HMIS New User Training Part 2: Data Entry Practice
Introduction to HMIS New User Webinar - Part Two: Data Entry Practice
Hosted by: Anna, a Data Analyst at RTFHThe purpose of this webinar is to equip new users with the necessary skills for entering client and enrollment information in the Homeless Management Information System (HMIS), specifically utilizing the Clarity training site.
Important Reminder: All information on the training site is fictional and should not be used for any real client situations.
Logging into Clarity Training Site
Verification of User: Ensure that your name appears in the upper right-hand corner of the screen. This confirms you are logged into your account.
Agency Confirmation: Check that you are logged in under the "Data Entry Practice" or "D Agency" switch to ensure you have the correct access for practicing data entry.
Creating Your First Client
Searching for Existing Clients
Conduct a search for your name to verify that no existing profiles have been created in the system for you.
Action if No Match Found: If your name does not appear, proceed to create a new client profile.
Adding a Client
Click on the "Add Client" button to open the client creation interface.
Social Security Number: Enter all zeros for the Social Security Number field as this is a training exercise.
Name Formatting: Set the quality to "Full Name Reported," and use placeholder names: enter your last name as your first name and your first name as your last name to maintain confidentiality in training contexts.
Age Requirement: Ensure that the date of birth entered shows that the client is over 18 years old to comply with training protocols.
Client Information Fields
Gender and Race Selections: Select gender and race options from the dropdown menu, avoiding any special responses or additional options that may confuse training entries.
In-status Field: Set this field to "No" to indicate that the client is not currently in status.
Release of Information Settings: Adjust these settings to include:
Permission: "Yes"
Start Date: the first day of the current month
End Date: seven years into the future.
Upload the multi-party authorization form as an "Attached PDF" to complete this section.
Reviewing Client's Profile
After saving the new client profile, make sure to note down your unique identifier (UID) as it will be needed for future references. Review the following:
Verify the Release of Information settings and ensure documentation is correctly uploaded.
Confirm that there are no household members listed initially for the client.
Adding Household Member
Creating the Minor Client
Navigate back to the search page to add another client as a household member.
Repeat the process of using all zeros for the social security number.
Name Setting: Assign the last name as "Training" and the first name as the UID from the previously created client.
Date of Birth: Ensure the minor's date of birth is accurately filled in based on training requirements.
Filling Out Minor's Release of Information
Set permission to "Yes" and choose "Household" as the documentation type.
Complete the record to finalize the minor's client profile creation within the system.
Connecting Household Members
Return to the adult client profile to manage and add household member details.
Search for the minor client using UID, confirm the details, and set up the relationship fields correctly to ensure accurate data representation.
Enrolling Clients in Programs
Program Enrollment Steps
Navigate to the Programs tab and toggle the option to include household members that are to be enrolled.
Set the project start date to the first day of the current month for accurate record-keeping.
Record the client’s prior living situation and accurately indicate the start date of homelessness as per the data collection requirements.
Disabling Condition
Understanding Disability Data Collection
It is crucial to ask clients about disabling conditions as this informs the criteria for chronic homelessness.
Ensure to seek clarification if any client responses seem contradictory to their previous data entries.
Update the enrollment's disabling condition field based on the collected client information, maintaining accuracy throughout.
Completing the Enrollment
Set the disabling condition status to "Yes" and select the appropriate options that align with the client's health conditions.
Record any income details and specify if the client has health insurance coverage to complete the enrollment process.
Assessment Types
Current Living Situation (CLS) Assessment
The CLS assessment is mandatory for Street Outreach and coordinated entry enrollments.
This assessment is classified as transactional, meaning it needs to be recorded for each contact made with the client.
Key Assessments to Remember
Status Update Assessment: Aimed at capturing any changes in the client’s data post-enrollment.
Annual Assessment: This is necessary for updating client data on an annual basis to maintain current records.
Finalizing Assessments
Begin filling out the Current Living Situation assessment; make sure the date aligns with the program start date.
Gather all relevant situational information and ensure all fields in the assessment are filled out accurately.
Closing Program Enrollment
Steps to Exit Clients
Toggle to exit both clients from the program and select the appropriate end program options.
Define exit destinations carefully to ensure accurate tracking of outcomes for future reporting.
It is imperative to capture accurate destination data at the time of the client exit to maintain integrity in the reporting system.
Conclusion of Data Entry Practice
This training is designed to ensure successful navigation and completion of essential data entry tasks within the HMIS system.
A final reminder to prioritize data accuracy, as it is crucial for improved reporting outcomes and effective client management.