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In this article, we will review how to identify inconsistencies and errors in Disabling Condition data within an Entry Assessment that will cause a data issue in the Annual Performance Report (APR) or Consolidated Annual Performance Evaluation Report (CAPER) in the Homeless Management Information System (HMIS). 

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Things to Know

Main Parts to Disabling Condition

There are two main parts to the Disabling Condition data.

1. Overall Yes/No
2. HUD Verification Transaction Box 

 

Parts to HUD Verification Transaction Box

The HUD Verification Transaction Box tracks if all Disability Types have been verified/reviewed with the client. If a disability type has been verified, it will show as a row within this box. There should be an Open Row for every Disability Type and each row should contain the following data points: 

2a. Whether or not the client is currently experiencing* that disability, and

2b. the start and, if applicable, end date for that disability type.

*Whether or not the client experiences a disability is a self-report field unless diagnosis documentation is required by your specific project. PSH projects are required by HUD to have diagnosis documentation in order to mark a client as experiencing a disability.

 

Two Shortcuts within HUD Verification Transaction Box

There are two shortcuts within the HUD Verification Transaction Box that help when reviewing Disabling Condition Data

1. Disabilities View All
2. HUD Verification

 

System Date

The System Date is either today’s date or the date you have set the system to by using Back Date Mode.

 

Open Row within HUD Verification Transaction Box

An Open Row is a row within the HUD Verification Transaction Box where the System Date: 

• Is on or after the Start Date and there is no End Date, or
• falls within the Start Date and End Date.

 

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Step-by-Step Instructions

1. Check for Consistency

The response to Overall Yes/No must be consistent with the open rows of disability type within the HUD Verification Transaction Box.

• If “Does the client have a disabling condition?” is “No,” then all Open Rows within the HUD Verification Transaction Box must also say “No.”
• If “Does the client have a disabling condition?” is “Yes,” then at least one Open Row within the HUD Verification Transaction Box must say “Yes.”

 

2. Check for Completeness

The HUD Verification Transaction Box must be complete.

• There must be an Open Row for each Disability Type. If a disability type does not have an open row, there will be a red triangle with an exclamation point to the right of the HUD Verification shortcut.

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Related Articles

Changing the System Date (Back Date Mode)

 

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Frequently Asked Questions

What can be used as disability documentation for project eligibility?

• Written verification of the disability from professional licensed by the state to diagnose and treat the disability;
• Written verification from the Social Security Administration;
• The receipt of a disability check (e.g. SSDI check or Veteran Disability Compensation);
• Intake staff-recorded observation of disability that, no later than 45 days from the application for assistance, is accompanied by evidence above; or
• Other documentation approved by HUD.

 

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Still having trouble?

If you still have questions about identifying a Disabling Condition data issue, please contact the HMIS Administration Team at [email protected].