wisconsin balance of state coc coordinated entry and ...€¦ · 1 copyright © institute for...

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Copyright © Institute for Community Alliances, 2020. All Rights Reserved. No part of this document may be distributed or reproduced without ICA's express consent.

Wisconsin Balance of State CoC Coordinated Entry and Referral Process

Institute for Community Alliances – Updated April 2020

CONTENTS

Introduction ............................................................................................................................................................................................... 3

I. Coordinated Entry Data Entry for All Users ............................................................................................................................................ 3

Requirements for Adding Clients to the Priority Lists ............................................................................................................................ 3

How to Add an Individual or Household to the Priority Lists ..................................................................................................................... 4

1. Add the Client to ServicePoint ........................................................................................................................................................... 4

2. Navigate to the Coordinated Entry Assessment on the Assessments Tab......................................................................................... 5

A. Interviewer’s Information .............................................................................................................................................................. 5

B. Bos Prescreen / Consent / Document Upload ............................................................................................................................... 5

C. Client Demographics ...................................................................................................................................................................... 7

D. VI-SPDAT, VI-FSPDAT, TAY-VI-SPDAT ............................................................................................................................................. 7

E. Chronic Homeless Determination .................................................................................................................................................. 7

F. Client Contact Information ............................................................................................................................................................. 7

VI-SPDAT, VI-FSPDAT, TAY-VI-SPDAT ......................................................................................................................................................... 8

A. For Households without Children, Use the VI-SPDAT .................................................................................................................... 8

B. For Households with Children, Use the VI-FSPDAT ........................................................................................................................ 8

C. For Youth (18-24yrs no Kids), Use the TAY-VI-SPDAT .................................................................................................................... 9

Creating a Referral to the Priority List ....................................................................................................................................................... 9

3. Add a Referral to the Priority List ....................................................................................................................................................... 9

Referral Follow Ups .................................................................................................................................................................................. 11

4.Update the Coordinated Entry Assessment with Follow Up Information ........................................................................................ 11

A. Update the Coordinated Entry Assessment at the Follow Up ..................................................................................................... 12

B. Only As Needed or is past 6 Months – Complete a New VI-SPDAT, VI-FSPDAT, or TAY-VI-SPDAT .............................................. 14

Running Priority List Reports ................................................................................................................................................................... 16

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1. Navigating to the BoS Priority List reports. ...................................................................................................................................... 16

How to Schedule the Report to run ................................................................................................................................................. 17

How to Accept an Individual or Household off the Priority List for Program Enrollment ....................................................................... 18

Canceled or Declined Referral ................................................................................................................................................................. 19

Returning a Client to the Priority List ....................................................................................................................................................... 20

II. SSO Grant – Coordinated Entry APR Data Entry requirements ............................................................................................................ 21

1. How and When to Add an Individual or Household to Coordinated Entry APR .................................................................................. 21

A. Enter Data As ............................................................................................................................................................................... 21

B. Backdate ...................................................................................................................................................................................... 21

C. Review the Client Record ............................................................................................................................................................. 21

D. Create a Project Entry .................................................................................................................................................................. 22

E. CE SSO Project stacked Assessments ........................................................................................................................................... 23

F. CE Project Exit .............................................................................................................................................................................. 26

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INTRODUCTION

This guide is intended to compliment the WI Balance of State’s Coordinated Entry Policies and Procedures. It is the companion document for clients who will be entered into the Coordinated Entry system via HMIS. Additional information about the WI BoS CoC Coordinated Entry process can be found here:

http://www.wiboscoc.org/coordinated-entry.html. The HMIS Coordinated Entry referral process was updated for the 4/1/2020 data standards compliance requirements. CE SSOs will have additional requirements for data entry to prepare data required for the CE APR. These additions are noted at the end of this guide.

I. COORDINATED ENTRY DATA ENTRY FOR ALL USERS

Requirements for Adding Clients to the Priority Lists

Anyone with a ServicePoint user license can add an individual or household to the priority lists. Any client contacting a Coordinated Entry participating agency requesting housing or shelter related services is required to be offered access to Coordinated Entry. The client may choose to have their data entered into HMIS to be referred to the Coordinated Entry lists utilizing HMIS. Requirements for Coordinated Entry in HMIS:

1. The client’s consent for themselves and/or their household to participate in CE. 2. Complete the Coordinated Entry Prescreen Assessment. 3. A signed HMIS ROI for those being added to the HMIS Priority List.

http://www.wiboscoc.org/coordinated-entry.html

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HOW TO ADD AN INDIVIDUAL OR HOUSEHOLD TO THE PRIORITY LISTS

1. Add the Client to ServicePoint

• Log in to ServicePoint

• Backdate to the Date the CE Assessment was completed. (to today, if the CE assessment is being completed in live time)

o If the client is in shelter, the CE assessment and referral should be completed the date after they entered shelter.

• Use the Client Search to look for an existing client file or add a new client to ServicePoint. o If you’re referring a household, use the Client Search to look for the head of household, and enter this

household member first. o Review that all household members are listed in the household. o Add any household members not listed.

• Complete all Client Record and Client Demographic sections on the Client Profile Tab o Including each household member if applicable o Client Record: First Name, Last Name, and Military Status. (Enter SSN if available) o Client Demographics: DoB, Type, Gender, Race, and Ethnicity

Once the Client record has been updated for the client, and each household member:

• Navigate to the Assessment Tab where you will find the Coordinated Entry Assessment.

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2. Navigate to the Coordinated Entry Assessment on the Assessments Tab

• Go to the Assessments Tab.

• Choose the Coordinated Entry Assessment. Click Submit.

• Complete the assessment.

A. INTERVIEWER’S INFORMATION

Enter the information for the person conducting the Coordinated Entry Assessment with the client. This ensures it is clear who is responsible for the referral.

• Note: BoS Agency Name: is now a drop down. If there is an agency using HMIS for CE referrals, contact the System Admin to have them added to the list.

• Date of Interview: Is the date the CE assessment was conducted.

B. BOS PRESCREEN / CONSENT / DOCUMENT UPLOAD

Client consent to participate in Coordinated Entry must be documented in HMIS. The associated documents must be uploaded.

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• Upload the BoS Prescreen form, the Client Rights and Responsibilities form, and the HMIS Release of Information in HMIS on the Coordinated Entry Assessment.

o Click the Paper Clip

o Click Add File Attachments

o Upload the client’s signed documents ▪ The number (3 in this case), indicates all of the documents have been uploaded. This number

may be greater if the client has been added and removed from the list multiple times.

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C. CLIENT DEMOGRAPHICS

The Priority List report uses the “number in household” question on the Coordinated Entry Assessment. Please make sure this question is accurately completed.

D. VI-SPDAT, VI-FSPDAT, TAY-VI-SPDAT

See the VI-SPDAT, VI-FSPDAT, TAY-VI-SPDAT section below for details.

E. CHRONIC HOMELESS DETERMINATION

When completing the assessment:

• Be sure to update the Chronic Homeless Determination question to reflect the client’s Night Prior and true homeless history.

• Does the client have a disabling condition? – is required to determine Chronic Homeless status o These questions are used to prioritize the client for services along with the VI-SPDAT, VI-FSPDAT, and

the TAY-VI-SPDAT.

F. CLIENT CONTACT INFORMATION

Update the Client Contact Information for the client’s most recent contact information. End date contact information that is no longer active.

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VI-SPDAT, VI-FSPDAT, TAY-VI-SPDAT

A. FOR HOUSEHOLDS WITHOUT CHILDREN, USE THE VI-SPDAT

• For Households without Children, use the VI-SPDAT o Click Add to open the VI-SPDAT pop-up box. o Complete all questions, and o Click Save at the bottom.

▪ The VI-SPDAT will be automatically scored.

B. FOR HOUSEHOLDS WITH CHILDREN, USE THE VI-FSPDAT

• For Households with Children, use the VI-FSPDAT o Click Add to open the VI-FSPDAT pop-up box. o Complete all questions, and o Click Save at the bottom.

▪ The VI-FSPDAT will be automatically scored.

• If the Head of Household is under 24 and has children, you will use this assessment.

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C. FOR YOUTH (18-24YRS NO KIDS), USE THE TAY-VI-SPDAT

• For Youth (18-24 yrs No Kids), use the TAY-VI-SPDAT o Click Add to open the TAY-VI-SPDAT pop-up box. o Complete all questions, and o Click Save at the bottom.

▪ The TAY-VI-SPDAT will be automatically scored.

• If the Head of Household is under 24 and has children, you will use the VI-FSPDAT assessment.

CREATING A REFERRAL TO THE PRIORITY LIST

3. Add a Referral to the Priority List

Once the Client Record and the Coordinated Entry Assessment has been completed, a referral to the priority list is needed to get the client “added to the list”. To add a referral:

• Navigate to the Service Transactions tab

• Click Add Referral

• Select Only the Head of Household o For Households WITHOUT Children, that is the client only. o For Households WITH Children, that is ONLY the Head of Household.

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• Select Rent Payment Assistance (BH-3800.7000). then click Add Terms. o It will look like nothing has happened, but if you scroll to the bottom of the screen, you will see the

service transaction type listed.

• Select the Priority List provider. o To make a referral to the priority list for Households with Children, you need to choose your local CoC

Priority List – Households with Children provider. For example, BoS Brown County Priority List – Households with Children. Select the correct list and click Add Provider.

• Complete the Referral Data o Add the applicable VI-SPDAT, VI-FSPDAT, or TAY-VI-SPDAT score

▪ Click search to retrieve the score. o Add the Referral Follow Up Date o Add the Follow Up User

▪ Person responsible to follow up with the client

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• Make sure to check the box by the service transaction type in the Referrals section.

• Set the Need Status/Outcome to “Identified/Service Pending.”

• Once you have selected the appropriate items, your referral will look like the example below. Click Save ALL.

REFERRAL FOLLOW UPS

4.Update the Coordinated Entry Assessment with Follow Up Information

• Go to the Assessments Tab.

• Choose the Coordinated Entry Assessment. Click Submit.

• Complete the assessment.

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A. UPDATE THE COORDINATED ENTRY ASSESSMENT AT THE FOLLOW UP

When completing the assessment:

• Be sure to update the Chronic Homeless Determination question to reflect the client’s Night Prior and true homeless history.

o Be sure to update number of months if the client is still literally homeless.

• Update the Client Contact Information as needed.

• Complete the Coordinated Entry Referral Follow Up Information. Click Add.

• Click Save at the bottom of Coordinated Entry Assessment

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• Update the Referral Follow Up Date

o Navigate to the Service Transactions Tab and Click to View All Service History

• Click on Referral

• Edit the Date to the next Follow Up (ex. 30 days from the most recent follow up)

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B. ONLY AS NEEDED OR IS PAST 6 MONTHS – COMPLETE A NEW VI-SPDAT, VI-FSPDAT, OR TAY-VI-SPDAT

• Return to the Coordinated Entry Assessment on the Assessments Tab

• Click Add to enter a new VI-SPDAT, VI-FSPDAT, or TAY-VI-SPDAT o This is offered to the client at 6 months, it is only updated if the client consents to a new one. o Be sure to complete the entire assessment and click Save to receive the new score.

• Assign the new VI-SPDAT, VI-F-SPDAT, or TAY-VI-SPDAT o Navigate to the Service Transactions Tab and Click to View All Service History

• Click on Referral

• Click on Search to select the most recent VI-SPDAT, VI-F-SPDAT, or TAY-VI-SPDAT

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• Select the most recent VI-SPDAT, VI-F-SPDAT, or TAY-VI-SPDAT by clicking on the green plus sign

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RUNNING PRIORITY LIST REPORTS

An ART License is required to run the Priority Lists.

1. Navigating to the BoS Priority List reports.

Location of the Report: ART>Public Folder>Coordinated Entry Reports>Balance of State CoC Scheduling the report is recommended.

• Click the black arrow to display the Public Folder

• Navigate to the Coordinated Entry folder, click arrow

• Navigate to the Balance of State CoC folder, click arrow

• See the reports titled: o Households with Children – Coordinated Entry Prioritization o Households without Children – Coordinated Entry Prioritization

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HOW TO SCHEDULE THE REPORT TO RUN

Click the magnifying glass in front of the report and "Schedule Report." Contact HMIS Staff if View Mode is needed. EDA Provider [Leave Blank] Enter Effective Date: [Enter Today’s Date] Enter Priority List(s): [Enter the Name Priority List]

• Click Next once prompts are completed.

Name: [Edit the name of the report if desired.] Report Format: [Excel is best when using the report for data clean up. PDF is generally used when submitting the report to another entity] Users Inbox: [Will default to your user inbox, but you can choose another person with an ART license at your agency] Interval: ['Once'] Start Date: [Leave as is. This is letting the system know when you want to it to start running the report] End Date: [Change the TIME for at least 3 hours after the Start Date Time.] The report needs enough time to fully complete collating the data, generally 3 hours is sufficient. Generally, a report will complete within a few minutes provided there are not other pending reports before it.

• Click Send once Schedule prompts are complete.

• Scroll down to the bottom of your ART reporting screen and click Refresh to see the report. Click the magnifying glass to view or download the report once completed. You may need to click refresh to see the report.

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HOW TO ACCEPT AN INDIVIDUAL OR HOUSEHOLD OFF THE PRIORITY LIST FOR PROGRAM ENROLLMENT

FOR CLIENTS ENROLLING IN A PROGRAM AT YOUR AGENCY

To enroll a client into a project, a Service Transaction must be created in the Referral to the Priority List.

• Enter Data As the Project client is enrolling in

• Backdate to the Date the client accepted enrollment to the project.

• In the client file, Navigate to the Service Transactions tab.

• Click on “View Entire Service History”

• Click on the Referrals tab

• Click on the pencil for the referral that you want to accept.

• Select Need Status as “Closed” and select Outcome as “Fully Met”

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• For all accepted referrals, click on Provide Service. Important - Make sure the Service Transaction is created for

the specific program in which the client is enrolling.

IF A CLIENT HAS REFERRALS TO MULTIPLE LISTS ADD SERVICES TO ALL REFERRALS

If enrolling a client in a project, add a service to all of the referrals if there are referrals to multiple lists.

CANCELED OR DECLINED REFERRAL

Referrals should be “canceled” or “declined” for one of the following reasons:

• Client living with Households with Children/friends – permanent tenure

• Client secured housing on their own

• Client obtained Section 8 or site-based housing

• Client asked to be removed from list

• Unable to contact client after 3 follow-ups were completed.

• Death To Cancel or Decline a Referral:

• Click on the Service Transactions tab.

• Click on “View Entire Service History” and click on the Referrals tab

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• Click on the pencil for the referral that you want to cancel or decline.

• Then set the Referral Outcome to Canceled or Declined

• Select the Reason why the referral was declined. Click Save and Exit.

RETURNING A CLIENT TO THE PRIORITY LIST

Individuals or households accepted off the Priority List but are not housed, must be returned the list unless the client declines new referral.

• Complete the CE Follow Up sub-assessment and document the client was returned to the priority list.

• Complete the follow-up information. For “Outcome of Follow Up” select:

o Previously removed from list and then returned to list

o Use the notes field to document the reason housing was not secured from your agency program.

o Leave the end date field blank.

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II. SSO GRANT – COORDINATED ENTRY APR DATA ENTRY REQUIREMENTS

REQUIREMENTS FOR ADDING CLIENTS TO THE CE APR

In order to complete the BoS CoC’s Coordinated Entry APR, clients must have an Entry Exit created and the CE specific elements completed.

1. HOW AND WHEN TO ADD AN INDIVIDUAL OR HOUSEHOLD TO COORDINATED ENTRY APR

Clients are added to the CE APR at the 30-day review mark and it has been determined they are still in need of a Housing

Placement. An Entry Exit to the Priority List will need to be created to add the client to the CE APR.

A. ENTER DATA AS

• “Enter Data As" the Priority List Provider of the local CoC.

B. BACKDATE

• Backdate to the Date the Referral was created.

C. REVIEW THE CLIENT RECORD

• Use the Client Search to look for an existing client file, view the BoS Prescreen form attached to the CE Assessment.

o If you’re referring a household, use the Client Search to look for the head of household, and enter this household member first.

o Review that all household members are listed in the household. o Add any household members not listed.

• Complete all Client Record information o Including each household member if applicable o First Name, Last Name, Social Security Number (if available), SSN Data Quality and Military Status.

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D. CREATE A PROJECT ENTRY

• Create a Project Entry under your CE Priority List Provider

o Include ALL Household members that are on the BoS Prescreen o Ensure the correct provider was selected o Choose HUD as the Entry Exit type o Ensure the correct Project Start Date (Date of Referral) o Click Save & Continue

*Note* Two adult household no kids would have two separate entry exits.

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E. CE SSO PROJECT STACKED ASSESSMENTS

Questions on the CE SSO Project Assessment are required to be completed, along with Client Demographics to ensure all

clients pull into the CE APR correctly. The Coordinated Entry Assessment does not need to be edited.

*NEW* Multiple assessment tabs attached to the Entry. This is called stacked assessments. (click on to toggle to)

CLIENT DEMOGRAPHICS

On the Client Demographics tab, update the Client Demographics assessment.

• For Households with Children, toggle between household members to update the assessment for each member.

• CLICK SAVE and then click on the CE SSO Project Assessment

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CE SSO PROJECT ASSESSMENT

Head of Household Only: The CE SSO Project Assessment questions are to be answered for the Head of Household Only. You do not need to fill out these questions for any other household member.

See details on how to fill out these questions on the following pages.

As of now, do not create Interim Review Updates for Coordinated Entry.

Do not update any of the client information after the Coordinated Entry Event on this assessment.

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REQUIRED ON CE PROJECT ENTRY:

• Current Living Situation

o For Coordinated Entry projects, record a Current Living Situation anytime any of the following occurs:

▪ 1. A Coordinated Entry Assessment or Coordinated Entry Event is recorded; or

▪ 2. The client’s living situation changes; or

▪ 3. If a Current Living Situation hasn’t been recorded for longer than a community-defined length

of time (i.e. longer than 90 days).

o Please NOTE only enter the information date and the Current Living Situation dropdown at this time.

▪ You do NOT need to enter information where it states “Coordinated Entry Projects Only”

• Information Date: Date of CE Project Entry

• Current Living Situation: Select where client is currently staying based on the CE

Assessment Chronic Homeless Question “Prior Living Situation” which is required to be

updated by users during each Client Follow Up.

• Coordinated Entry Assessment

o Data Entry requirements are to be completed at Project Entry.

▪ Date: Date of CE Project Entry

▪ Assessment Location: Left blank (for now)

▪ Assessment Type: Review the CE Assessment

▪ Assessment Level: Housing Needs Assessment (this is the CE system set up)

▪ Prioritization Status: Placed on Prioritization List (this is the CE system set up)

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F. CE PROJECT EXIT

When a client has been removed from the list, create the CE Project Exit on the Entry Exit Tab.

REQUIRED ON CE PROJECT EXIT

Document where client’s reason for leaving and destination. If client’s destination is unknown, indicate that an exit interview was not completed with client. If known, ensure that the destination is accurate. If destination was captured in HMIS as client entered a project in HMIS, ensure exit destination is accurate.

• Reason for Leaving

• Destination

• Coordinated Entry Event

o Coordinated Entry Events are only completed at Exit at this time.

o Do not think of them as actual referrals as that is not how the BoS process works. The BoS referral

process happens through the actual referrals process we use to refer clients to the Priority Lists.

o Indicate which project the client was entered into or if the client self-resolved.

▪ Date of Event: Date of Project Exit

▪ Event: Select from bottom Referral Events Only

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▪ Review “If ‘Event’ questions and only respond to the following:

• If client was housed in an HMIS project – “Lookup” Project Name and select

• Referral Result:

o Successful referral: client accepted (and is housed in project listed)

o Unsuccessful referral: client rejected (and self-resolved without assistance)

▪ Referral to RRH or PSH depending on ranking should be the “Event”

o Unsuccessful referral: provider rejected (client accepted project but was unable

to find housing in the allotted time. Thus, returning to the list)

Questions:

For HMIS related data entry questions, please contact your HMIS System Admin or email [email protected]

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