HMIS and PATH

1. HMIS and PATH March 2014

2. Webinar focus Some basic review Updates to data entry Interim PATH report Future Plans Time for questions

3. Webinar basics • Questions: • We will have a section at the end for questions • If you have called in, you will be on mute. We will un-mute at breaks for questions. • Questions can also be asked using the bar on the right side of your webinar screen at any time • Enter questions you have during the training session. You may get a direct response or we may review some questions with the entire group. • We will also take questions this way during the official question time for people only using their computer.

4. Funder persepective • We are in a time of change with PATH reporting • Roll out of HMIS with PATH starting nationwide • Changing report • New HMIS data standards

5. Data entry forms • Update data entry forms emailed to you • We have one more version to send you • Use as needed to collect information • Word documents so they can be modified to add additional questions as needed, etc. • We will email new forms, instructions, and recorded webinar this week

6. HMIS consent forms • All clients should be given the HMIS consent form to sign before their data can be entered in the system • If clients refuse, their information can be entered as “anonymous” using a special button upon initial data entry • Make sure to record the client ID number so you can look up the client later • You can use the “alias” field to record agency ID numbers or other non-identifying information to help link the record to a client

7. Data Entry • PATH programs work a bit differently from other homeless programs using HMIS and the data collection process reflects this • Outreach to clients happens first and is recorded at that time • Once client is formally enrolled in program, additional data entry is needed • We are seeing many clients with outreach and enrollment on the same date. Is this correct?

8. Data Entry • Best practice is to frequently enter data: • Make sure all clients served as of January 1st are entered in ServicePoint • Record all current clients within the first few weeks • New clients: Best practice is to enter new clients weekly • Weekly - enter program enrollments, update new information collected on clients, record services and referrals

9. Tracking initial client contact/outreach • All clients who receive outreach should be entered in the system for reporting • Include household members as appropriate • Client is focus of report, but the other household information is useful for state-level reporting. May be recorded when formally enrolled. • PATH required data elements are required at date of first contact (changes in these questions)

10. Outreach data entry steps Back date to date of first contact Enter/look up client record Complete PATH Assessment (in Assessment section) Record outreach service provided on date of first outreach on Service Transaction tab

11. Outreach Data Entry: Backdate • Using Backdate will correctly and easily link all dates used in the system to first date of service • If service and assessment dates don’t match, report will not be correct • Since back date automatically re-sets dates to the same one, it saves data entry time • For new clients: Don’t enter client demographics until you are in back date mode • Unlike other HMIS reports, these will not all pull correctly on report if entered in “live mode” • Best practice: backdate in bar at top of screen, then search for client

12. Outreach data entry: assessment • Two sections need to be completed at first contact: • PATH Questions • PATH Questions: Client demographics are first questions. Unlike other HMIS programs, you complete them in the assessment. • You may choose to complete the demographics in the initial client search process • If the client was served previously and is already in ServicePoint you don’t need to re-enter the information • First Contact or Re-entry Only section (changes)

13. Outreach data entry: assessment changes • Additional questions about homeless status, living situation before entry, and disability • Housing Status • Moved up to enter at outreach; replaces “Is Client Homeless by HUD Definition” • Still required for all clients served, but complete at enrollment for other family members • Response must be one of these three to pull client onto report: • Literally homeless, imminently loosing their housing, or unstably housed and at-risk of losing their housing

14. Outreach data entry: assessment changes • Living situation last night: • Moved up to enter at outreach • Now included on PATH report • Follow-up question “Length of Stay” also moved up for data collection consistency, but isn’t included on PATH report at this time

15. Disability changes • Disability of Long-duration • Moved up to enter at outreach; • Still required for all clients served, but complete at enrollment for other family members • Answer must be Yes for clients served by PATH or will cause problems with report • Disability sub-assessment • Replaces PATH specific mental illness and substance use questions • Mental Health Problem now used to trigger clients getting pulled into report • You will need to transfer data from old questions to new for clients previously served

16. Disability sub-assessment • Can add multiple disabilities • Click “add” button to start • Start date should be on or before the outreach date • Select Disability Type • Some options have (HUD 40118) after the term. This indicates a HUD approved term and are the primary options • State of MN has added some other options which can be used if helpful for your program

17. Disability sub-assessment cont. • Disability type and PATH report • Mental Illness: Select Mental Health Problem. Record for all clients since it is a program requirement • The information isn’t counted on the report, but if it isn’t completed or is entered incorrectly, a client will not show up on the PATH report. • Alcohol Abuse, Drug Abuse, or Both Alcohol and Drug abuse need to be selected for Co-occurring Disorder Count

18. Disability sub-assessment cont. • Disability Determination: indicates if documentation obtained for certain types of disabilities (HUD data requirement) • Documentation not required for Alcohol Abuse, Drug Abuse, or if both option is selected • Answer will be yes for these options • If you record disabilities such as Physical, Developmental, Mental Health Problems, Chronic Health Conditions documentation is needed • Record “no” if you don’t have documentation. Can change to “yes” later if you obtain.

19. Disability sub-assessment cont. • Condition is long-term with substantial impact? • Need to complete this or “disability of long duration” =yes for indicating clients have a long-term mental health problem so they are pulled into report • Optional question: • (If yes) Currently receiving services or treatment? • End date: don’t need to use • End date indicates disability ended, which isn’t very likely and may cause disabilities to be excluded from reports

20. PATH Assessment: record client contacts • Outreach sub-assessment • Record each client contact before program enrollment • In sub-assessment: Record first contact information and all additional contacts made with client before program enrollment • Date fields on sub-assessment should all match date of contact and record location

21. Changes in PATH questions • PATH specific questions still in use: • Length of time outdoors or in short term shelter: Enter response if client “Literally Homeless” in Housing Status Question • Is client Ineligible for PATH enrollment? (Yes if ineligible) • Remainder of PATH specific questions are no longer used in report • Is Client Homeless by HUD’s definition, How was client contacted, PATH Housing Status, Has co-occurring substance use disorders? Principal Mental Illness Diagnosis, PATH Enrollment ineligible reason

22. Changes in PATH Questions • We will keep all old questions in the system during change process • Clients entered before change • Use old questions to update new questions. Make sure to back date new questions to original first contact date • New clients • Enter only new questions • Please give us feedback/suggestions to help make this easier for you

23. PATH Assessment: First Contact or Re-Entry • Save before moving on • You will get a reminder to complete questions in the next section of the assessment • If is ok to skip these questions and wait to record them (we will cover later)

24. Record service associated with initial contact • Initial service should be Outreach Programs or Street Outreach Programs • Use Multiple Services Button • Even if you only are recording this one service, this section makes data entry easier

25. Program Enrollment Data Entry • Additional data entry required at this stage so client pulls up on all sections of the report • Can all be completed in one step: the Entry/Exit tab • Note: back date is not needed as this section automatically links entry date selected with additional assessment questions • No new or removed questions currently • Some questions now asked earlier for PATH clients than other household members

26. Program Enrollment data entry In the Entry/Exit Tab: • Click “add entry/exit” • Select other family members as needed • New box will pop-up. Then select PATH program in “Provider.” • Type= PATH • Entry date=enrollment date (could be first contact) • Review PATH questions to make sure they are completed (if not, match to initial service start date) • Complete the other questions in this section

27. Services after enrollment • Using the specific list of PATH services is important • If you think need to record additional terms, please contact Wilder • Record each time you interact with client for services • Multiple Services: enter records for a particular client • SkanPoint: enter a service provided on a specific date to a group of clients

28. Multiple Services • Can record just one service received or multiple services for the same client • You can enter different services and different dates received for the same client

29. SkanPoint • Use to record a number of clients receiving the same service on the same day/date range • Select SkanPoint on bar on left • Use Provide Service tab and select service term plus dates served • Make list of clients that received service by client ID • Can save list or pick new list each time • Push Start Skan to enter new list • Use Manage Client Lists tab at top to create a list or modify an existing list • Then push “Choose Clients from List”

30. Referrals • Using the specific list of PATH referrals is important • Record each referral made to another provider • If you refer one client to a number of providers for supportive housing, you would record each referral separately • You may have duplicate referrals recorded and this will be correct • If you refer a client to a provider to help them find the best supportive housing option, that is one referral

31. Referrals PATH providers must record referrals made to another agency for client services. Add from the Service Transactions Tab All referrals are made to “Agency PATH Referrals”; a new provider set up in your agency.

32. Referrals Referral Service Options: let Wilder know if you think you need additional or fewer options. • Mental health support services • Mental health drop in centers • Mental health and substance abuse services • Substance abuse services • Health care • Health support services • Job training formats • Education • Educational programs • Housing Placement Assistance • Housing search and Information • Supportive housing placement/referral • Basic income maintenance • Homeless financial assistance programs • Employment Assistance • Medical Assistance /Medicaid

33. Referrals Steps to record a referral: Click on Service Transactions Tab Click “Add Referrals” In the Service Code Quicklist, highlight (by clicking) the needs for which you are referring. To add multiple needs, Ctrl+Click Click “Add Terms”. Selected needs will display at the bottom of the page. Use the Referral Provider Quicklist to select the Agency PATH Referrals provider. Then click “Add Provider”.

34. Referrals Steps to record a referral (continued): • Complete the Referral Data section by selecting a date. No Projected Follow Up date or User is needed. • In the Referrals section, click the boxes to select which referrals you want to make. Each checked box is recorded as one referral. • Check your PATH report to make sure all referrals are appearing. • Click “Save ALL” at the bottom of the page to record the referral on the client’s record. • The list of referrals made will now display on the referrals tab.

35. Exiting Client • Once the client has completed service with you, return to the entry/exit • Record exit date and Destination • End any open services/referrals • Program exit may not always be clear • Consult with Gary as needed • We may come up with helpful rules as time goes on

36. Reporting • HMIS data will be used to provide much of the information on the report you submit to DHS, but not all • PATH is in a reporting transition • HMIS data standards changing soon and may impact data collection or reporting • More info to come • State report process may change as well as federal requirements evolve

37. Running reports • Two reports are required through HMIS • PATH report in ServicePoint (updated) • MN report through ART (still the same) • Best practice: update data and run reports monthly to make sure data entry is correct and up to date

38. PATH Report in ServicePoint • Based on federal requirements • Find by clicking on Reports bar on the left side of the Service Point screen (same location) • Reports section has slightly different rules than ART-based reports • Updates happen in real time • No separate data check report at this time matching PATH report in ServicePoint. Click on numbers in blue to see the list of clients who make up that number

39. Running the PATH Report Skip “reporting groups” Select your program in the “Provider” section Select “this provider only” in the toggle Operating Year Date Range will be the actual start and end of the report period Click “build report” Print out report using “Print” button near top after report is run

40. Report rules • Two main groupings for clients included in questions: • Active • Eligible

41. PATH Active Clients • Clients are included in some sections of reports if they are “active” • Have an outreach services or program entry in report period • Active clients might not be enrolled or eligible clients and are often counted separately • Report uses this to look at either everyone served or those not yet enrolled in PATH

42. PATH Report: Eligible clients All clients must have “mental health problem” selected in the disability sub-assessment plus disability of long-duration= yes OR expected to be of long and continued duration=yes (in sub-assessment) Housing status must also be answered with literally homeless, imminently losing their housing, or unstably housed and at-risk of losing their housing Project entry is on or before report start date Replaces “ineligible” question

43. PATH specific questions • “Length of time outdoors or in short-term housing” is still required • Many PATH specific questions were used in the prior version of the report to pull clients into the right categories. This is no longer the case. • If you don’t make updates to new questions correctly, the clients won’t pull into the new report. • “Is client Ineligible for PATH Enrollment?” • Also still used in questions 4 and 4a. • Mark “yes” if ineligible

44. Counting Contacts • Currently report uses Outreach Services and Entry/Exit to count contacts • You should have both recorded, so there will be at least 2 contacts for each client • Outreach sub-assessment isn’t currently used, but will be in the next version of the report available by time report is due next January

45. Co-occurring disorders • Co-occurring disorders question is used currently if disability sub-assessment is blank • Alcohol Abuse, Drug Abuse are selected together or Both Drug and Alcohol Abuse is selected • Best practice is to complete disability sub-assessment, especially for all new clients

46. PATH report: services & referrals • Correct terms for clients are key to making sure clients show up in the pre-set categories • There is a set list of services that match the reporting categories • Only use these services or the report will not be correct • Otherwise services show up as “other”

47. PATH report: services & referrals • Counts only for eligible clients: • Counts both number of times provided and overall number of persons receiving • Any terms that doesn’t match specifics lists show up as “other”

48. Client Filter Section Enter specific client ID(s) to highlight sections with responses specific to certain client(s) Helps with data quality

49. Saving report in Chrome only • Can save report as PDF • Select Print from Chrome • Change destination to “Save as PDF” • Select location to save on your computer • When printing, you will need to go back and change option back to your printer • In Firefox you can save the entire web page, or print out the report

50. State of MN Report • Run report in ART in PATH folder • Both data check with client level information and summary reports with counts only are available • Run both to verify data is correct • Have to wait for data to upload from ServicePoint to reporting tool (ART) • Save the summary report to your computer as PDF and send to the state