Presentation Transcript

1. WEBINAR SERIES | MARCH 28, 2013 Tools for Centralized Intake & Coordinated Assessment Presentation will be recorded Callers muted Written questions are welcome Company Confidential
2. Introductions Company Confidential Brad Ball Marketing Director, ClientTrack, Inc. Darin Patterson Director of Administration, YWCA 2001-2007 Vice President of ClientTrack (2007-Present) Attendees
3. Agenda Company Confidential Introduction to coordinated assessment & centralized intake Different models of coordinated assessment Example: Coordinated assessment needs within homeless systems of care ClientTrack features that can be utilized to support effective coordinated assessment & centralized intake 5 recommendations for planning coordinated assessment
4. Common Problems with Existing Systems of Care Company Confidential From the perspective of individuals and families accessing care….
5. Initial Interaction with a System of Care Company Confidential
6. The Reality of Most Systems of Care… Company Confidential
7. Common Problems with existing Systems of Care Company Confidential From the perspective of individual organizations and programs…
8. Human Service Organizations Face Complex Challenges Company Confidential Do we have capacity? Does this client / family meet eligibility criteria? Is my program the right fit? Are there individuals in my community we aren’t reaching? Are their better resources available for this family?
9. The Answer for Human Service Systems of Care Psychology Economics Gestalt Theory The whole is greater than the sum of its parts Information Symmetry A condition in which all relevant information is known to all parties involved Program B Program C Program A Company Confidential
10. Coordinated Assessment & Centralized Intake Defined Company Confidential A systematic method of identifying human service needs, addressing those needs with appropriate resources, and sharing relevant information across multiple programs or organizations.
11. Example for Today’s Presentation Company Confidential Coordinated Assessment within a Homeless System of Care (Continuum of Care - CoC) Goals: Match the right resources with the right individuals most appropriately Prevent unnecessary burden on individuals and families Prioritize and target resources Increase community-wide coordination and collaboration Meet HUD’s requirement for CoCs
12. Coordinated Assessment in HUD Terms Company Confidential Coordinated Assessment “Centralized or coordinated assessment system is defined to mean a centralized or coordinated process designed to coordinate program participant intake, assessment, and provision of referrals. A centralized or coordinated assessment system covers the geographic area, is easily accessed by individuals and families seeking housing or services, is well advertised, and includes a comprehensive and standardized assessment tool.” (CoC Interim Rule, Section 578.3)
13. Models of Coordinated Assessment in CoCs Company Confidential Centralized Decentralized Telephone-Based / 2-1-1 Mobile Case Manager Mixed
14. Primary Components of Coordinated Assessment Company Confidential Initial Assessment Tool(s) Focused on Prevention and Diversion Intake / Referral for Immediate Need Detailed Assessment Tool(s) Determinations Eligibility Program Fit Capacity Accessibility Actions Direct Placement Reservations Referrals Wait Lists
15. Primary Components of Coordinated Assessment Company Confidential
16. How can assessments be utilized to match clients / families to the right resources? Automated Eligibility Information Assessment Scoring Real-time Capacity Information Case Manager Company Confidential Symmetric Information
17. Information Technology Tools Company Confidential Unique / Tailored Assessments Intuitive and Simple to Use Automated Scoring Workflows Guide user behavior Take complex concepts and make them simple Referral Coordination Manage releases of information Enable updates on each end of referral Streamlined email notifications (secure)
18. Information Technology Tools Company Confidential Automated and Streamlined Eligibility Determination Able to meet simple or complex rules Doesn’t require additional data entry Capacity Determination Identify physical bed / room / unit availability Identify funding availability Waitlists / Direct Placements / Reservations Different organizations have different levels of engagement Mobility Ensure information is readily available on all types of devices
19. Tools in Practice ClientTrack Demonstration Company Confidential
20. Coordinated Assessment Planning Tips Company Confidential Clearly identify, document, and broadcast your goals for coordinated assessment Use existing data to target appropriate interventions and resources Assess existing information technology capabilities and what information can be implemented incrementally Engage community stakeholders with WIIFM What’s In It For Me? Ensure you have plans to incorporate feedback from the system (qualitative and quantitative)
21. Human Service Technology Can Bring Clarity Company Confidential
22. Resources Company Confidential National Alliance to End Homelessness Coordinated Assessment Toolkit http://www.endhomelessness.org/library/entry/coordinated-assessment-toolkit United States Interagency Council on Homelessness – Crisis Response Toolkit http://www.usich.gov/usich_resources/toolkits_for_local_action/
23. Thank You About ClientTrack Contact Information Founded in 1983, ClientTrack Inc. provides software and professional services that advance the missions of Health, Human and Social Service organizations by enhancing their ability to gather, use and report client information. www.ClientTrack.com 888.449.6328 Upcoming Events: Lutheran Services Annual Conference, April 8-11, Washington DC Nonprofit Technology Conference (NTEC), April 11-13, Minneapolis, MN National Human Services Data Consortium (NHSDC), April 25-26, Seattle, WA Company Confidential