HOPWA COMPANION MANUALSUB-ASSESSMENTS

Health Insurance

Note: If you selected Yes for Health Insurance, you must enter Health Insurance in the HUD Verification section. If you do not, it will show up as missing data on Data Quality reports.

If you selected No for Health Insurance, and you enter Yes for a Health Insurance in the Edit Recordset pop-up box, it will show up as an error on Data Quality reports.

Do not delete any previous Health Insurance from the Entry Assessment.

See Appendix 1: Sub-Assessment Helper Manual for more detailed instructions on updating sub-assessment in the Interim Review.

Note: Remember HUD requires you to enter Monthly Income and Non-Cash Benefits for Head of Household and any adult over 18 years of age. Children’s Non-Cash Benefits are entered in the Head of Household. Children’s Monthly Income does not need to be entered in ServicePoint if the child keeps the money. However, if the child gives their Monthly Income to parents to help with household expenses that income must be listed under the Head of Household. Health Insurance and Disability are entered for each client in household.

HUD would like you to use the HUD Verification to enter any Monthly Income, Non-Cash Benefits, Health Insurance, and Disabilities. They would like you to ask client “Are you receiving any health insurance from MEDICAID, MEDICARE, State Children’s Health Insurance Program, and ….. Work down the list and asks for each Health Insurance source.

HUD has stated for Oregon Health Plan please select Medicaid. Do not select State Health Insurance for Adults or State Children’s Health Insurance Program.

1. Click on the drop down arrow for Health Insurance and select Yes, No, Client doesn’t know, Client refused, or Data not collected.

2. Click on the HUD Verification blue hyperlink and the HUD Verification: Health Insurance for 00/00/0000 will appear.

3. At HUD Verification pop-up box check No. Then check Yes for all Health Insurance clients are receiving, and then click Save or Save & Exit.

Note: It saves data entry and is quicker to check No for all the little radio buttons (circles). Then simply check the Yes radio button for source or benefit client receives.

Health Insurance is required by HUD for both adults and children in household.

HOPWA must answer the two HOPWA Health Insurance questions in the Health Insurance sub-assessment if a client does not have a type of insurance.

Note: Health Insurance (4.4) includes HOPWA-specific fields collecting the reason a client may not have particular type of health insurance or medical assistance.

4. Click on the magnifying glass

5. Click on the edit pencil for type of insurance the client has applied or is applying

6. Fill in the two HOPWA questions

7. Click Save and then click Exit

Disabilities

Note: If you selected Yes, for Disabling Condition, you must enter a Disability Type in the HUD Verification section. If you do not, it will show up as a missing data element on Data Quality reports.

If you selected No, for Disabling Condition and enter Yes for a Disability Type in the Edit Recordset pop-up box, it will show up as an error on Data Quality reports.

Do not delete any previous Disabilities from the Entry Assessment.

See Appendix 4: Sub-Assessment Helper Manual for more detailed instructions on updating sub-assessment in the Interim Review.

HUD would like you to use the HUD Verification to enter any Health Insurance, Disabilities, Non-Cash Benefits, and Monthly Income. They would like you to ask client “Do you have any of these disabilities Alcohol Abuse, Drug Abuse, Development and ….. Work down the list and asks for each Disability type.

1. Click on the drop down arrow for Disabilities and select Yes, No, Client doesn’t know, Client refused, or Data not collected

2. Click on the HUD Verification blue hyperlink and the HUD Verification: Disabilities for 00/00/0000 will appear

3. At HUD Verification pop-up box check No. Then check Yes for all Disability client has4. When you click YES the Add Recordset pop-up box appears and then fill out all information

required5. When done click Save in Recordset pop-up box and then click Save & Exit in HUD Verification

pop-up box up box

Disabling Condition is required by HUD for both adults and children in the household.

Note: You must answer YES to both the “Above condition is going to be long term? (Retired) and If Yes, Expected to be of long-conditioned and indefinite duration and substantially impairs ability to live indendendently” for the client to be labeled Chronically Homeless and show up as a disability on reports.

HIV/AIDS

HIV/AIDS has the T-cell and Viral Load questions and are required for HOPWA data entry.

1. Click on Add below HIV/AIDS2. Enter the data in the Add Record pop-up3. Click Save

Special Considerations: This data, as is all HIV/AIDS data, is confidential, covered under special law, and may not be shared without the expressed consent of the client. Providing the information is completely voluntary on the client’s part and failure to report (i.e. client doesn’t know or client refused) will not be considered in data quality for either the CoC or the HOPWA program.

Non-Cash Benefits

Note: If you selected Yes for Non-Cash Benefits, you must enter Non-Cash Benefits in the HUD Verification section. If you do not, it will show up as missing data on Data Quality reports.

If you selected No for Non-Cash Benefits, and enter Yes for a Non-Cash Benefits in the Edit Recordset pop-up box, it will show up as an error on Data Quality reports.

Do not delete any previous Non-Cash Benefits from the Entry Assessment.

See Appendix 1: Sub-Assessment Helper Manual for more detailed instructions on updating sub-assessment in the Interim Review.

YOU DO NOT NEED TO ENTER DOLLAR AMOUNTS for Non-Cash Benefits. Dollar amount do not show up on HUD Reports and are not required.

HUD would like us to use the HUD Verification to enter any Health Insurance, Disabilities, Non-Cash Benefits, and Monthly Income. They would like you to ask client “Are you receiving any Non-Cash Benefits from Supplemental Nutrition Assistance Program (Food Stamps), Special Supplemental Nutrition Program WIC (HUD), TANF Child Care Services, and ….. Work down the list and asks for each Non-Cash Benefit source.

6. Click on the drop down arrow for Non-Cash Benefits and select Yes, No, Client doesn’t know, Client refused, or Data not collected

7. Click on the HUD Verification blue hyperlink and the HUD Verification: Non-Cash Benefits for 00/00/0000 will appear

8. At HUD Verification pop-up box check No. Then check Yes for all Non-Cash Benefits clients are receiving, and then click Save or Save & Exit.

Monthly Income and Non-Cash Benefits are required by HUD for Head of Household and all adults over 18 years old. Enter children’s Monthly Income and Non-Cash Benefits in the Head of Household.

Income from Any Source

Note: If you selected Yes for Income from any source, you must enter Monthly Income in the HUD Verification section. If you do not, it will show up as missing data on Data Quality reports.

If you selected No for Income from any source, and enter Yes for a Monthly Income in the Edit Recordset pop-up box, it will show up as an error on Data Quality reports.

Do not delete any previous Monthly Income from the Entry Assessment.

See Appendix 1: Sub-Assessment Helper Manual for more detailed instructions on updating sub-assessment in the Interim Review.

HUD would like us to use the HUD Verification to enter any Health Insurance, Disabilities, Non-Cash Benefits, and Monthly Income. They would like you to ask client “Are you receiving any income from Alimony or Other Spousal Support, Child Support, Earned Income and ….. Work down the list and asks for each Monthly Income source.

1. Click on the drop down arrow for Income from Any Source and select Yes, No, Client doesn’t know, Client refused, or Data not collected

2. Click on the HUD Verification blue hyperlink and the HUD Verification: Monthly Income for 00/00/0000 will appear

3. Check the No radio button (circle)

4. Click Yes radio button for any Income Source client is receiving

5. When you click YES the Add Recordset pop-up box appears and then fill out all information required

6. When done click Save in Recordset pop-up box and then click Save & Exit in HUD Verification pop-up box

Monthly Income and Non-Cash Benefits are required by HUD for Head of Household and Adults. Enter children’s Monthly Income and Non-Cash Benefits in the adult receiving the benefits.

Entering Household Income and Client Location for HOPWA Funding

1. Fill in Total Monthly Income

2. Use the drop down box for Client Location and select OR-505 Oregon Balance of State CoC (ROCC) (This had one of the highest percentages for missing data)

City and Current County of Residence are required for the ROCC CoC OR-505. I have asked PHB to add it under Client Location. For now it can found by clicking Add Household Data and filling it in the Household Data Sharing information.

Domestic Violence1. Use drop downs for Domestic Violence, If yes for domestic Violence victim/survivor, when

experience occurred. If the client meets the criteria listed below select Yes from the drop down If yes for Domestic violence victim/survivor, are you currently fleeing?

All three data elements need enter for Domestic Violence.

HUDS New Ruling for Domestic Violence 2018A. Fleeing, or attempting to flee;

B. Having no other residence; and

C. Lacking the resources or support networks to obtain other permanent housing.

Domestic Violence is required by HUD for Head of Household and Adults.

HOPWA Questions1. Answer the HOPWA questions

Note: You must complete the Assessment for all adults and children before you Save & Exit.

2. Click Save if you need to complete the assessment for other household members. Click Save & Exit if only one client in household. If more household members scroll up and click the Household Data Sharing button before clicking on the next household member.

Household Sharing ButtonIf the chronic questions are the same for the all adults and children you may use the Household Sharing Data Button.

Sometime parents find a grandparent or somewhere for their children to stay while they are homeless. If so, do not use the Household Data Sharing button.

Instead click on the next family member.

1. Scroll up and click the Household Data Sharing Button

2. Check the top box to include all family members

3. Scroll down and click Save & Exit

Note: You do not have to enter any of the data elements that are not answered.

4. Then scroll up and then click the next Household Member, (client names are located on top left of the assessment), and enter the assessment for each family member.

5. Click Save & Exit once all household members’ assessments are completed

6. You can Print Entry/Exit Summary

INTERIM REVIEW ICON

Note: For CoC funded programs you are required to enter an Annual Assessment that is dated before or after the +/- anniversary date of Program Start Date. If the client has an Exit Date before the anniversary date of the Program Start Date you do not need to complete the Annual Review.The Annual Review is better completed on the anniversary date because it shows up on the System Performance Report better.

Annual Reviews entered prior to or after the 30 day window will not be properly reflected and create an error in reports.

Note: You must complete an Interim Review if there are changes in Disability, Health Insurance, Monthly Income, and Non-Benefits sub-assessments those changes are made in the Interim Review. It is recommended that you select Scheduled Review.

For data entry for the Interim Review see the Appendix 2 Interim Review and Appendix 1 Sub-Assessment Helper Manual.

FOLLOW UPS ICON

Note: Follow Ups are completed six months after client enters Permanent Housing and are required by the OHCS (Oregon Housing and Community Services) funded projects. The client must have an exit date to complete the six month follow up.

It is required that you enter the Follow Ups into ServicePoint.

In order to maximize the chance of being able to contact a client upon an exit into permanent housing, it is recommended that you get a contact number for the client in addition to a contact number for a stably-housed point of contact that the client knows i.e. a family member.

For data entry for the Follow Ups see the Appendix 3 Follow Ups

Note: Other sub-tabs such as Case Manager, Case Plans, Assessment, Service Transaction and Services Dashboard buttons are not required for data entry, but are useful for tracking information. Data entry for each of these tabs will be main New User Manual. Sub-tabs can vary depending on Agency and Admin settings.

Case Manager TabThe Case Manager tab is for entering the case manager.

1. Click on Case Manager tab

2. Click on Add Case Manager and check family members in the Case Manager pop-up box

3. Change to default Provider, (default Provider is your main agency) if necessary and fill out Case Manager information

Check Other to add a case manage who does not use ServicePoint, check Me to add yourself as case manager, and check ServicePoint User to add another case manager from your agency that uses ServicePoint.

4. Click on Add Case Manager

Note: You must set yourself as Case Manager in order for any goals set in the Case Plan tab to display on your Home Module in ServicePoint.

Case Plan TabThe Case Plan tab is for entering case plans.

1. Click on Case Plans tab

2. If adding a goal, click on Add Goal3. Check all family members in the Goal pop-up box and fill out the Goal pop-up box

Note: When adding Project Follow Up Date it will notify you on the Home Page.

4. After click on Add Goal, another pop-up box extends and you must click Save Goal5. Click on Add New File Attachment to attach any case plans

Assessment Tab

Note: The Assessment tab will show what is in the most current assessment completed.

Note: The Interim Review and the Entry/Exit tab have eliminated the need to use the Assessment tab.

Note: The Assessment tab is used for the One Night Homeless Count assessment for OHCS to enter Point-in-Time data, but the One Night Homeless Count assessment can be accessed in other places too.

1. There are three screenshots to show the Assessment Tab.

Service Transaction Tab and Service Dashboard ButtonsThe Service Transaction tab is located near the top and by Client Information tab. The Service Transaction tab is used for non-housing services and rental assistance. When clicking on the Service Transaction tab it brings up a dashboard with buttons for Add Need, Add Services, Add Multiple Services, Add Referrals, View Previous Service Transactions, View Shelter Stay, and View Entire Services. If entering services make sure the date and time are correct. The time must reflect a time later then the entry time stamp.

Add Need is used for adding client needs.

Add Services is for adding services client receives.

Add Multiple Services is for adding more than one service.

Add Referrals can be used to add referrals if you refer a client out.

View Previous Service Transaction will allow viewing past service transactions.

View Shelter Stay allows you to view shelter stays.

View Entire Services allows you to view all service transactions.

Note: Use Multiple Services dashboard button. It saves data entry steps and automatically enters a need with any service added. However, if you prefer using the Add Services button that is fine. Directions are shown for Add Multiple Services, but Add Services is similar.

1. Add Multiple Services is used for adding multiple services

This example required two screenshots. The rest is on the next page.

2. Click on the chevron for Apply Funds for Service to open up area

Adding a Fund SourceClick on Add Funding Source and then click on Green Circle with Plus Sign for the funding source you want to use

Note: Click on Next all funding sources. Choose HUD, HOME for HTBA. CSBG, EHA, ESG, SHAP, VA, RHY and others. Funding sources can be added. If one you would like is not available as a choice contact me at rena.croucher@oregon.gov.

1. Client Co-pay it will go in the top box under amount. Type in the dollar amount of the co-pay if required by your funder or agency

2. Type dollar amount of funding source in second box under Amount and then click Add Another or click Save & Exit

3. Additional funding sources may also be added at this time if a payment is split between two funds

EXITING NON-SHELTERPOINT CLIENTS

Note: Exit Assessment is a snapshot of what the client’s data elements looks like upon exit.

Exiting a client can be done at the Summary tab or the Entry/Exit tab

1. Click on the Exit Date pencil in Entry/Exit section in the Summary tab and fill out Edit Exit Date pop-up box or option 2 below

Exiting from Entry/Exit tab

2. Click on the Exit Date pencil in Entry/Exit tab and fill out Edit Exit Date pop-up box

3. Fill out all information and click Save and then complete an exit assessment

Note: Exit Destination is the most common missed data element on HUD Reports.

Exit AssessmentAfter you click Save & Continue the Entry/Exit Data pop-up box appears. You will now complete the Exit Assessment. Remember Housing Move-in Date is at the top of assessment now.

Note: The exit assessment is a picture of what your client’s data looks like on the exit date. Complete

1. Update Sub-Assessment of Monthly Income, Non-Cash Benefits, Health Insurance, Disablities, and HIV/AIDS if needed.

For updating Sub-Assessment in Exit assessment refer to Appendix 1 Sub-Assessment Helper Manual in 2018 New User Training Guide.

Entering Household Income and Client Location for HOPWA Funding

1. Fill in Total Monthly Income

2. Use the drop down box for Client Location and select OR-505 Oregon Balance of State CoC (ROCC) (This had one of the highest percentages for missing data)

City and Current County of Residence are required for the ROCC CoC OR-505. I have asked PHB to add it under Client Location. For now it can found by clicking Add Household Data and filling it in the Household Data Sharing information.

Domestic Violence3. Use drop downs for Domestic Violence, If yes for domestic Violence victim/survivor, when

experience occurred. If the client meets the criteria listed below select Yes from the drop down If yes for Domestic violence victim/survivor, are you currently fleeing?

All three data elements need enter for Domestic Violence.

HUDS New Ruling for Domestic Violence 2018D. Fleeing, or attempting to flee;

E. Having no other residence; and

F. Lacking the resources or support networks to obtain other permanent housing.

Domestic Violence is required by HUD for Head of Household and Adults.

HOPWA Housing Assessment at Exit1. Answer Housing Assessment at Exit questions using the drop down arrows

Drop down arrows for Housing Assestment at Exit

HOPWA Questions1. Answer the HOPWA questions

Note: You must complete the Assessment for all adults and children before you Save & Exit.

2. Click Save if you need to complete the assessment for other household members. Click Save & Exit if only one client in household. If more household members scroll up and click the Household Data Sharing button before clicking on the next household member.