Coordinated Assessment in
Rural Communities
Presented by HUD September 12, 2012
Presenters
 Matthew Aronson, Office of Special
Needs Assistance Programs, HUD
 William Snow, Office of Special Needs
Assistance Programs, HUD
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Why Coordinated Assessment?
 A powerful tool for improving system-wide entry,
assessment, and referral processes.
 Designed to improve the following:
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Service Provision
Referral appropriateness
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Assessment time
Assessment consistency
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Placement time
Multi-provider coordination
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Service access
Data Management
Individual tracking
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System monitoring
Resource allocation - planning
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Reporting
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Why Coordinated Assessment?
The HEARTH Act regulations
 CoC’s must “establish and operate”
 ESG grantees must participate
 Minimum Requirements:
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All geography
Easily accessible
Advertised
Comprehensive and Standard
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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.
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Coordinated Assessment Defined
Question Most People Ask Now:
“Should we accept this household into our program?”
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Coordinated Assessment Defined
Coordinated Assessment
 A standardized access and assessment process for
all clients
 A coordinated referral process for clients to receive
prevention, housing, and/or other related services.
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Coordinated Assessment Defined
Questions CoC Systems Should Be Asking:
“What housing and service assistance strategy among
all available services is best for each household?”
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Flowchart
Standardized Access and Assessment
Access
Assessment
Coordinated
Referral
Assign
Mainstream Services
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Flowchart
Standardized Access and Assessment
Access
Assessment
Coordinated
Referral
Assign
Mainstream Services
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Flowchart
Coordinated systems can
serve all demographics
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Flowchart
Standardized Access and Assessment
Access
Assessment
Coordinated
Referral
Assign
Mainstream Services
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Flowchart
Standardized Access and Assessment
Coordinated
Referral
Access
Assessment
Assign
Mainstream Services
Mainstream Services
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Flowchart
Standardized Access and Assessment
Intake
Access
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Various models,
standardized process
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Single Point of Access
Multisite Centralized
No Wrong Door
Assessment Hotlines
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Flowchart
Standardized Access and Assessment
Access
Assessment
Coordinated
Referral
Assign
Mainstream Services
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Flowchart
Standardized Access and Assessment
Coordinated
Referral
Access
Assessment
Assign
Mainstream Services
Mainstream Services
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Flowchart
Standardized Access and Assessment
Assessment
Assessment
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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
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Flowchart
Standardized Access and Assessment
Assessment
Assessment
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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
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Flowchart
Standardized Access and Assessment
Access
Assessment
Coordinated
Referral
Assign
Mainstream Services
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Flowchart
Standardized Access and Assessment
Access
Assessment
Coordinated
Referral
Assign
Mainstream Services
Mainstream Services
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Flowchart
Coordinated
Referral
Assign
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Qualities of a good referral
system
 Accurate: Matches client
needs
 Informed: Matches facility
availability
 Effective: Provider accepts
and enrolls
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Flowchart
Coordinated
Referral
Assign
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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
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Flowchart
Coordinated
Referral
Assign
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Qualities of a good referral
system
 Mandatory: Every provider,
all the time
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Flowchart
Standardized Access and Assessment
Access
Assessment
Coordinated
Referral
Assign
Mainstream Services
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Flowchart
Coordinated assessment leverages mainstream
services
 Client level Information sharing
 System-wide information sharing
 Resource sharing and co-location
 Comprehensive community planning
Mainstream Services
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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
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For More Information…
 HUDHRE Centralized Intake/HPRP Report:
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http://www.hudhre.info/documents/HPRP_Cent
ralizedIntake.pdf
 HUDHRE HEARTH Page:
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http://hudhre.info/hearth/index.cfm
 HUDHRE Virtual Help Desk:
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http://hudhre.info/index.cfm?do=viewHelpdesk
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