ClientPoint Module Entry/Exit - Minnesota's HMISThis training is designed to teach core instructions on the basic data entry workflow projects use to enter data using Entry/Exit records

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ClientPoint Module –Entry/ExitDATA ENTRY 121

Topics We Will Cover

10/1/2016 WWW.HMISMN.ORG | WWW.ICALLIANCES.ORG 2

Searching for a client record

Creating a client record

Adding demographic information

Creating and updating households

Adding a Release of Information

Project Entry

Project Exit

Hot Topics: Backdate Mode

Enter Data As

Creating Households

Topics we will not cover: SkanPoint ShelterPoint Mid-Project Updates Service Transactions Case Plans and Goals Matrix Program-Specific Assessments

This training is designed to teach core instructions on the basic data entry workflow projects use to enter data using Entry/Exit records recorded in the Entry/Exit tab in ServicePoint. For complete data entry instructions, please also view:• Program (Funder) Specific training(s)• Universal and Common Data Elements (Foundations 115)• ServicePoint and Advanced Reporting Tool (ART) Reports (Reports 161)

Please note: As of October 1, 2016, DHS-OEO ESP projects do not use the core Entry/Exit data entry workflow.

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Materials and ResourcesINSTRUCTIONS


General HMIS Instructions Supplemental User Guides – By Program

(Funder)

Visit hmismn.org/forms-and-instructions for links to all materials and resources

Terminology


Program: Refers to the Federal or State or local funding source◦ i.e. HUD-CoC, MN HSG-FHPAP

Project: Refers to the specific grant

Provider: For the ServicePoint database, a provider is a technical term for a mechanism used to organize data into groups for data entry and reporting purposes.

Home Provider: Where your user account “sits” in the system. Ever user account has a home provider.

Project Provider: A provider intended for data entry that typically represents a specific project, or grant your agency receives.

HMIS (Homeless Management Information System): A local information technology system used to collect client-level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness.

ServicePoint: Each Continuum of Care is responsible for selecting an HMIS software solution that complies with HUD's data collection, management, and reporting standards. Minnesota’s CoCschose ServicPoint as their HMIS software solution.

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Important Update: 10/18/2016


10/18/2016 Update: There is a “NEW” process for adding the Release of Information. It is important for you to review and understand these instructions and ignore any instruction you receive in the video trainings regarding documenting a consented ROI in the ROI tab in HMIS. New Process for Adding an ROI Instructions can be found at hmismn.org/basic-user-training under Step 3.1.

Logging into ServicePoint


http://hmismn.org/wp-content/uploads/New-Instructions-for-Adding-a-ROI-into-HMIS.pdf

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Which Internet Browser?


ServicePoint and the Advanced Reporting Tool (ART) work best with Mozilla Firefox.

Best! Mozilla Firefox

Best! (for MAC/Apple) Safari

Good Internet Explorer

Ok Google Chrome

Web Address or URL


https://minnesota.servicept.comTraining Site: https://minnesota.servicept.com/training

https://minnesota.servicept.com/

https://minnesota.servicept.com/training

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Your Homepage


This will always display your Home or “Default” provider. This is where your user account was created in ServicePoint.

Your Homepage


Your name and “User Role” within ServicePoint (different than your job title at your agency)Click on the wheel to update your password or contact information

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Your Homepage


Enter Data As: Click on this before entering any dataBackdate: Necessary for some data entry to set an effective date of dataConnect to ART: Quick access to the Advanced Reporting Tool

MORE INFO TO COME ON THESE TOPICS!

Your Homepage


You can access a client record by typing their 7 digit ID here and selecting the client from the drop-down menu that appears.

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Your Homepage


Your side menu may look different. Every account, however, will have access to the menu options outlined in red.

Your Homepage


Last Viewed allows you to quickly access the last 10 clients viewed during your current session. Favorites allows you to quickly access up to 10 client records you have marked or “stared” as your favorites.

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Your Homepage


Home – Click to return to this Homepage

Your Homepage


ClientPoint – For a majority of HMIS Users, this is the main ServicePoint module you will use for data entry, and the module we’re covering in this training!

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Your Homepage


Other modules available in ServicePoint, you may not see all of these from your user account.

Your Homepage


Reports – Access ServicePoint and ART Reports (Learn more in the ServicePoint and Advanced Reporting Tool (ART) Reports training (Reports 161))

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Your Homepage


Admin – For most users, you’ll have limited options as you have a Case Manager III role within ServicePoint.

Your Homepage


Logout – Click to log off! Remember to log off every time you leave your computer!

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Your Homepage


System News – For information shared by ICA with all usersAgency News – For information shared within an agency to and from HMIS Users at that agency

Your Homepage


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The Core Data Entry Workflow


Data Entry WorkflowCORE WORKFLOW (ALL PROJECTS)

COVERED IN THIS TRAININGSUPPLEMENTAL WORKFLOW (PROGRAM BASED)

COVERED IN PROGRAM SPECIFIC TRAININGS

Adding a Service Transaction

Updating an “All-Inclusive Assessment” between Entry and Exit

Adding a Follow-up

Completing an additional assessment at Entry in addition to the “All-Inclusive Assessment”

Answering program specific data elements


Enter Data As and Backdate

Searching for a client

Creating a client

Creating a household

Updating a household

Adding a Release of Information

Creating an Entry record in the Entry/Exit tab*

Completing an “All-Inclusive Assessment” at Entry*

Completing an Exit Assessment at Exit*

*These steps do not apply to DHS-OEO ESP projects

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Project Provider Naming Convention


*NPP indicates provider is non participating<> serves as a placeholder when a required component does not apply

Provider List – Hogwart’s


Provider Name Provider IDTree Level

Hogwart’s House of Hope (Hogwart’s)-SLC (no data entry) 1234 3

Hogwart’s-ES-SLC-HUD-ESG-St. Louis 5678 4

Hogwart’s-ES-SLC-DHS-OEO HYA 9101 4

Hogwart’s-RRH-SLC-HUD-ESG-St. Louis 1213 4

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Enter Data As (EDA) Mode


Home Provider: Where your user account “sits” in the system. Ever user account has a home provider.

Project Provider: A provider intended for data entry that typically represents a specific project, or grant your agency receives.

Enter Data As: Allows you to move from your home provider to another provider

Home Provider



Home Provider

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Home Provider

Provider List – Hogwart’s


Provider Name Provider IDTree Level

Hogwart’s House of Hope (Hogwart’s)-SLC (no data entry) 1234 3

Hogwart’s-ES-SLC-HUD-ESG-St. Louis 5678 4

Hogwart’s-ES-SLC-DHS-OEO HYA 9101 4

Hogwart’s-RRH-SLC-HUD-ESG-St. Louis 1213 4

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EDA and Visibility


System administrators can set visibility of data based on which provider the data is entered by (which provider the user is in Enter Data As to, or the home provider if the user does not use Enter Data As).

Hogwart’s House of Hope

(Hogwart’s)-SLC(no data entry)

(1234)

Hogwart’s-ES-SLC-HUD-ESG-

St. Louis (5678)

Hogwart’s-ES-SLC-DHS-OEO

HYA (9101)

Hogwart’s-RRH-SLC-HUD-ESG-St. Louis

(1213)

Importance of EDA Mode


System administrators can set visibility of data based on which provider the data is entered by (which provider the user is in Enter Data As to, or the home provider if the user does not use Enter Data As).

Hogwart’s House of Hope

(Hogwart’s)-SLC(no data entry)

(1234)

Hogwart’s-ES-SLC-HUD-ESG-

St. Louis (5678)

Hogwart’s-ES-SLC-DHS-OEO

HYA (9101)

Hogwart’s-RRH-SLC-HUD-ESG-St. Louis

(1213)

The Burrow Shelter for

Families (The Burrow)-HLC (no

data entry)

(1122)

The Burrow-ES-HCC-HUD-ESG-

DHS OEO (3344)

The Burrow-ES-DHS-OEO ESP

(5566)

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Entering EDA Mode


Entering EDA Mode


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Entering EDA Mode


Entering EDA Mode


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Live DemonstrationENTERING ENTER DATA AS MODE


Searching for a Client Record


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Donald Duck



Don Duck

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4568

Duck



Follow 7 digit client record rules available on next slide.

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7 Digit Client IDs


For clients that enter your project on or after the day we open the system for statewide data sharing, only use Client Records whose client ID is 7 digits as these are clients created with the new visibility arrangements for statewide data sharing. This means if you find a record that matches all of your search criteria for a client entering your program, but the ID number is <7 digits, you’ll want to create a new client record.

A 7-digit number does not automatically indicate that the record is shared, just that the record was created after statewide data sharing was implemented. Thus, ALL new records created on or after we open the system will have a 7-digit number. You will see all of your own 7-digit records, even those that are closed. This is true whether you are a closed provider or an open provider with clients who declined to share.

If your provider is a closed provider (not participating in statewide data sharing), you can continue to use your existing closed records (<7 digits) even for new enrollments.

For enrolled clients that were in the project the day we opened the system, agencies continued to used the <7 digit existing client record for that enrollment.

Creating a Client Record


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Accessing a Client Record


Anonymous Clients


Do not create anonymous clients.

If a client does not sign the Release of Information, you can still put the client in the system with identifiable information (name and SSN). The client record, however, will be closed and only accessible to your project or agency.

You do not need consent to enter a client’s data into the database. You need consent to share.

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Live DemonstrationCREATING A CLIENT


Entering Backdate Mode


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Navigating a Client Record


Client Profile tab


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Households tab


Create or update a household to link client records together if clients are served together.

ROI (Release of Information) tab


ROIs should be collected and documented in the ROI tab for all clients that sign the form for statewide data sharing.

Only one ROI should be entered in this tab.

If entering an ROI, use End Date 1/1/2099.

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Entry/Exit tab


Add an Entry Record to document when the client or household entered your project; add an Exit Record to document when the client or household exited your project.*

Household members can have different Entry Dates and/or Exit Dates.*

You will complete your required funder Entry Assessment and Exit Assessment from the Entry/Exit tab (you will not use the Assessments tab for Entry or Exit).*


Assessments tab


The Assessments tab is not part of the Core workflow, however, you can use it to view an available assessment for all data as of the system date. (Note: The availability of assessments change based on the provider you are in EDA mode to.)*

The Entry/Exit tab, on the other hand, only allows you to see a snapshot of data - to view data effective as of Entry or Exit (or Interim Update).*


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Quick Reference Guide

Located in your Supplemental User Guide!

Overview of data entry steps to be compliant with your program’s reporting requirements


Quick Review of Topics Covered


Logging into ServicePoint and navigating your Homepage

The importance of Enter Data As (EDA) and how to enter EDA mode


Creating a client record, including Minnesota’s policy on Anonymous Clients

Navigating the tabs within a Client Record

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Live DemonstrationCREATING A HOUSEHOLD, ADDING A RELEASE OF INFORMATION (ROI) , ADD ING AN ENTRY RECORD, COMPLETING AN “ALL - INCLUSIVE” ASSESSMENT AT ENT RY


HUD Verification Tool

Not all sub-assessments are required for all programs. You only need to answer these if they appear on your program’s All Inclusive Assessment.

Answering the data elements by sub-assessment:

Health Insurance

Disabilities

Monthly Income

Non Cash Benefits


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Living Situation –Conditional Data Elements

ServicePoint uses conditional formatting to respond to a series of questions on the client’s prior living situation upon entry into any project, except Emergency Shelter, Street Outreach, and Safe Haven.

This series of questions is covered in the Universal and Common Data Elements Training.


Updates

Mid-project updates are required for some programs.

We will cover the topic of updates in your Program Specific training for programs that require mid-project updates.

You can also see your program’s Supplemental User Guide.Between Entry and Exit, some funders require you to update the All-Inclusive Assessment (completed at Entry) with new information regarding the client’s status.


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Live DemonstrationADDING AN EXIT RECORD, COMPLETING AN EXIT ASSESSMENT AT EXIT


Quick Review of Topics Covered


Logging into ServicePoint and navigating your Homepage

The importance of Enter Data As (EDA) and how to enter EDA mode


Creating a client record, including Minnesota’s policy on Anonymous Clients

Navigating the tabs within a Client Record

Creating an Entry Record at project entry

Answering data elements, including the HUD Verification sub-assessments and the “Living Situation” series of data elements on your All-Inclusive Assessment completed upon project entry

Creating an Exit Record at project exit

Answering and updating data elements, including the HUD Verification sub-assessments

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Hot TopicsBACKDATE MODE


Backdate Mode

Backdate mode sets your system date to a date in the past.


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Backdate Mode

Backdate mode is one way to set the effective date of the data you are entering. An effective date of data allows us to take the same data element and document changes over time.


History Bar

Backdate Mode

If you need to backdate, you will typically backdate to a client’s:◦ Entry Date

◦ Anniversary Date (update date), or the last day of the report period

◦ Exit Date


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Hot TopicsHOUSEHOLDS


Households – Rules of Thumb


Single Clients:

Do not create a household for a single client. If enrolling a single client, you have no need to visit the Households tab.

If a client that was part of a household returns for service as a single client, do nothing on the Households tab, simply do not include the other household members in the Entry/Exit records nor Service records.

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Household Type Changes

Create a new household if the Head of Household or Household Type changes in-between project participation.

Do not create a new household for a household currently being served by your project, even if the Household Type or Head of Household changes.

If the Household Type changes during project participation and the Head of Household stays the same, add the new client(s) to the current household and change the Household Type in the Households tab accordingly.

If the Head of Household changes during project participation, contact the Helpdesk.



Removing Household Members

Do not remove household members from a household (you can remove a household member when a person has passed away, but this is not required)

If a client was added in error, do not “remove” the client as that will still document their relationship as part of a household at one time. Instead, click on Add/Delete Household Members and click on the Trash Can.

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Do not create a new household if you do not have to.



The Households tab is used to connect client records together to provide an opportunity for clients to be connected together in the Entry/Exit tab or Service Transactions tab as a unit being served together. Clients connected together in the Households tab will not populate any reports, a household must have either an Entry/Exit record together in the Entry/Exit tab, or a Service Transaction record together in the Service Transactions tab to report together as a household.

Some clients will have multiple households. Your reports will be fine as long as you enroll the correct household.

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Hot TopicsCLOSING A CLIENT RECORD


Using Facebook to Understand Visibility


Default Visibility = Public

Custom Visibility = Friends

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“Closing” a Client Record




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You are not able to change the visibility of a client record that your provider did not create.


ROI

1. Create a client record.

2. Close client record.

3. Continue with data entry.

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“Opening” a Client Record


If you run into a situation where you want to open a client record that is currently not shared with the Statewide Data Sharing Group:

1. Confirm you have a Release of Information (signed or verbal), this might be consent from parent or guardian if client is a youth

2. Document that you have a Release of Information in the ROI tab

3. Contact the Helpdesk with the client ID

Hot TopicsFORGETTING TO USE ENTER DATA AS (EDA) MODE


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Forgetting EDA Mode


Implications

The visibility settings of your home provider will set the visibility of the data you entered. Your home provider may either share data with the statewide data sharing or not share. It is going

to depend on the backend settings.

Depending how far you got with data entry, you may not have had the correct assessments or tabs available to be complaint with your funder’s reporting requirements.

Forgetting EDA Mode


What to do if you forget to Enter Data As

1. If you haven’t gotten very far, it can be much easier to contact the Helpdesk to delete the incorrect client record that you created while you were not in EDA mode, and create a new client while in proper EDA mode.

2. Check the lock box in the Client’s Record to see if the correct default visibility was applied.

3. EDA correctly and go into the client’s record to confirm your data is compliant with your funder’s reporting requirements (that you’ve completed all the required data entry steps).

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Stay in touchHELPDESK: [email protected]

ONLINE: HMISMN.ORG


Documents

ClientPoint Module Entry/Exit - Minnesota's HMISThis training is designed to teach core instructions on the basic data entry workflow projects use to enter data using Entry/Exit records