Cambridge HMIS ETO Guide - · PDF fileHomeless Management Information System (HMIS) is a...

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Transcript of Cambridge HMIS ETO Guide - · PDF fileHomeless Management Information System (HMIS) is a...

  • Cambridge HMIS ETO Guide


    SECTION PAGE Introduction 2 Enrolling Participants/Families 2 - 4 Adding New Participants/Families 4 - 5 Quick Search 5 - 7 HUD Requirements Demographics 7

    Bed Register (for Emergency Shelters) 7 - 9 HUD Assessments 9 - 12 Recording Services 12 Dismissals 13 Dashboards 14 To Do List 14 -15 Contact 16
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    Homeless Management Information System (HMIS) is a software application designed to record and store client-level information on the characteristics and service needs of homeless persons throughout a Continuum of Care. An HMIS is (typically) a web-based software application that homeless assistance providers use to coordinate service provision, manage their operations, and better serve their clients. Cambridge HMIS uses ETO Software to collect its HMIS data. This user guide is designed to give an overview of the steps required for data collection in the Cambridge HMIS. As different programs in your agency often have multiple funding sources, it is important for Case Managers to have knowledge of those particular funding streams and their attending reporting requirements. While collecting data is essential for providing information on the clients you serve -- to HUD and other funders -- it can also be used to identify potential gaps in services, show trends in client needs, and therefore inform decisions internally on how to best serve your clients.


    Please click here to learn more about logging into the Cambridge HMIS Enterprise and working in your respective program/s. For basic information on navigating ETO, click here.


    Use Enroll Participants search for all clients across your agencys site who are not currently enrolled in your program. This Enroll function searches data from all programs in your agencys HMIS database. >> Every time you are about to enroll a participant in your program you should first go to Enroll Participant (via your homepage or as a My Favorites link) to determine if the client is already in your agencys database. If they are, you can re-enroll them directly from the Enroll search results. This is a technique used to help prevent duplicate participants in the system and is critical to maintaining an unduplicated count of clients served across your agencys database.
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    Under My Favorites or the Homepage, select Enroll Participants. Search for the client you are seeking to enroll. From the results list, check the client(s) to enroll into your program. Enter the start date of enrollment Click on Submit


    Select Enroll Participant and enter all or some portion of the clients last name, entire first name, or social security number. If you know they are already a part of the agency database, you can enter their case number. Press go (or hit enter). This will execute a search for the client. Results will display all records that match your search criteria for clients not currently enrolled in the program you are working in. Keep in mind that if the client is already enrolled in your program they will not show up in these results.

    If you are working with families, make sure to enter the family name in the

    correct field. If the family is in the database, this will show all members of the family, regardless of whether or not family members have different last names.

    From the results list, check the client(s) to enroll into your program. You

    can enroll more than one client at a time by checking multiple clients. If you are enrolling multiple clients, (typically this only occurs when working with families) you will give them the same start date. Press Enroll (Same Date).

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    At the subsequent screen, set the start date for the client(s) and click Add.


    If you didnt find your individual client in the Enroll Participants search, you will want to choose Add New Participant from the My Favorites tab or your homepage.

    The client has not had a previous or other concurrent enrollment in any

    other programs in your agency. Therefore you need to Add (complete the demographics form) and then Enroll (designate their start date in your program).

    If you didnt find your family or head of household in the Enroll Participants search, you should choose Add New Family Household from the My Favorites tab or your homepage.

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    The family has not been enrolled in any of your agencys programs before.

    You need to Add and then enroll them, with the date and demographic information for each person.

    Choose Head of Household from the dropdown box. You always want to enter the head of households demographics first when entering families.

    Also, make sure to select the following when entering that person:

    Head of Household:

    (Only one Head of Household may be selected for this Household / Family)

    Relationship: Head of Household

    When you have finished entering that persons demographic info, choose the next member of the family from the dropdown menu. The screen will refresh to show a blank demographic screen for that person. Continue as needed, until each member of the family is entered.

    IMPORTANT: make sure to enter the correct start date at the bottom of the screen, and then click SAVE which is on the bottom far right corner of your screen.

    If, during a clients or familys existing enrollment, babies are born or other persons enter the household, they need to be added to the household in HMIS. Please call Marianne Colangelo for instruction on how to do this.


    Use Quick Search for clients who are currently enrolled in your program. Use the Quick Search tab at the top of the screen whenever you need to work with an active client (whether you want to do demographic work, assessments, efforts, etc). A great advantage to the Quick Search is that you can get anywhere in the system from the Quick Search results. Also, the Quick Search remembers your latest search term and maintains that in the search box, so you can simply hit the Go button to re-generate the search results later. Quick search also gives you the choice of going to a participants dashboard.

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    When the Quick Search tab is dark green it is active. If it is faded green, click on it to activate. To locate a client, type their last name, social security, or case number in

    the box that reads Enter Search Terms. Hit the Search button to the right edge of the Quick Search bar. In the search results, click once on your clients name. From the box that displays, click on the link to where you want to go.

    Options are as shown:


    When the Quick Search tab is dark green it is active. The Quick Search is active by default.

    With the Quick Search tab active, begin your search by inputting the clients last name, social security, or case number in the box that reads Enter Search Terms. If you leave the box blank the search will show you everyone currently enrolled in the program. You can also simply type a single letter, which will show you everyone whose last name begins with that letter. Or type the first few letters in the last name, or partial social security or case number.

    About three inches to the right of this box is the Search button. Press Search, or hit Enter on your keyboard to run the Quick Search.

    You will see the results displayed on the page below. Locate the client record you are looking for and then click once on the name or on the green arrow.

    From the box that displays, click on the link to where you want to go (options listed above).

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    Demographics are completed when adding a new client or family members to the HMIS database.

    In HMIS, the demographics form is accessed when you select Add New Participant or Add New Family Household. All questions in yellow must be completed in order to successfully add/enroll.

    Demographics in HMIS are comprised primarily of HUD Universal Data elements, which are part of the baseline data collection requirements for all programs that are part of a Continuum of Care. Other Universal Data elements are collected through completing a Participant Assessment. (For more information about the HUD-mandated Universal Data elements, please refer to the City of Cambridge HMIS Policies and Procedures document.)

    Demographic element answers typically do not change over time, therefore they will likely remain constant for someone who may return to your program with multiple enrollments over a period of time. Once a client is added to your agencys HMIS site, you will not need to alter these fields upon subsequent enrollments. If you do need to make a correction, choose View/Edit Participant from the navigation bar, quick search menu, my favorites or homepage.


    Where there are response choices that include dont know and refused, please be mindful that those more specifically refer to an answer denoting the client does not know or the client refused to answer. These choices should not be made in reference to whether or not the Intake staff did not know, etc.

    For more information about s