Coordinated Entry Data Entry Quick Access Guide

HMIS Coordinated Entry Workgroup

Diversion Assessment Starting At Intake

To enter a Coordinated Entry Intake:

1. Open your web browser and type in the following address: https://ihcdaonline.com/indianauw/ 2. A blue and white screen will appear showing the ClientTrack logo and name. Place your cursor

in the “User Name” text box and type in your User Name. Next, place your cursor in the “Password” text box and type in your Password then click on “Sign in”.

3. You are now on the screen that displays the “Workgroup”, “Organization”, and “Location”. 4. In the “Workgroup” section, place your cursor on the drop down arrow to the right of the text

box and click. Move your cursor to: 2014 IHCDA HMIS: HMIS Coordinated Entry and click. 5. This correctly sets the Workgroup to Coordinated Entry. 6. Click on “Use these settings”

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You are now on the “HOME” Workspace in the CE HMIS Workgroup. To begin the Coordinated Entry Intake process you will need to switch to the “CLIENTS” Workspace.

1. Move your cursor to the right side of the ClientTrack Logo at the top left side of your screen and hover over the blue box with double arrows. The box will turn yellow then you will click on it.

2. A new screen will appear displaying the three available Workspaces. Move your cursor to the “CLIENTS” box and click.

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Now that you are in the “CLIENTS” Workspace you will first need to search the system to determine if your Client has an existing HMIS record.

To search for a Client:

1. Move your cursor to the “Find Client” option in the left hand menu and click.

2. The screen will change to the “Find Client” or “Search” screen. Place your cursor in the “First Name” text box and type the first two letters of the Client’s first name. (For example: Albert would be entered as Al) Next, place your cursor in the “Last Name” text box and type in the first two letters of the Client’s last name. (For example: Smith would be entered Sm) Click the blue “Search” box.

3. Another way to search for a Client is by entering the Client’s SSN in the Social Security Number text box. (This is especially helpful for Clients that may have more than one last name.)

4. A third way to search for a Client is by entering the Client’s DOB in the Date of Birth text box. (Again, this is especially helpful for Clients that may have more than one last name.)

5. The final way to search for a Client is to enter the Client’s HMIS Client number (if available).

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A list will appear with all first names beginning with the letters Al and last names beginning with the letters Sm (This is from the example on previous page). The list will also include any Clients with the SSN or DOB that was used to search. If you search with the Client’s HMIS Client number, you will be taken directly to the Client’s Dashboard screen. If your client appears in the list, click on their name and you will be taken to their existing Client record.

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To enroll the existing Client in Coordinated Entry, click on “Coordinated Entry Intake” in the left side menu and this will launch the Coordinated Entry Intake workflow. To use the existing Client move your cursor to “Use the current client” and click. This will launch the Coordinated Entry Intake Assessments.

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As you are enrolling an existing client in Coordinated Entry it is Extremely Important that you update any information in the system that has changed. Please make updates and/or corrections to any data that is no longer valid. (New city, phone number, email) If Client’s record has missing information, please work with the Client to obtain the information and then please update the Client’s record by entering the new/updated or missing information. (For example, if the current record indicates only a partial Social Security Number or Date of Birth, please work with the Client to obtain the missing information and update the Client’s record by entering the missing information). This will save your agency time during annual reporting because you will not need to go back through Client records to find missing information in the Client’s record. (“A Penny of Prevention Out Weighs a Pound of Cure!”)

After you have completed the “Find Client” steps previously outlined on Page 4, 5, & 6 and fully determined your Client does NOT have an existing record in HMIS, continue the Intake process by following these steps:

To enter a Coordinated Entry Intake for a NEW Client: Place your cursor on “Coordinated Entry Intake” in the left hand menu then click. This launches the Coordinated Entry Intake Workflow. Next, please place your cursor on “Add a new client” then click.

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After choosing “Add a New Client”, the Coordinated Entry Intake Workflow launches. The first screen is entitled “Client Information” – “Search Existing Clients”. Type in the Client’s First Name, Last Name, Social Security Number and Birth Date in the appropriate data fields then click on the blue “Next” button in the bottom right corner of the screen.

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After clicking “Next” the “Client Information” – “Basic Client Information” screen appears. Please note: All data fields marked with a Red Asterisk * are REQUIRED and must be completed. To complete the Basic Client Information please follow these steps:

1. Enter Client’s First Name 2. Enter Client’s Last Name 3. The system will recognize whether a Full Name or Partial, Street or Code Name has been

entered and this field will prepopulate 4. Enter Client’s FULL Social Security Number PLEASE NOTE: If Client only discloses a partial SSN,

please enter the last four digits of the SSN in the THIRD BOX of the SSN Data boxes (fields). PLEASE LEAVE THE FIRST TWO DATA BOXES OF THE SSN FIELDS BLANK WHEN ENTERING A PARTIAL SSN.

5. Enter Client’s Birth Date 6. Please click the appropriate radio button to indicate the Date of Birth Quality 7. Click the drop down arrow in the box for Ethnicity then click on the Client’s stated Ethnicity 8. Click on the Race or Races Client has disclosed (you may click up to 5 races for multi-racial

Clients that identify with two or more races 9. Click the drop down arrow in the box for Gender then click on the Client’s disclosed Gender 10. Click the drop down arrow in the box for Veteran Status then click on the Client’s answer 11. Enter the most recent address Client discloses. Enter as much as Client discloses. If Client only

discloses the name of the City then please enter the name of the City. 12. Enter Client’s Email address if disclosed by Client 13. Enter Home, Work or Message Phone number if disclosed by Client 14. Click “Finish” in the bottom right corner of the screen.

Please NOTE: If any of the REQUIRED fields were missed during your data entry, the system will return the same “Client Information” screen with an error message stating: “Please address the following” and the incorrect data fields will be named with instructions on correcting them. Once you have corrected the information Click “Finish” in the bottom right corner of the screen.

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Screen Shot continued from previous page

After clicking “Finish” the workflow will advance to the “Client Consent” – “HMIS Client Consent” screen. This is a REQUIRED form for the Client to read and sign. If the Client is unable to read the document, please read the document to the Client. In a case where a translator is being utilized for the Intake, the interpreter is required to translate the Consent and speak out loud for the Client to hear and understand prior to signing the form.

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The Client must choose one of the three options in the “By Signing this form” area. Click on the option the Client chooses. Using the mouse at your computer or the signature pad (if available), ask the Client to please sign in the “Client Signature” box. Next, you will type the Client’s name in the “Client Name” text box. Type the date in the “Date” box. You, as the Case Manager, will sign in the “Case Manager Signature” box using the mouse or signature pad (if available), type your name in the “Case Manager Name” text box then type the date in the “Date” box. Click “Save” in the bottom right corner of the screen.

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The next screen displays the Family Members associated with this Client. Please make sure the checkbox to the left of the Client’s Name has a checkmark. You can scroll to the right by sliding the scrollbar to the right. Please check the information displayed for the Client to ensure it is accurate then click “Save and Close” in the bottom right corner of the screen.

You are now on the Diversion Assessment screen. Please click on the drop down arrow in the “Region” field and click on your Region number. Proceed through the Diversion Assessment by conversing with the Client about the topics listed. This will assist you in identifying possible Diversion assistance to help the Client resolve their housing crisis without proceeding through the entire Coordinated Entry Process. Click on each box’s drop down arrow and choose the Client’s answer.

Here are some questions that may help uncover a possible diversion outcome for this Client.

For example: “Please tell me about a time when there was a problem with a Landlord that affected your housing.” “It is very helpful to have as much information as possible to assist you in resolving this housing crisis so I’m going to ask a few more questions.” “Has there been a time when you were housed that the utility payments were behind schedule?” “Was this a factor in losing housing?” “If utility assistance were available to you as move in assistance, would that help you obtain housing quickly?” “Are there any past evictions from housing?” “Foreclosures?” “Have you lived in a place that received code violations and was condemned?” “Has your housing been affected by falling behind on rent payments?” “Can you please tell me more about that?” “I remember you stating you lived with relatives for a while – did you leave because of overcrowding?”

The next section of Diversion Questions pertain to Client Safety. “Are you safe in your current living condition?” If Client answers “No”, please probe further to uncover the possibility of domestic violence or sexual assault. If Client is homeless due to domestic violence or sexual assault, please stop the interview immediately and provide the Client information about domestic violence resources in your area. Offer to contact the nearest domestic violence provider while the Client is with you – in case they are in immediate danger.

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“Is there anyone else you could stay with temporarily if you were able to receive case management, transportation and/or limited financial assistance?” It is possible the Client may simply need bus passes so they can get to and from work, but since they have no transportation there family put them out.

Lastly, Divert Client? If you are able to successfully divert the Client, you will choose “Yes” in the drop down box. You will then indicate which type of assistance was granted to divert the Client.

Click “Save” in the bottom right corner of the screen. The Client has been diverted and will not appear on the Prioritization List for housing.

Please Note: If you choose “No” in the “Divert Client” drop down box, the system will continue taking you through the remaining Coordinated Entry Intake assessments. See Pages 13 - 22 of the “Entering a Coordinated Entry Intake/Assessment Quick Access Guide” for the remaining CE Intake assessment instructions.

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