Coordinated Assessment in Rural Communities Presented by HUD September 12, 2012

1. Coordinated Assessment in Rural Communities Presented by HUD September 12, 2012

2. Presenters • Matthew Aronson, Office of Special Needs Assistance Programs, HUD • William Snow, Office of Special Needs Assistance Programs, HUD

3. Why Coordinated Assessment? • A powerful tool for improving system-wide entry, assessment, and referral processes. • Designed to improve the following: • Service Provision • Referral appropriateness Assessment time • Assessment consistency Placement time • Multi-provider coordination  Service access • Data Management • Individual tracking System monitoring • Resource allocation - planning  Reporting

4. Why Coordinated Assessment? • The HEARTHAct regulations • CoC’s must “establish and operate” • ESG grantees must participate • Minimum Requirements: • All geography • Easily accessible • Advertised • Comprehensive and Standard

5. Coordinated Assessment Defined • Current State of Assessment • A different access and assessment process for each program • An ad hoc referral process for programs to recommend prevention, housing, and/or other related services.

6. Coordinated Assessment Defined • Question Most People Ask Now: • “Should we accept this household into our program?”

7. Coordinated Assessment Defined • Coordinated Assessment • A standardized access and assessment processfor all clients • A coordinated referral process for clients to receive prevention, housing, and/or other related services.

8. Coordinated Assessment Defined Questions CoC Systems Should Be Asking: “What housing and service assistance strategy among all available services is best for each household?”

9. Flowchart • Standardized Access and Assessment • Coordinated Referral • Access • Assessment Assign • Mainstream Services

10. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access • Assessment Assign • Mainstream Services

11. Flowchart Coordinated systems can serve all demographics

12. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access • Assessment Assign • Mainstream Services

13. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access Assign • Assessment • Mainstream Services • Mainstream Services

14. Flowchart • Standardized Access and Assessment • Various models, • standardized process • Single Point of Access • Multisite Centralized • No Wrong Door • Assessment Hotlines • Intake • Access

15. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access • Assessment Assign • Mainstream Services

16. Flowchart • Coordinated Referral • Standardized Access and Assessment • Assessment Assign • Access • Mainstream Services • Mainstream Services

17. Flowchart • Meet client, provider, and funder needs • Document client’s homeless history and housing barriers • Match client to appropriate service • Capture data to meet program needs • Standardized Access and Assessment • Assessment • Assessment

18. Flowchart • Meet client, provider, and funder needs • Capture data to meet funder requirements • Obtain consent for sharing with providers • Create the beginning of a client’s housing plan • Standardized Access and Assessment • Assessment • Assessment

19. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access • Assessment Assign • Mainstream Services

20. Flowchart • Standardized Access and Assessment • Coordinated Referral • Access Assign • Assessment • Mainstream Services • Mainstream Services

21. Flowchart • Qualities of a good referral system • Accurate: Matches client needs • Informed: Matches facility availability • Effective: Provider accepts and enrolls • Coordinated Referral Assign

22. Flowchart • Qualities of a good referral system • Standard: One process, all clients and services • Comprehensive: all funder and provider fields • Electronic: Uses HMIS, two-way communication • Coordinated Referral Assign

23. Flowchart • Qualities of a good referral system • Mandatory: Every provider, all the time • Coordinated Referral Assign

24. Flowchart • Coordinated Referral • Standardized Access and Assessment • Access • Assessment Assign • Mainstream Services

25. Flowchart • Coordinated assessment leverages mainstream services • Client level Information sharing • System-wide information sharing • Resource sharing and co-location • Comprehensive community planning • Mainstream Services

26. Tips for Large Low Density Areas • Standardize tools regardless of geography • Not all system services need to be easily accessible to all clients • Hybrid approach for two or more distant population centers • 2-1-1 telephone services can be a strong ally • Precise demographic analysis for assessment and referral efficiencies

27. For More Information… • HUDHRE Centralized Intake/HPRP Report: • http://www.hudhre.info/documents/HPRP_CentralizedIntake.pdf • HUDHRE HEARTH Page: • http://hudhre.info/hearth/index.cfm • HUDHRE Virtual Help Desk: • http://hudhre.info/index.cfm?do=viewHelpdesk