PATH HMIS Data Entry and Reporting Webinar PPT

September 2013
Webinar focus
 General overview and program set-up
 Data entry/data collection
 Reporting
 We will have time for questions and feedback
– We will take breaks for live questions
– You can ask questions on-line through the software
as you go
 PATH is new to HMIS staff so we want to learn
from you as well
HMIS and PATH roll out
 Three groups of providers
– Already using HMIS and PATH (1)
– Already using HMIS (2)
– New to HMIS (3)
HMIS basics (review)
 HMIS is a statewide client level data system
focused on housing and homelessness
– In operation since 2004
– Wilder Foundation administers HMIS
• 13 member Governing Group
– Started due to a HUD mandated, but many state,
local, and other funders now also participate
Group 1: already using HMIS for PATH
 Have received instructions and can have started
doing data entry and reporting
– Required to fully start as of Oct. 1st but likely will have
more data entered in the system to be able to report
for a longer period of time
– In this session we will help clarify data entry and
reporting steps and answer questions
– Feel free to contribute any advice for others on PATH
HMIS data collection and reporting
Group 2: Already using HMIS
 Should have a provider set-up in the system and
a user trained to start doing data entry as of Oct
– This session will help clarify data entry and reporting
steps to prepare for starting data entry
– It is ok to have been collecting information already on
paper forms to enter
Group 3: New to HMIS
 Agencies should have sent at least one person
to training to help with planning
 Use session as basis for planning for January
roll out.
 Possibly start collecting data on forms to enter
 We will continue to work with you over the next
few months to get you going in the system
Funder persepective
 We are getting started with HMIS now to be
ready to meet all reporting requirements
– HMIS is starting to be required for all PATH programs
User and training payments
 Make sure to have two HMIS users to cover
PATH data entry and reporting
– Users may enter for other program as well
 Wilder contract with DHS will cover new user
training fees until January 1st
 As of January 1st, agency contracts with PATH
cover new user training and user fees
– Your agency will bay Wilder and Wilder will work with
your agency to allow you to cover user fees and
agency set-up fees under your DHS contract, but be
ready to use as of January 1st
Program set-up in ServicePoint
 Wilder staff working with you on getting your
program set-up in HMIS: Teresa Howard
– She has already contacted you
– Continue to provide her needed information and ask
questions you have
– All programs in Group 2 will be set-up by Oct. 1st
• If you have not given her all the needed information please
do so by Monday
– She will continue to work with Group 3 to get set-up
by January 1st
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
Data Entry
 Best practice is to frequently enter data:
– Record all current clients within the first few weeks
– New clients: Best practice is to enter new clients
– Weekly - enter program enrollments and update new
information collected on clients
Data entry forms
 As needed, data can be collected on forms, then
entered into the system
– Data can be collected on forms now for any program
to enter when they start using the system
 Data entry forms are Word documents that can
be modified to add other data elements as
 They are located on the PATH portion of the MN
HMIS website
 Please give us feedback
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
– 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
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. May be recorded when formally
 PATH required data elements you are already
familiar with are required at date of first contact
Outreach data entry steps
1. Back date to date of first contact
2. Enter/look up client record
3. Complete PATH Assessment (in Assessment
4. Record service provided on date of first
outreach on Service Transaction tab
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
Outreach data entry
A. Go to back date in right section of top bar for
date of first contact
B. Enter client name only and search. After
A. Click on client name. Or, if no matches found, add
new client (most likely for PATH clients)
B. Back date pop-up (should already be in back date
mode): select “use current date”
Outreach data entry: assessment
 Two sections need to be completed at first
– PATH Questions
• PATH Questions: Client demographics are first questions.
Unlike other HMIS programs, you complete them in the
• 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
PATH Assessment: First Contact or Re-entry
 Complete as many questions as possible that
you have collected at initial contact
 Disability/mental health and program eligibility
information may need to be added later if not
given by client initially.
– Make sure to back date to date of initial contact.
PATH Assessment: record client contacts
 Outreach sub-assessment: A new requirement to
help comply with upcoming report 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
 Data doesn’t pull on current version of the
report, but an update is coming
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)
Record service associated with initial contact
 Initial service should be Outreach Programs or
Street Outreach Programs
– Wilder will make sure you have these options
– If a different service is selected initially, client will not
show up correctly on reports
 Use Multiple Services Button
– Even if you only are recording this one service, this
section makes data entry easier
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
– Note: back date is not needed as this section
automatically links entry date selected with additional
assessment questions
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)
MN Universal Data Elements
 The data collected in the enrollment step is
focused on the standard elements required for
all programs using HMIS in Minnesota
– Will allow for additional reporting both by program and
system-wide reporting
– Answer questions based on client's status as of
program enrollment date
– Will automatically link data to correct date if entered in
entry/exit section
– Make sure to complete questions for other household
members you choose to enter in the program
Exiting Client
 Once the client has completed service with you,
return to the entry/exit
– Record exit date and Destination
 End any open services
 Program exit may not always be clear
– Consult with Gary as needed
– We may come up with helpful rules as time goes on
 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
– New federally required report coming soon
– Bowman is developing this report
 State report process may change as well as
federal requirements evolve
Reporting: funder overview
 Gary Travis has additional information reporting
details to provide now
Reporting: funder overview
 PATH reporting timeline has not changed
 State will still collect some data elements
– Table A
– Voluntary Outcome Measures (VOM)
 SAMHSA reporting guidance
Running reports
 Two reports are required through HMIS
– PATH report in ServicePoint
– MN report through ART
 Best practice: update data and run reports
monthly to make sure data entry is correct and
up to date
PATH Report in ServicePoint
 Based on federal requirements
 Located in the Reports bar on the left side of the
Service Point screen
– Reports section has slightly different rules than ARTbased 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
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
PATH report
 Services recorded for clients are key to making
sure clients show up in the correct categories
– There is a set list of services that match the reporting
– Wilder staff will go over the list with you to help you
select the right ones for your programs
– Only use these services or the report will not be
PATH report: persons served
 “Principle Mental Illness Diagnosis” question
used in counting clients (B1)
 Entering clients with specific outreach service
terms will along with answering “Outreached” in
the “How was client contacted” questions include
them in the outreach counts (B2a)
– The “How client was contacted” question must also
be dated on or before the date of first outreach
service entered
PATH report: persons served
 A program entry date indicates a PATH
enrollment and will pull clients into the “enrolled”
section (B2b)
 The “Is client ineligible for PATH enrollment” and
“PATH Enrollment ineligible reason” questions
help count people in the correct categories (B2c
and B2d)
PATH report: available services
 Based on services recorded, report will group
people into categories
– Make sure to look at report instructions for complete
PATH report: Demographics
 Includes clients enrolled in the program and
totals should match the count of clients in B3
 Counts clients based on answers to basic
demographic questions, veteran status,
Homeless by HUD definition, etc. answered at
time of first contact
PATH report
 Numbering on sections of report should match
the report items required by the state
 Make sure the correct numbers are represented
in the report before submitting
 You will take the data from the ServicePoint
report and transfer it to the spreadsheet. You
can also print and send a hard copy for
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 overnight for data to upload from
ServicePoint to reporting tool (ART)
 Save the summary report to your computer as
PDF and send to the state
State of MN Report
 Covers Universal data elements to provide
additional information to state funder
 Format is the state format used by most MN
 Includes clients enrolled in the program (has an
State of MN report
 First run the data check report for the same
report period as your PATH report
– You will see each client with an entry/exit on the
– Check each client to make sure they should be on the
report. Also check to make sure that no clients are
– Additional family members will show up on this report
if you choose to record them in the system
State of MN Report
 Report prompts:
– Provider: select your PATH program by moving it to
the box on the left with the arrows
– Start date= first day of reporting period
– End date= one day after the end of the report period
• Report period ends Dec. 31st, so report end date is January
1st of the next year
– Effective date= day running report
State of MN Report
 The report includes 6 tabs:
– Numbers in program
– Demographics
– Entry data
– Entry date 18+
– All Clients
– Exit
State of MN report
 Numbers in program
– Counts individuals and households at various points
in time and overall unduplicated counts
– Section with participants with multiple program
entries. May be a mistake so check for accuracy.
Useful for programs tracking program re-entry within
a report period.
State of MN Report
 Demographics:
– Summarizes information based on state
requirements, which are slightly different from the
federal government
• Household groupings, age breakouts, gender, race, and
ethnicity for all clients served
 Entry Data:
– Only for singles and heads of households covers
housing status/history questions
State of MN Report
 Entry data 18+:
– Covers additional questions for all household
members 18 or older such as veteran status and
institutional history
 All Clients:
– Two questions are required for all clients served:
Housing status at entry and Disability of long duration
 Exit data:
– Destination at exit for singles/head of household
 Group 1: Can use HMIS to report all client
information for next set of reports
 Group 2: Get started now with data entry, but
will likely use a combination of HMIS and older
way of data collection to complete reports
 Group 3: Will rely on old method for next reports
 All groups will be able/expected to use HMIS to
report on all clients in the reports based on 2014
 Contact the HMIS helpdesk:
– 651-280-2780 or 1-855-280-2780
– Any staff can help, although Laura McLain and Teresa
Howard most familiar. Some questions may be
passed on to us
– We get back to people usually within 24 hours
 Web site with instructions:
 Recorded Webinars:
– Access through System News section of ServicePoint
• Includes this webinar, report running, other funding sources
you may have
• Let us know what webinars you would find useful to help us
in our planning
Contact me
 Laura McLain: HMIS Project Manager
– 651-280-2671
– Feedback, overall HMIS questions or concerns