WEBINAR SERIES | MARCH 28, 2013
Tools for Centralized Intake
& Coordinated Assessment
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Presentation will be recorded
Callers muted
Written questions are welcome
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Company Confidential
Introductions
Brad Ball
Marketing Director, ClientTrack, Inc.
Darin Patterson
Director of Administration, YWCA 2001-2007
Vice President of ClientTrack (2007-Present)
Attendees
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Company Confidential
Agenda
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Introduction to coordinated assessment & centralized intake
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Different models of coordinated assessment
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Example: Coordinated assessment needs within homeless
systems of care
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ClientTrack features that can be utilized to support effective
coordinated assessment & centralized intake
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5 recommendations for planning coordinated assessment
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Company Confidential
Common Problems with Existing Systems of Care
From the perspective of
individuals and families accessing care….
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Company Confidential
Initial Interaction with a System of Care
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Company Confidential
The Reality of Most Systems of Care…
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Company Confidential
Common Problems with existing Systems of Care
From the perspective of
individual organizations and programs…
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Company Confidential
Human Service Organizations Face Complex Challenges
Do we have capacity?
Does this client / family meet eligibility criteria?
Is my program the right fit?
Are there individuals in my community we aren’t
reaching?
Are their better resources available for this family?
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Company Confidential
The Answer for Human Service Systems of Care
Psychology
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Economics
Gestalt Theory
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The whole is greater than
the sum of its parts
Program
A
Program
B
Community
Information Symmetry
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Information
about Needs
Program C
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A condition in which all
relevant information is
known to all parties
involved
Company Confidential
Information
about Resources
Coordinated Assessment & Centralized Intake Defined
A systematic method of identifying human service needs,
addressing those needs with appropriate resources, and
sharing relevant information across multiple programs or
organizations.
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Company Confidential
March 25, 210
Example for Today’s Presentation
Coordinated Assessment within a Homeless System of Care
(Continuum of Care - CoC)
Goals:
• Match the right resources with the right individuals
most appropriately
• Prevent unnecessary burden on individuals and families
• Prioritize and target resources
• Increase community-wide coordination and
collaboration
• Meet HUD’s requirement for CoCs
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Company Confidential
Coordinated Assessment in HUD Terms
Coordinated Assessment
“Centralized or coordinated assessment system is defined
to mean a centralized or coordinated process designed to
coordinate program participant intake, assessment, and
provision of referrals. A centralized or coordinated
assessment system covers the geographic area, is easily
accessed by individuals and families seeking housing or
services, is well advertised, and includes a comprehensive
and standardized assessment tool.”
(CoC Interim Rule, Section 578.3)
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Company Confidential
Models of Coordinated Assessment in CoCs
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Centralized
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Decentralized
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Telephone-Based / 2-1-1
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Mobile Case Manager
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Mixed
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Company Confidential
Primary Components of Coordinated Assessment
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Initial Assessment Tool(s)
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Intake / Referral for Immediate Need
Detailed Assessment Tool(s)
Determinations
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Focused on Prevention and Diversion
Eligibility
Program Fit
Capacity
Accessibility
Actions
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Direct Placement
Reservations
Referrals
Wait Lists
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Company Confidential
Primary Components of Coordinated Assessment
Initial Assessment
Prevention?
Diversion?
Shelter?
Detailed Assessment / Determinations
Eligibility?
Fit?
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Capacity?
Company Confidential
Accessibility?
How can assessments be utilized to match clients /
families to the right resources?
Automated
Eligibility
Information
Assessment
Scoring
Symmetric
Information
Case
Manager
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Company Confidential
Real-time
Capacity
Information
Information Technology Tools
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Unique / Tailored Assessments
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Workflows
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Intuitive and Simple to Use
Automated Scoring
Guide user behavior
Take complex concepts and make them simple
Referral Coordination
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Manage releases of information
Enable updates on each end of referral
Streamlined email notifications (secure)
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Company Confidential
Information Technology Tools
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Automated and Streamlined Eligibility Determination
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Capacity Determination
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Identify physical bed / room / unit availability
Identify funding availability
Waitlists / Direct Placements / Reservations
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Able to meet simple or complex rules
Doesn’t require additional data entry
Different organizations have different levels of
engagement
Mobility
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Ensure information is readily available on all types of
devices
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Company Confidential
Tools in Practice
ClientTrack Demonstration
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Company Confidential
Coordinated Assessment Planning Tips
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Clearly identify, document, and broadcast your goals for
coordinated assessment
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Use existing data to target appropriate interventions and
resources
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Assess existing information technology capabilities and what
information can be implemented incrementally
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Engage community stakeholders with WIIFM
What’s In It For Me?
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Ensure you have plans to incorporate feedback from the
system (qualitative and quantitative)
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Company Confidential
Human Service Technology Can Bring Clarity
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Company Confidential
Resources
National Alliance to End Homelessness
Coordinated Assessment Toolkit
http://www.endhomelessness.org/library/entry/coordinate
d-assessment-toolkit
United States Interagency Council on Homelessness – Crisis
Response Toolkit
http://www.usich.gov/usich_resources/toolkits_for_local_a
ction/
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Company Confidential
Thank You
About ClientTrack
Contact Information
Founded in 1983, ClientTrack Inc.
provides software and professional
services that advance the missions of
Health, Human and Social Service
organizations by enhancing their ability
to gather, use and report client
information.
www.ClientTrack.com
888.449.6328
Upcoming Events:
Lutheran Services Annual Conference, April 8-11, Washington DC
Nonprofit Technology Conference (NTEC), April 11-13, Minneapolis, MN
National Human Services Data Consortium (NHSDC), April 25-26, Seattle, WA
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Company Confidential