/

4 Which Internet Browser? ServicePoint and the Advanced Reporting Tool (ART) work best with Mozilla Firefox. Best! Mozilla Firefox Best! (for MAC/Apple) Safari Good Internet Explorer Ok Google Chrome 10/1/ Web Address or URL Training Site: 10/1/

5 Your Homepage This will always display your Home or Default provider. This is where your user account was created in ServicePoint. 10/1/ Your Homepage Your name and User Role within ServicePoint (different than your job title at your agency) Click on the wheel to update your password or contact information 10/1/

6 Your Homepage MORE INFO TO COME ON THESE TOPICS! Enter Data As: Click on this before entering any data Backdate: Necessary for some data entry to set an effective date of data Connect to ART: Quick access to the Advanced Reporting Tool 10/1/ Your Homepage You can access a client record by typing their 7 digit ID here and selecting the client from the drop-down menu that appears. 10/1/

7 Your Homepage Your side menu may look different. Every account, however, will have access to the menu options outlined in red. 10/1/ Your Homepage Last Viewed allows you to quickly access the last 10 clients viewed during your current session. Favorites allows you to quickly access up to 10 client records you have marked or stared as your favorites. 10/1/

8 Your Homepage Home Click to return to this Homepage 10/1/ Your Homepage ClientPoint For a majority of HMIS Users, this is the main ServicePoint module you will use for data entry, and the module we re covering in this training! 10/1/

9 Your Homepage Other modules available in ServicePoint, you may not see all of these from your user account. 10/1/ Your Homepage Reports Access ServicePoint and ART Reports (Learn more in the ServicePoint and Advanced Reporting Tool (ART) Reports training (Reports 161)) 10/1/

10 Your Homepage Admin For most users, you ll have limited options as you have a Case Manager III role within ServicePoint. 10/1/ Your Homepage Logout Click to log off! Remember to log off every time you leave your computer! 10/1/

11 Your Homepage System News For information shared by ICA with all users Agency News For information shared within an agency to and from HMIS Users at that agency 10/1/ Your Homepage 10/1/

12 The Core Data Entry Workflow 10/1/ Data Entry Workflow CORE WORKFLOW (ALL PROJECTS) COVERED IN THIS TRAINING Enter Data As and Backdate Searching for a client Creating a client Creating a household Updating a household Adding a Release of Information Creating an Entry record in the Entry/Exit tab* Completing an All-Inclusive Assessment at Entry* Completing an Exit Assessment at Exit* *These steps do not apply to DHS-OEO ESP projects SUPPLEMENTAL WORKFLOW (PROGRAM BASED) COVERED IN PROGRAM SPECIFIC TRAININGS Adding a Service Transaction Updating an All-Inclusive Assessment between Entry and Exit Adding a Follow-up Completing an additional assessment at Entry in addition to the All-Inclusive Assessment Answering program specific data elements 10/1/

13 Project Provider Naming Convention *NPP indicates provider is non participating <> serves as a placeholder when a required component does not apply 10/1/ Provider List Hogwart s Provider Name Provider ID Hogwart s House of Hope (Hogwart s)-slc (no data entry) Tree Level Hogwart s-es-slc-hud-esg-st. Louis Hogwart s-es-slc-dhs-oeo HYA Hogwart s-rrh-slc-hud-esg-st. Louis /1/

14 Enter Data As (EDA) Mode Home Provider Home Provider: Where your user account sits in the system. Ever user account has a home provider. Project Provider: A provider intended for data entry that typically represents a specific project, or grant your agency receives. Enter Data As: Allows you to move from your home provider to another provider 10/1/ Enter Data As (EDA) Mode Home Provider 10/1/

15 Enter Data As (EDA) Mode Home Provider 10/1/ Provider List Hogwart s Provider Name Provider ID Hogwart s House of Hope (Hogwart s)-slc (no data entry) Tree Level Hogwart s-es-slc-hud-esg-st. Louis Hogwart s-es-slc-dhs-oeo HYA Hogwart s-rrh-slc-hud-esg-st. Louis /1/

16 EDA and Visibility System administrators can set visibility of data based on which provider the data is entered by (which provider the user is in Enter Data As to, or the home provider if the user does not use Enter Data As). Hogwart s House of Hope (Hogwart s)-slc (no data entry) (1234) Hogwart s-es- SLC-HUD-ESG- St. Louis (5678) Hogwart s-es- SLC-DHS-OEO HYA (9101) Hogwart s- RRH-SLC-HUD- ESG-St. Louis (1213) 10/1/ Importance of EDA Mode System administrators can set visibility of data based on which provider the data is entered by (which provider the user is in Enter Data As to, or the home provider if the user does not use Enter Data As). Hogwart s House of Hope (Hogwart s)-slc (no data entry) (1234) The Burrow Shelter for Families (The Burrow)-HLC (no data entry) (1122) Hogwart s-es- SLC-HUD-ESG- St. Louis (5678) Hogwart s-es- SLC-DHS-OEO HYA (9101) Hogwart s- RRH-SLC-HUD- ESG-St. Louis (1213) The Burrow-ES- HCC-HUD-ESG- DHS OEO (3344) The Burrow-ES- DHS-OEO ESP (5566) 10/1/

17 Entering EDA Mode 10/1/ Entering EDA Mode 10/1/

18 Entering EDA Mode 10/1/ Entering EDA Mode 10/1/

19 Live Demonstration ENTERING ENTER DATA AS MODE 10/1/ Searching for a Client Record 10/1/

20 Searching for a Client Record Donald Duck 10/1/ Searching for a Client Record Don Duck 10/1/

21 Searching for a Client Record Duck /1/ Searching for a Client Record Follow 7 digit client record rules available on next slide. 10/1/

22 7 Digit Client IDs For clients that enter your project on or after the day we open the system for statewide data sharing, only use Client Records whose client ID is 7 digits as these are clients created with the new visibility arrangements for statewide data sharing. This means if you find a record that matches all of your search criteria for a client entering your program, but the ID number is <7 digits, you ll want to create a new client record. A 7-digit number does not automatically indicate that the record is shared, just that the record was created after statewide data sharing was implemented. Thus, ALL new records created on or after we open the system will have a 7-digit number. You will see all of your own 7-digit records, even those that are closed. This is true whether you are a closed provider or an open provider with clients who declined to share. If your provider is a closed provider (not participating in statewide data sharing), you can continue to use your existing closed records (<7 digits) even for new enrollments. For enrolled clients that were in the project the day we opened the system, agencies continued to used the <7 digit existing client record for that enrollment. 10/1/ Creating a Client Record 10/1/

23 Accessing a Client Record 10/1/ Anonymous Clients Do not create anonymous clients. If a client does not sign the Release of Information, you can still put the client in the system with identifiable information (name and SSN). The client record, however, will be closed and only accessible to your project or agency. You do not need consent to enter a client s data into the database. You need consent to share. 10/1/

24 Live Demonstration CREATING A CLIENT 10/1/ Entering Backdate Mode 10/1/

25 Navigating a Client Record 10/1/ Client Profile tab 10/1/

26 Households tab Create or update a household to link client records together if clients are served together. 10/1/ ROI (Release of Information) tab ROIs should be collected and documented in the ROI tab for all clients that sign the form for statewide data sharing. Only one ROI should be entered in this tab. If entering an ROI, use End Date 1/1/ /1/

27 Entry/Exit tab Add an Entry Record to document when the client or household entered your project; add an Exit Record to document when the client or household exited your project.* Household members can have different Entry Dates and/or Exit Dates.* You will complete your required funder Entry Assessment and Exit Assessment from the Entry/Exit tab (you will not use the Assessments tab for Entry or Exit).* *These steps do not apply to DHS-OEO ESP projects 10/1/ Assessments tab The Assessments tab is not part of the Core workflow, however, you can use it to view an available assessment for all data as of the system date. (Note: The availability of assessments change based on the provider you are in EDA mode to.)* The Entry/Exit tab, on the other hand, only allows you to see a snapshot of data - to view data effective as of Entry or Exit (or Interim Update).* *These steps do not apply to DHS-OEO ESP projects 10/1/

28 Quick Reference Guide Overview of data entry steps to be compliant with your program s reporting requirements Located in your Supplemental User Guide! 10/1/ Quick Review of Topics Covered Logging into ServicePoint and navigating your Homepage The importance of Enter Data As (EDA) and how to enter EDA mode Searching for a client record Creating a client record, including Minnesota s policy on Anonymous Clients Navigating the tabs within a Client Record 10/1/

29 Live Demonstration CREATING A HOUSEHOLD, ADDING A RELEASE OF INFORMATION (ROI), ADD ING AN ENTRY RECORD, COMPLETING AN ALL - INCLUSI VE A SSESSMENT AT ENT RY 10/1/ HUD Verification Tool Answering the data elements by sub-assessment: Health Insurance Not all sub-assessments are required for all programs. You only need to answer these if they appear on your program s All Inclusive Assessment. Disabilities Monthly Income Non Cash Benefits 10/1/

30 Living Situation Conditional Data Elements ServicePoint uses conditional formatting to respond to a series of questions on the client s prior living situation upon entry into any project, except Emergency Shelter, Street Outreach, and Safe Haven. This series of questions is covered in the Universal and Common Data Elements Training. 10/1/ Updates Between Entry and Exit, some funders require you to update the All-Inclusive Assessment (completed at Entry) with new information regarding the client s status. Mid-project updates are required for some programs. We will cover the topic of updates in your Program Specific training for programs that require mid-project updates. You can also see your program s Supplemental User Guide. 10/1/

31 Live Demonstration ADDING AN EXIT RECORD, COMPLETING AN EXIT ASSESSMENT AT EXIT 10/1/ Quick Review of Topics Covered Logging into ServicePoint and navigating your Homepage The importance of Enter Data As (EDA) and how to enter EDA mode Searching for a client record Creating a client record, including Minnesota s policy on Anonymous Clients Navigating the tabs within a Client Record Creating an Entry Record at project entry Answering data elements, including the HUD Verification sub-assessments and the Living Situation series of data elements on your All-Inclusive Assessment completed upon project entry Creating an Exit Record at project exit Answering and updating data elements, including the HUD Verification subassessments 10/1/

32 Hot Topics BACKDATE MODE 10/1/ Backdate Mode Backdate mode sets your system date to a date in the past. 10/1/

33 Backdate Mode Backdate mode is one way to set the effective date of the data you are entering. An effective date of data allows us to take the same data element and document changes over time. History Bar 10/1/ Backdate Mode If you need to backdate, you will typically backdate to a client s: Entry Date Anniversary Date (update date), or the last day of the report period Exit Date 10/1/

34 Hot Topics HOUSEHOLDS 10/1/ Households Rules of Thumb Single Clients: Do not create a household for a single client. If enrolling a single client, you have no need to visit the Households tab. If a client that was part of a household returns for service as a single client, do nothing on the Households tab, simply do not include the other household members in the Entry/Exit records nor Service records. 10/1/

35 Households Rules of Thumb Household Type Changes Create a new household if the Head of Household or Household Type changes in-between project participation. Do not create a new household for a household currently being served by your project, even if the Household Type or Head of Household changes. If the Household Type changes during project participation and the Head of Household stays the same, add the new client(s) to the current household and change the Household Type in the Households tab accordingly. If the Head of Household changes during project participation, contact the Helpdesk. 10/1/ Households Rules of Thumb Removing Household Members Do not remove household members from a household (you can remove a household member when a person has passed away, but this is not required) If a client was added in error, do not remove the client as that will still document their relationship as part of a household at one time. Instead, click on Add/Delete Household Members and click on the Trash Can. 10/1/

36 Households Rules of Thumb Do not create a new household if you do not have to. 10/1/ Households Rules of Thumb The Households tab is used to connect client records together to provide an opportunity for clients to be connected together in the Entry/Exit tab or Service Transactions tab as a unit being served together. Clients connected together in the Households tab will not populate any reports, a household must have either an Entry/Exit record together in the Entry/Exit tab, or a Service Transaction record together in the Service Transactions tab to report together as a household. Some clients will have multiple households. Your reports will be fine as long as you enroll the correct household. 10/1/

37 Hot Topics CLOSING A CLIENT RECORD 10/1/ Using Facebook to Understand Visibility Default Visibility = Public Custom Visibility = Friends 10/1/

38 Closing a Client Record 10/1/ Closing a Client Record 10/1/

39 Closing a Client Record You are not able to change the visibility of a client record that your provider did not create. 10/1/ ROI 1. Create a client record. 2. Close client record. 3. Continue with data entry. 10/1/

40 Opening a Client Record If you run into a situation where you want to open a client record that is currently not shared with the Statewide Data Sharing Group: 1. Confirm you have a Release of Information (signed or verbal), this might be consent from parent or guardian if client is a youth 2. Document that you have a Release of Information in the ROI tab 3. Contact the Helpdesk with the client ID 10/1/ Hot Topics FORGETTING TO USE ENTER DATA AS (EDA) MODE 10/1/

41 Forgetting EDA Mode Implications The visibility settings of your home provider will set the visibility of the data you entered. Your home provider may either share data with the statewide data sharing or not share. It is going to depend on the backend settings. Depending how far you got with data entry, you may not have had the correct assessments or tabs available to be complaint with your funder s reporting requirements. 10/1/ Forgetting EDA Mode What to do if you forget to Enter Data As 1. If you haven t gotten very far, it can be much easier to contact the Helpdesk to delete the incorrect client record that you created while you were not in EDA mode, and create a new client while in proper EDA mode. 2. Check the lock box in the Client s Record to see if the correct default visibility was applied. 3. EDA correctly and go into the client s record to confirm your data is compliant with your funder s reporting requirements (that you ve completed all the required data entry steps). 10/1/

42 Stay in touch HELPDESK: ONLINE: HMISMN.ORG 11/2/