Looking for help with HMIS?
Street Outreach (SO) Master Workflow
The Master Workflows have been created by the HMIS administration team for each project type to help our users enter data into HMIS with the least amount of data quality issues. All Master HMIS Workflows should be considered Best Practices for your team.
Introduction to Street Outreach (SO) Projects
HUD-funded Street Outreach (SO) projects aim to help unsheltered members of the community by linking them to emergency shelter, housing, or essential services like food pantries. Street Outreach (SO) teams give instant, on-the-spot care by engaging clients through case management, emergency health/mental health services, and helping with transportation.
In the following resource we will be focusing on the requirements for Street Outreach (SO) projects that are funded through the HUD Emergency Solutions Grants (ESG) program. Projects funded under the Youth Homelessness Demonstration Program (YHDP) or SAMHSA’s Projects for Assistance in Transition from Homelessness (PATH) program may have additional requirements.
What data elements do Street Outreach (SO) projects collect in HMIS?
According to official guidance from HUD, the street outreach (SO) teams’ first goal is to build a working relationship with the client that helps collect the information necessary to provide them with services. These elements should be used as milestones to measure progress with the client, not tasks to be completed as quickly as possible.
Project Start Date
The project start date is when the team first encounters the client. The Street Outreach team will start collecting information about them at this point, editing the client record for accuracy and completeness as the team learns more about them over time.
This record does not have to be kept in HMIS until the client decides to officially enroll in the project. However, SO teams may choose to create a project entry in HMIS at this point to track…
-
- Interactions
- Supply distribution
- Case notes, etc.
Date of Engagement
The Date of Engagement is when the client officially decides to complete an intake and enroll in the SO project for case management. It may be on or after the project start date. All required data elements should be complete once the Date of Engagement is added to the client record to avoid any data quality issues on the project’s reports.
Street outreach teams are required to create a project entry in HMIS on or before the Date of Engagement if they are funded through…
-
- The US Department of Housing and Urban Development (HUD)
- The Substance Abuse & Mental Health Services Administration (SAMHSA), or
- The Veterans Affairs (VA) Administration
Current Living Situation
Street outreach teams must record the client’s Current Living Situation in HMIS…
-
- On the project start date.
- On the Date of Engagement.
- Anytime a client is met in person (in a street outreach setting or service setting like a drop-in center).
- Anytime there is a significant interaction between a worker and a client over phone or video conferencing.
There are several places in the client’s HMIS record to add their current living situation. These will be covered in the Step by Step Master Walkthrough.
Project Exit Date
The client’s project exit date is the day the client is no longer considered to be participating in the project. This can be triggered when the client…
-
- Enrolls in another project type
- Moves into housing
- Engages with another outreach project
- Is deceased
- Has not had a recorded contact in the past 90 days
Street outreach teams are encouraged to review all their project’s enrolled clients for these triggers at least once every 30 days to exit those who are no longer receiving services.
Step by Step Master Walkthrough
This section will help you follow best practices for Street Outreach projects while working in HMIS. In this document we will answer the questions “What should I do next?” and “When should I do this task?”.
If you are looking for instructions on using our HMIS platform, please use the hyperlinks below to visit each HMIS Knowledge Base article.
HMIS Homepage
You will always start from the HMIS homepage after logging into the site.
Task 1 – Enter Data As (if applicable)
If you have access to multiple projects in HMIS “Enter Data As” must be used to both read the profiles of clients who are currently open in your project, as well as when you are entering new information. Choose the correct project from the list provided.
Task 2 – Back Date Mode (if applicable)
Back Date Mode should be used whenever you are adding information to a client’s profile that was shared on a day in the past. This tool will allow you to set the system date to the correct day. If the information was given to you on today’s date and you are entering it on the same day, you will not need to use Back Date Mode.
Client Search Screen
You will always begin by searching for the client, either using an HMIS Client ID number, or the details provided during the intake process.
Task 3 – Client Search
If you do not have an HMIS Client ID number for this client, you will need to use their personal information to search HMIS for any existing client records that may match this person. Use as many details as you have to ensure you pull all records that might match your client.
If you have several records that might match this client in the search results, use the Summary and Client Profile Tabs within each record to view additional information that might help you select the correct record.
Task 4 – Creating a New Client Record (if applicable)
If none of your search results match the client’s information, you may create a new record using the information entered in the search.
Client File: Households Tab
Households should only be used if this client lives with others (ie – couples, families, etc). You do not need to create Households for singles.
Task 5 – Household Search (if applicable)
The household search will search for those with a matching last name to the client. If you find a match…
- Check the type. Does this match the household situation that the client is currently living in?
- Check the household members. Is everyone currently living in the household listed in HMIS? (Don’t worry about extra members that aren’t living with the household anymore as long as the Household type is correct and all current members are listed. You will be able to select the specific individuals needed when creating the Project Entry.)
If no households are found, use the Start a New Household button to get started.
Task 6 – Creating and Editing Households (if applicable)
Once you’ve created a new household and identified the type (ie- couple without children, two parent family, single parent family, etc) you will need to use the Client Search screen to add family members. This process will be identical to Tasks 3 and 4.
Additionally, if you have an existing household of the right type that is missing any members, you can use this household set-up screen to add more individuals using the Client Search. Once all current members of the household have been added to the list, you can continue on to create their project entry.
Client File: ROI Tab
Task 7 – Adding a Release of Information (ROI)
The Release of Information (ROI) for your project must be entered into the system before any information is added to the Entry/Exit Tab. Adding a release to the system (either yes or no) means that you have already collected the signed HMIS Release of Information (ROI) and Client Consent form from all adult members of the household.
- If your client is part of an HMIS Household that they are not currently living with, do not check the boxes to include the household.
- If your client’s household includes members that are no longer living with the household, do not check the boxes to include those individuals.
Client File: Entry/ Exit Tab
Task 8 – Creating an Intake (Entry/Exit Tab)
Adding a Project Entry
Each client should only have one open entry per project at a time (meaning an entry without an end date). The project entry should be created on the day the client completed the intake forms, or entered using Back Date Mode on the day matching their intake date. On the creation screen, choose the type of form that matches the project’s grant funding.
Filling in the Intake Assessment
Intake Assessments must be completed for each member of the household. Your project’s HMIS intake form is customized to the project’s funding requirements, as well as any special questions requested by your organization. This form should match the physical intake form completed by the client.
Most project intake forms are organized as:
- Demographics
- Housing History (Prior Living Situation)
- HUD Verifications (Income, Non-Cash Benefits, Insurance, Disabilities)
- Federal Partner-specific Data Elements (if applicable)
- Organization-specific Data Elements (if applicable)
- Engagement Date
- Coordinated Entry (CE) Data
What should I do with the Coordinated Entry (CE) Data section?
Street Outreach (SO) projects help triage clients to determine the most appropriate next steps to solve their housing needs and immediate concerns. Part of this triage is starting the CE process. As a Street Outreach team, you are considered an “Access Point” for CE. This means assessing the client for CE eligibility so the CE team can make referrals to housing.
This assessment data is recorded in HMIS under this section.
If you are not trained to complete the CE Assessment please leave this section blank and refer the client to one of our Coordinated Entry (CE) Access Points.
Coordinated Entry (CE) Access Points Contact Information
| Erie County | |
| Genesee St. Access Point
586 Genesee Street Buffalo, NY Phone: 716-819-8188 Open: Monday through Friday 7:00am-3:00pm |
Central Library Access Point
1 Lafayette Square, Buffalo, NY Phone: 716-367-8188 Open: Monday through Friday 8:30AM to 4:30PM |
| Genesee, Orleans, and Wyoming Counties | |
| Independent Living: Batavia
319 West Main Street Batavia, NY Phone: 585-815-8501 ext. 400 Open: 8:30am-5:00pm |
Independent Living: Albion
243 South Main Street Albion, NY Phone: 585-815-8501 ext. 421, 422 Open: 8:30am-5:00pm |
| Niagara County | |
| Heart, Love & Soul – Daybreak
924 Niagara Avenue Niagara Falls, NY Phone: 716-282-5687 Open: Monday through Friday 9:00am-3:00pm |
|
If you are trained to complete the CE Assessment please follow all the steps listed under Task 9.
Coordinated Entry (CE) Tasks in the Client File
Task 9 – Entering CE Assessment Data at Intake
The Coordinated Entry (CE) assessment process begins at intake (also called the Date of Engagement for Street Outreach) by entering the results of the survey.
Step A – Entry/Exit Tab
Getting your client added to the Housing Referrals list (also known as the By-Name list) starts with completing the Coordinated Entry Data section on the intake assessment.
- Current Living Situation (can be updated on the Assessment tab after Intake)
- CE Referral Event
- CE Assessment Results
Step B – Assessment Tab
To finalize their information, go to the Assessment Tab in the Client’s profile once the Intake Assessment is complete (on the same date). This tab will allow you to add the client’s contact information and your own. This information is very important for helping the CE Team contact clients once they have been referred to housing assistance. After this has been completed, select the version of the CE assessment that matches the one done by the client.
- Contact Information
- CE Assessment Results
Step C – Case Plans Tab
To help keep the Coordinated Entry (CE) team updated on the last time you had contact with a client, we recommend that you use the Case Plan Tab in the Client Profile. Before you wrap up the intake process, it helps to set up this tab by creating a generic case notes goal.
- Create a Generic Case Notes Goal
Task 10 – Updating Client Information for CE
As time passes, the Case Manager should continue to update their client’s HMIS record with Case Notes whenever they have contact.
Step D – Case Plans Tab
To help keep the Coordinated Entry (CE) team updated on the last time you spoke with a client, we recommend that you use the Case Plan Tab in the Client Profile. Use the generic case notes goal created on the date of intake to add notes about your interactions with the client.
- Add Case Notes (ongoing for the entire service time)
Step E – Assessment Tab
The Case Manager should confirm the client’s Current Living Situation (under the Coordinated Entry Data section of the Intake Assessment) and Contact Information at each meeting. They can update this information using the Current Living Situation and Contact Information boxes on the Assessments Tab.
- Change Contact Information
- Update Current Living Situation
Step F – Client Profile Tab
If the Case Manager collects any document files outside of HMIS that will assist with the Coordinated Entry (CE) process these can be uploaded on the Client Profile Tab.
- Upload File Attachments to HMIS
Client File: Entry/Exit Tab
Your project should only have open entries for clients that are currently being served. If you’re unsure about exiting a client, ask yourself the following questions:
Task 11 – Exiting Clients
Case Managers should make every attempt to conduct exit interviews with their clients to get an accurate picture of where they will be living moving forward, also known as the Destination. Exiting clients from the SO project will not remove them from the By-name list for as long as they are enrolled in the Coordinated Entry (CE) HMIS Project.
What should you use for the Exit Date?
- If the client has not contacted the project in the last 60 days… use the Back Date mode to exit the client 30 days after the last date of contact.
- If the client has left the area or communicates they are leaving the project… use the date you received this information as the exit date.
- If the client has moved into permanent housing… use the Move-in Date as the exit date.
Related Articles
Switching Between Projects (Enter Data As)
Changing the System Date (Back Date Mode)
Adding a Release of Information (ROI)
Uploading and Downloading Files
Still having trouble?
If you are still having issues with SO projects, please contact the HMIS Administration Team at [email protected].