Part One – Basic Skills
Homeless Management Information System (HMIS)
Level One – HMIS Basic Skills
Training Objectives
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Understanding Programs, Providers and Projects
The Big Picture of Data Entry
Getting to know the face of HMIS ServicePoint
Logging in/Security
Enter Data As and Back Date
Moving within the ClientPoint program
Understanding the elements of Intake
Searching, Adding and/or Editing a Client
Choosing Individual Client or Household
Collecting Information and Completing the Client Profile
Client Demographics
Using HUD Verification
Contact Information
Release of Information
File Attachments
Types of Notes (Descriptions, Client, Incident, Case)
Searching, Adding and/or Editing a Household
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PROGRAMS
Represent the funding source
e.g. HUD-ESG
The Suncoast Partnership to
End Homelessness brings
PROGRAMS, PROJECTS, and
PROVIDERS together to make
important services available.
PROVIDERS
Local agencies, organizations etc.
that receive the PROGRAM funds
and manage the PROJECTS
PROJECTS
The specific activities funded to
provide services and achieve
outcomes for the homeless.
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Remember…
CLIENT CENTERED SYSTEM.
The client has many potential
providers of services. These
providers coordinate and share
information to make sure the correct
information
is in the system for
the client’s benefit and to best reflect
a continuum of care.
Every time you touch a client record
To gather information
Complete an assessment
Make a referral
Provide a service
Enroll in an activity
Engage in case management
Enter into a program
Do follow-up
Track activities
End a service
Enter or exit a program
Check all of the client information to
make sure it is correct, consistent,
complete and up to date.
CLIENT CENTERED SYSTEM.
The client has many potential
providers of services. These
providers coordinate and share
information to make sure the correct
information
is in the system for
the client’s benefit and to best reflect
a continuum of care.
Check the client profile information,
including:
• Universal data elements,
• Disability
• Income,
• Non-cash benefits
• Contact information
• Project assessment information.
You may find that there is different
information in the client record entered by
another provider then the information you
have gathered. It is important to check
with the client and make sure the
information in the client record is correct,
complete, consistent and up to date, even
if that means changing the information
provided by another provider. The client is
the hub for the HMIS database.
With all of these PROGRAMS, PROVIDERS and
PROJECTS, how do we keep things
coordinated for the CLIENTS?
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CLIENT CENTERED SYSTEM.
The client has many potential
providers of services. These
providers coordinate and share
information to make sure the correct
information
is in the system for
the client’s benefit and to best reflect
a continuum of care.
The Suncoast Partnership’s
HMIS system is designed to
coordinate information for the
client, to track the impact the
services provided have upon
the individuals served and to
measure the effect those
services have upon the
community overall.
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The face of HMIS ServicePoint
WHAT ARE THE ELEMENTS THAT MAKE UP THE HOME PAGE OF
SERVICEPOINT.
8
When you click on a GREEN PLUS SIGN you are selecting and/or adding that specific item. This could be a
person, description, service or even event.
When you click on the RED MINUS SIGN it means remove or de-select an item from a list or household.
QUICK REFERENCE
Red
When you see a FIELD LABEL, like DATE OF BIRTH in red letters, this means it is a required field.
Gold
When you see a FIELD LABEL, like DATE OF BIRTH TYPE in gold letters, this means it is a suggested field.
When you click on the PENCIL, you are able to EDIT the information regarding the corresponding category or
data element.
Use this icon very carefully as it can DELETE clients, households, information and records.
In order to help you navigate
through the HMIS system, here
are some key icons and
shortcuts:
The GREEN CHECK indicates that you have provided satisfactory answers for all categories in HEALTH
INSURANCE, DISABILITY, INCOME and NON CASH.
The RED TRIANGLE indicates you have INCOMPLE answers for one or more categories in HEALTH INSURANCE,
DISABILITY, INCOME and NON CASH. The RED TRIANGLE also is an alarm that information could be incomplete
or incorrect and to double check.
The MAGNIFYING GLASS lets you look into an area of the CLIENT/HOUSEHOLD record. For example, click on the
MAGNIFYING GLASS next to NON-CASH BENEFITS and see ALL of the benefits that are being received.
SAVE
One of the ways you can attach files to a CLIENT PROFILE is to look for the CLIP ICON. Click and attach your
document.
SERVICEpoint provides special informational reminders to make sure you are entering the most reliable data
and avoiding things like duplication of records.
There are many buttons throughout the HMIS system. These buttons invite
us to ADD services, clients, households and more. They direct us to CONTINUE and to SUBMIT information. But
the most important buttons are those that direct us to SAVE information we have entered. Remember, if
you EXIT without saving first, the data entered since the last SAVE will be lost.
At the top right hand on your SERVICEpoint home page there are four icons. The first is a PRINT icon that will
print the current page your are working on. In some cases, you will see a print button or icon for a specific work
area or report. When given a choice choose the print icon that is attached to your current work area. The
second icon provides the user with ALERTS including important news items. The third icon allows you to save
clients for easy further reference. You can see these saved FAVORITES from your home page and the FAVORITES
tab on the left. The final icon is for SERVICEpoint HELP. Here you can find answers to many common questions.
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A Look around the ServicePoint Desktop.
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INTAKE WORKFLOW
Let’s take a look at what you will see
as you log in to SERVICEPOINT .
INTAKE WORKFLOW
After logging onto the ServicePoint, select ENTER DATA AS, and then choose the program where your
client is requesting services. Each PROJECT may have very different assessment questions.
Family Haven Alliance –
Master Case Management
Family Haven Alliance –
Master Case Management
INTAKE WORKFLOW
Once you have logged into the HMIS with your personal user name and password, you will
see the following information displayed. Select
What is an Assessment?
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HUD has certain fields that are required
of all HMIS users, but certain projects
require more information in order to
determine eligibility or meeting
reporting requirements.
These sets of questions are called an
ASSESSMENT.
There is a specific Liberty Bus Pass
ASSESSMENT.
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The initial intake will always include required
HMIS fields as part of the HMIS Universal
Intake, may include additional questions
required as part of a program specific
ASSESSMENT and may also include a
measurement tool.
These measurement tools help to determine
a client’s needs that might be best met
through services provided in the community.
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Poverty Guidelines
1
$11,770
$17,655.0
2
15,930
$23,895.0
3
20,090
$30,135.0
4
24,250
$36,375.0
5
28,410
$42,615.0
6
32,570
$48,855.0
7
36,730
$55,095.0
8
40,890
$61,335.0
CLIENT SEARCH
Type the first few letters of the first and last name of your client. The HMIS will search all of the client
records for names that closely match your client. You may need to search more than one way to make
certain there is no match. For example, the first name may be Joseph, but it was entered previously as Joe.
QUICK HINT:
For many clients the SS#
may be a good place to
make sure you are looking
at the correct client.
Age, race and ethnicity may
also be helpful.
CLIENT SEARCH
Before we add a new client to our system it is important to check and make sure
that client is not already a part of the HMIS. The client you are working with
may have been served before, even by another community service provider.
QUICK HINT:
The information that is
already in an existing Client
Record can be very helpful
in planning for a successful
outcome through the
services you provide.
In the Client Results section you
will see client names that most
closely match your client. Look
at the full name, SS# and
Birthday to make sure you are
selecting the correct client.
CLIENT SEARCH
You have completed your search and there are no clients that match your clients
information. This is a new Client and needs to be added to the HMIS.
CLICK ON THE BUTTON
Add New Client with This Information
YOU WILL BE REDIRECTED
AUTOMATICALLY.
INTAKE INFORMATION
ADD A HOUSEHOLD
If you do not find a matching Client Record in the HMIS, then the Client needs to be added to the HMIS.
This requires not only adding a Client, but also may require adding a new Household.
After you have clicked on Add New Client with This Information , you are re-directed to this form.
QUICK HINT:
Be sure you have
looked through all
the possible
matches before
adding a new client
or household.
INTAKE INFORMATION
ADD CLIENT/HOUSEHOLD
QUICK HINT:
New clients are added either ADD CLIENT or ADD CLIENT AND ADD
NEW HOUSEHOLD selection above.
INTAKE INFORMATION
ADD A HOUSEHOLD
When you select ADD NEW
CLIENT AND NEW HOUSEHOLD
you are directed to a new form.
First, select the Household Type
from the selections provided.
QUICK HINT:
As you can see, the new client has
already been added to the new
HOUSEHOLD.
INTAKE INFORMATION
Input the information for the new
clientd and search HMIS for any
matches. If there are no matches
than add them as a new client and a
new member of the household.
If the client is new then click here:
QUICK HINT:
Whenever you add a new client to the system, a pop up
windows will appear. You will be asked to confirm that you
have searched HMIS for a possible match.
INTAKE INFORMATION
In the next example, the Client
Search matched an existing
client.
Robert
By clicking on the plus sign, that
client is added to the household.
QUICK HINT:
Once you add a new client, or select
an existing client, that client’s name
will appear as a member of the
household.
Make sure your client’s name
appears correctly.
Robert
INTAKE INFORMATION
Once you have added all the
members of a household, click
on the CONTINUE button. This
will direct you to the Family
Haven Client Assessment.
Robert
QUICK HINT:
The Red Marker indicates
that this member of the
household can be removed
from the list.
Removing a person from the
household does not remove
them as a client.
Robert
INTAKE INFORMATION
The next form you see is the HOUSEHOLD INFORMATION form. This form needs to be completed in
order to create the HOUSEHOLD in HMIS. First, take a look at the HOUSEHOLD TYPE and select from
the PICK list that is provided. Options include; Couple with No Children, Female Single Parent, Foster
Parent(s), Grandparents(s) and Child, Male Single Parent, Non-custodial Caregiver(s), Other, Two
Parent Family. In this example, we have selected FEMALE SINGLE PARENT.
QUICK HINT:
Note: You can still ADD OR DELETE HOUSEHOLD MEMBERS, if necessary.
INTAKE INFORMATION
The next step in creating a HOUSEHOLD is to select the
HEAD OF HOUSEHOLD. The term Head of Household is
not intended to mean the leader of the house, rather it is
to identify one client by which to attach the other
household members. In this example, the single parent is
identified as HEAD OF HOUSEHOLD.
Next, identify the relationship each member has to
the HEAD OF HOUSEHOLD. The HEAD OF
HOUSEHOLD is always identified as SELF.
A PICK list is provided to identify other members
of the HOUSEHOLD. In this example, Robert is
identified as SON.
INTAKE INFORMATION
Certain information is the
same for all members of the
HOUSEHOLD.
By selecting ADD HOUSEHOLD
DATA you can identify the
HOUSEHOLD members you
want to include and enter
information that will apply to
all of those selected.
INTAKE INFORMATION
Select the HOUSEHOLD
members you wish to
include.
Complete the
HOUSEHOLD DATA
SHARING information
form. Areas in RED
are required fields.
This is true throughout
the HMIS system.
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INTAKE INFORMATION
Even after you have added
information that applies to all
members of the HOUSEHOLD,
additional information about each
member of the HOUSEHOLD is now
required. Select a member from this
HOUSEHOLD MEMBERS area.
QUICK HINT:
Check the CLIENT RECORD information
to make sure it is complete and correct.
If changes or additions are needed
CLICK ON THE PENCIL to add and
change CLIENT RECORD information.
INTAKE INFORMATION
For each member of the HOUSEHOLD, DEMOGRAPHIC INFORMATION and other data is required to be collected.
Note: There is a new item on the PICK list for many fields, DATA NOT COLLECTED. In your reports this will be seen
as a NULL value and will indicate that you did not ask the question.
INTAKE INFORMATION
In the DEMOGRAPHIC
INFORMATION section, there
are some new selections in the
PICK lists. Review each list with
your client so that they may
make their most correct choice.
QUICK HINT:
Hispanic/Latino is not
considered a Race, but rather
an Ethnicity.
Race and Ethnicity are SELF REPORTED
and should a client not want to select or
be unable to identify with any of the
available options, they can select CLIENT
REFUSED or CLIENT DOESN’T KNOW.
INTAKE INFORMATION
If your client has
military service,
click on the ADD
button.
An ADD RECORDSET
window will appear,
where the client can
provide information
about their service.
QUICK HINT:
Some funding sources may require documentation regarding military service, such as the DD-214, in order to
provide services to the CLIENT and/or the HOUSEHOLD.
INTAKE INFORMATION
In the CURRENT LIVING SITUATION section, you will find some new additions and some changes to the PICK lists.
For example, the HOUSING STATUS PICK list has changed. The list now includes the following choices:
Category 1-Homeless(HUD), Category 2-At imminent risk of being homeless (HUD), Category 3-Homeless Under
Other Federal Statutes, Category 4-Fleeing Domestic Violence, At-risk of Homelessness, Stably Housed, Client
Doesn’t Know, Client Refused and Data Not Collected.
QUICK HINT:
Although it may be difficult in
some cases to obtain some of
the information (e.g. Zip Code
of Last STABLE Address). It is
very helpful information in
planning and providing future
services.
INTAKE INFORMATION
The next step is to identify the
MEDICAL INFORMATION about
the client. This is done by
answering the question about
LONG TERM DISABILITY and
then completing the HUD
VERIFICATION templates for
DISABILITIES and HEALTH
INSURANCE.
QUICK HINT:
There is a new way to add
information to these and other categories.
Click on the HUD VERIFICATION label.
This method is intended to make sure all
types/sources are included. It’s a great
way to make sure you ask your client
about all types/sources.
HOUSEHOLD INFORMATION
When you click on the HUD VERIFICATION label, you are
directed to a series of types or sources that apply to the
question. In this case it is DISABILITY TYPES.
Select YES, NO, Client Doesn’t Know, or Client Refused for
each type. If you select YES, a pop-up screen appears and
you enter the specifics regarding the DISABILITY.
HOUSEHOLD INFORMATION
Here are a few important
things to remember.
Start Date is the Date you knew it to be true
How to create a Household from a client already in the
system
Don’t remove from household, unless you add. (Issue of
household income.)
One client can belong to more than one household.
INTAKE INFORMATION
HEALTH INSURANCE is a new category. In response to the Affordable Care Act, HUD is requesting specific
information regarding health insurance. MEDICAID, MEDICARE and VETERAN’S MEDICAL SERVICES have been
moved from NON-CASH BENEFITS to HEALTH INSURANCE.
This category also has a HUD VERIFICATION label which provides a list of eligible health insurance types. Answer
YES, NO, or DATA NOT COLLECTED for each area. If you select YES, a pop up screen will prompt you for more
specific information, including the START DATE of medical coverage.
INTAKE INFORMATION
HUD has decided in the HEALTH INSURANCE area, because of HOPWA (Health Opportunities for Persons With
Aids/HIV) that it is important to double-check coverage for each area. So, even if you answer NO, you may see a
EDIT RECORDSET prompt to complete. Simply click on SAVE and move to the next category.
INTAKE INFORMATION
The next step is to identify
INCOME INFORMATION
about the household. This is
done by completing both
the MONTHLY INCOME and
the NON-CASH BENEFIT
INFORMATION sections.
The HOUSEHOLD INCOME
LEVEL is based upon the
Area Median Income (AMI).
You can find a chart from
the HUD Resource website
in Appendex A.
QUICK HINT:
The HUD VERIFICATION method for entering INCOME INFORMATION is very helpful. Click on the HUD VERIFICATION label.
You will be prompted with a screen that is intended to make sure all eligible areas of income are reviewed. It will prompt
you to ask your client about all eligible sources.
Of course, you can still click on the ADD button and select a SOURCE OF INCOME from the PICK list and provide the other
specifics about that source.
INTAKE INFORMATION
When you click on the HUD
VERIFICATION label, you are
provided with a screen of
options.
With each SOURCE OF INCOME
you can select YES, NO, or
DATA NOT COLLECTED.
If you select, YES, you will see a
pop-up screen called EDIT
RECORDSET where you can
enter the start date, monthly
amount, duration etc.
SAVE that information and it
will become a part of your
CLIENT’S FILE. If things change
you can always come back and
EDIT this information by
clicking on the PENCIL.
INTAKE INFORMATION
After completing one of the HUD
VERIFICATON sections and
answering each prompt with YES,
NO, or DATA NOT COLLECTED the
HUD VERIFICATION label includes a
green checkmark.
If you have not opened the HUD
VERIFICATION label or you have not
answered the prompts with YES,
NO, or DATA NOT COLLECTED, a red
warning label appears next to
HUD VERIFICATION.
This usually means you have some
SOURCES that are marked as
INCOMPLETE. You should click on
HUD VERIFICATION and double
check the list and make sure all
SOURCES have a complete answer.
INTAKE INFORMATION
For each category you will see
the first page with a list of
SOURCES or TYPES.
There will often be more
options than will fit on the first
page. However, you can click
through the optional SOURCES
by clicking NEXT.
Note: The SOURCE for your
client may not appear until the
second or third page.
QUICK HINT:
You can select a SOURCE that requires changes by clicking on the PENCIL next to the name of the SOURCE in the list. The EDIT
RECORDSOURCE pop-up box will appear and you can update the information.
At any time, however, you can see the Gross Income by clicking on the button
that is located directly below the Monthly Income section.
INTAKE INFORMATION
For children under the
age of 18, INCOME
INFORMATION is not
required to be included.
However, this
information may be
helpful later in MASTER
CASE MANAGEMENT.
QUICK HINT:
SSI and SSDI are income sources for the children, and can be included for each child appropriately. In the same way,
you may want to collect information on FOOD STAMPS (NON-CASH BENEFITS) for all HOUSEHOLD members.
INTAKE INFORMATION
IMPORTANT REMINDER:
If you record a YES for DISABILITY,
INCOME FROM ANY SOURCE or
NON-CASH BENEFITS, there should
be a corresponding entry that
provides the specific information.
In the same way, if you have
recorded a source of income, a
non-cash benefit, or disability
type, then DISABILITY, INCOME
FROM ANY SOURCE or NON-CASH
BENEFITS should be answered YES.
INTAKE INFORMATION
Three additional areas of information are collected at the time of intake. These are CONTACT INFORMATION,
EMERGENCY CONTACT, and the RELEASE OF INFORMATION (ROI).
Click on ADD and enter the information requested for both CONTACT INFORMATION and EMERGENCY CONTACT.
INTAKE INFORMATION
After you have completed
the information for the
HEAD OF HOUSEHOLD,
SAVE the information by
clicking
You can then select another
member of the
HOUSEHOLD and complete
their information.
Once you have entered all
of the INFORMATION for all
HOUSEHOLD members,
select
You will still need to
complete the RELEASE OF
INFORMATION (ROI).
QUICK HINT:
If you click on
before you have completed all of the information and saved that information, the
information collected to that point will be lost.
your work as you complete each section.
INTAKE INFORMATION
RELEASE OF INFORMATION (ROI)
The final piece of information required before a client is referred is called the RELEASE OF INFORMATION (ROI).
Each PROVIDER has its own form that it uses as a RELEASE OF INFORMATION. Once the CLIENT has signed the
RELEASE OF INFORMATION, click on the ROI tab near the top of the screen of CLIENT INFORMATION.
INTAKE INFORMATION
RELEASE OF INFORMATION (ROI)
Click on ADD RELEASE OF INFORMATION and a pop up form will display so that you enter the relevant data.
QUICK HINT:
You can include all HOUSEHOLD members
at one time by clicking on the box next to each
member of the HOUSEHOLD. Only members of the
SAME HOUSEHOLD can be selected.
INTAKE INFORMATION
RELEASE OF INFORMATION (ROI)
The next step is to select the PROVIDER or
PROVIDERS for which this RELEASE OF
INFORMATION applies.
You can simply select MY PROVIDER, or search
the list for the correct PROVIDER for this
RELEASE OF INFORMATION.
QUICK HINT:
HMIS requires both a START DATE and an END
DATE for your RELEASE OF INFORMATION.
INTAKE INFORMATION
RELEASE OF INFORMATION (ROI)
The HMIS system allows you to save a
scanned copy of the RELEASE OF
INFORMATION into the file.
Simply click on the CLIP icon.
Select ADD NEW FILE ATTACHMENT.
Select CHOOSE FILE.
You will directed to your computer or
network FILE MANAGER. Choose the
file you want to UPLOAD.
Click UPLOAD.
INTAKE INFORMATION
RELEASE OF INFORMATION (ROI)
You now can see the file on the LIST of
FILE ATTACHMENTS.
Click on EXIT to return to the RELEASE OF
INFORMATION screen.
QUICK HINT:
The RELEASE OF
INFORMATION is
only valid through the
dates indicated.
INTAKE INFORMATION
RELEASE OF INFORMATION (ROI)
You can go back to this form at any time to
add another RELEASE OF INFORMATON or to
update the ROI.
Your RELEASE OF INFORMATION should now
be complete and it is time to save your work.
Click on SAVE RELEASE OF INFORMATION.
Your Client Profile on the RELEASE OF
INFORMATION tab should now show YES
under the column PERMISSION.
INTAKE INFORMATION
Notes, Attachments and Incidents
Three Different Kinds
of Notes:
Service/Descriptor
Client Notes
Case Notes
INTAKE INFORMATION
When providing services, entering information, doing case
plans etc., only select the members of the household for which
the service applies. On follow ups, unless members of the
household are to be seen individually, select only the head of
household
The following chart is an excerpt from a document on the HUD website. The complete document
can found with a URL of:
APPENDIX A
http://www.huduser.org/portal/datasets/il/il14/fl_RevSec8.pdf
This information may be helpful for you in completing the information in HMIS, however, always
use the provided guidelines that are a part of your program to determine eligibility.
North Port-Bradenton-Sarasota, FL MSA
FY 2014: MFI 57300
Extraordinary Low Income
Very Low Income
1
$ 12,050.00 $
$ 20,100.00 $
2
15,730.00 $
22,950.00 $
3
19,790.00 $
25,800.00 $
4
23,850.00 $
28,650.00 $
5
27,910.00 $
30,950.00 $
6
31,970.00 $
33,250.00 $
7
35,550.00 $
35,550.00 $
8
37,850.00
37,850.00