clienttrack hmis user manual

July 2018

ClientTrack HMIS User Manual JOH & Safe Haven Providers Courtesy of HMIS Training Department

CLIENTTRACK USER MANUAL FOR JOH/SAFE HAVEN PROVIDERS

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Overview

This user manual is designed to support the information received in training on the basic and project specific features of ClientTrack and how ClientTrack supports the relevant data specific elements required to be collected for After Hours & Winter Initiative projects.

In this manual you will find the following information:

• OHS Staff Contacts - Page 3 o Staff List and Contact Information o OHS HMIS Help Desk Information

• Review Security Policies and Procedures – Page 4

o Informed Consent Policy o Computer Storage o User Name and Password o PA Limited English Proficiency o ClientTrack Access

• Overview of ClientTrack Features – Page 6

o Basic Navigation o Home Workspace o Client Workspace o Support Workspace

• What Does Data Entry Look Like in ClientTrack? – Page 16

o The Project Entry Workflow o Housing Assessors in HMIS o CEA-BHRS Housing Assessment Workflow o The Project Exit Workflow


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OHS Staff Contacts Marybeth Gonzales Deputy, Policy, Planning and Performance Management [email protected] 215-686-7190

Michele Mangan Director of Performance Management [email protected] 215-686-7161

Kitchener Jones HMIS Data Manager [email protected] 215-686-7139

Sharon Pugh Data Specialist [email protected] 215-686-7112

Carrie Perez HMIS Lead Help Desk Technician [email protected] 215-686-7114

Bernard Jackson HMIS Help Desk Technician [email protected] 215-686-7113

Nancy Gilliam Lead Trainer [email protected] 215-686-7157

Charlette Harrison Trainer [email protected] 215-686-7192 HMIS HELP DESK If you need assistance with your user name & password or encounter any issues with ClientTrack at any time, please email the help desk at [email protected]. Please do not send any identifying information for clients when emailing the help desk. There is a unique client ID number assigned to each client record in the system. Please use the client ID number when emailing the help desk if applicable.


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Security Policies & Procedures

Information that could lead to individual identification is considered Personal Protected Information (PPI). Agencies participating in HMIS should have procedures in place for the secure storage and disposal of hardcopy and electronic data generated from ClientTrack or created for entry into ClientTrack. PPI should be stored in locked drawers/file cabinets and hardcopy data should be shredded before disposal. Electronic PPI including data contained on disks, CD’s, jump drives, computer hard drives and/or other media should be reformatted before disposal.

PRIVACY AND CLIENT INFORMATION RESTRICTIONS Notice of Privacy Practices: The Notice of Privacy Practices including the purpose for data collection should be posted in a public area and in an office where an intake professional meets with clients. The full privacy policy notice should be posted on the web sites of agencies, as well as made available to clients who request it. The document can be requested from the Office of Supportive Housing HMIS department by emailing the OHS HMIS Help Desk.

Informed Consent Policy: Effective 10/1/2017, providers must obtain informed, signed consent prior to entering any client identifiable information into HMIS. The client must sign an Authorization to Disclose Client Information form. Clients that provide permission to enter personal information allow sharing of client and household data within the continuum. If a client refuses to consent, end users should not include the client’s First & Last Name, Social Security Number, or Date of Birth in the record. End users should create a name to identify the client record by, indicate it as “Partial, street name, or code name reported” & enter Client Refused for the SSN & DOB. Services are not to be denied if a client chooses not to include personal information. (The form used for JOH/Safe Haven clients also covers consent for the VI-SPDAT.) PA Limited English Proficiency: Policy mandates that any entity receiving federal funds must present any critical documents in the State’s list of 15 most common languages. Please reference the website: http://www.dhs.pa.gov/learnaboutdhs/dhsorganization/officeofadministration/languageservices/index.htm

CLIENTTRACK COMPUTERS All computers used to access ClientTrack should be situated in secure locations. ClientTrack computers in publicly accessible areas should be staffed at all times and not viewable by other individuals. All computers should be password protected, and the password you use to log onto your computer should NOT be the same password as your ClientTrack password, but rather a password to prevent access to the computer itself.

ClientTrack usernames and passwords should NEVER be shared with other users. Users should not keep username/password information in a public location (i.e., sticky notes on monitors or filed under HMIS or Password in a Rolodex). You will be required to change your password every 90 days for security purposes. Accounts are automatically deactivated after 90 days of inactivity for security purposes. To have an account re-activated, the end user will be required to attend refresher training with a member of the HMIS training department.


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ClientTrack Access

ClientTrack is a web based application that can be accessed through your web browser on personal computers as well as mobile devices. For maximum functionality, we strongly recommend the use of Google Chrome. The website URL is www.clienttrack.net/philahmis

Your User ID is the business email address listed on the HMIS User Agreement. For your first login, you will use a temporary password provided by HMIS support, and you will be prompted to change your password. ClientTrack security policies require the use of strict passwords. Passwords must

• Be a minimum of 8 characters long • Have at least one capital letter • Have at least one number • Have at least one special character (! @#$%^&*)

Once you hit the Sign In key, please use your mouse to click on the following link if it appears:

You will also be prompted to update your recovery information. This entails creating a security question, which will allow you to recover your password if it’s forgotten.


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Once you enter your log-in information, you will see the following screen:

The Workgroup dropdown box shows the workgroup you will be using. The workgroup determines what kind of functionality you will have in the system. Unless you work with other projects in your organization, you should always see Non-Funded Providers displayed in this dropdown. The Organization dropdown shows your organization, which will determine the projects you have access to. The Location dropdown is not currently being used. Clicking Use these settings will cause the HOME Workspace to load. In addition to this workspace, you will also have access to the Client Workspace and the Support Workspace.

Before we review the workspaces, let’s get familiar with some of the features and frequently used navigation icons in the system.

Overview of ClientTrack Features

Basic Navigation There are basic navigation tools you will use to work your way through ClientTrack. Let’s begin with the top tool bar starting on the left hand side. Here you will find: 1) Workspace Menu, 2) Workspace Navigation Toggle Box, 3) Search Field* 4) Settings [your name], Help and Sign Out links.

1. Workspace Menu: The name of this menu and the menu options available will depend on the workspace you are in: Home, Client or Issues. All menu headers have one thing in common, the pushpin. The position of the pushpin will determine whether or not the menu remains visible while you are working. If the pushpin is facing down (as shown above), the menu will remain visible.

If the pushpin is facing to the left, when you click anywhere in the workspace the menu will collapse.


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To restore the menu, click on the Hamburger Menu button.

Workspace with Menu Visible

Workspace with Menu Collapsed


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2. Workspace Navigation Toggle Box: This toggle box enables you to navigate amongst the four workspaces you have available to you in ClientTrack. Clicking on the toggle box will populate the workspace carousel on the screen. Click on the box of the workspace you need to access to cause the appropriate screen to load.

3. Search Field: You can search for system related functions using this field. (Case Notes, Enrollments, etc.) Not recommended to search for clients.

The preferred method of searching for clients in the system is the Find Client option located in the client workspace. This option will be reviewed later.

4. Settings, Help & Sign-Out Links: These links are shortcuts available to help you manage your workspace in HMIS.

Settings: The settings link is your name next to the bell. Click to open the Settings Box. Users with multiple workgroups or multiple locations within their organization can switch between workgroups and locations without signing-out of ClientTrack. You have the ability to upload a picture and to change the appearance of your dashboard by choosing a theme (default, metallic or light).


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Clicking the Change Password option will open new window where you can change your password and update your recovery information. You will be asked to create a new password. Enter your new password in the field indicated using the guidelines stated earlier in this manual. Re-enter it in the Confirm Password field, and enter your current password in the Your Current Password field. Click Change Password to confirm the change. To cancel the change & keep your current password, click Cancel. There is also an option in this box which allows you to update your password recovery information. Clicking that link will open a form where you can select your security question and answer.

Load any changes made in the settings box by clicking the Apply option on the bottom of the settings box. You can also sign out of ClientTrack from this box.

Help: The Help link activates a window where you can report issues, ask questions, & make suggestions.

Report an Issue: When you select Report an Issue, you are taken to a small form in which you can give a summary of the issue you are facing in the system. Please be sure to report the issue from the page that it was encountered. This will allow staff to see what was going on in the system when the issue was encountered. You can attach screenshots to your issue, but be sure that the screenshot contains no identifiable client information. You can notify additional people on your issue by clicking that option and adding their name, email address and phone number. Issues are first sent to the PhilaHMIS Help Desk. If the issue cannot be resolved by the Help Desk staff, it is escalated to Clienttrack. You will receive an email when the issue has been received and assigned. You can also check the issue status in the Issues workspace.


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Ask a Question Similar to reporting issues, the Ask a Question form allows you to ask a short question and provide more detailed background, as well as upload files and screen shots. When you ask a question through this form, it is sent to the HMIS Lead Agency, who will respond to you as soon as possible with clarification. Make a Suggestion If you have feedback or have a recommended change that you would like to communicate, submitting it through this form is always best. It also provides the level of detail required from the Submit an Issue and Ask a Question forms. View Documentation The documentation available through this link is the ClientTrack Comprehensive User Guide, a general guide that provides standard information for newer users. Sign Out: You are asked to sign-out of HMIS prior to closing the window, as some internet browsers retain your information. For security reasons, it is critical that you use this button or any of the other available sign out options to log-out of ClientTrack when you are finished working or when you are leaving your computer.

The Home Workspace As stated previously, you will have access to three workspaces in ClientTrack: The Home Workspace, the Client Workspace & the Support Workspace. Logging in will direct you to the Home Workspace, where you will find the Home Menu and your User Dashboard.

The Home Menu

The Home Menu lists the functionality available to you as an end user.

The first menu option is a link to the User Dashboard.

Clicking it will restore your dashboard in the workspace.

The Recent menu option will display a list of entities you recently worked with for quick access.

T The My Clienttrack section houses the following menu options:

Incoming Referrals loads a list of referrals sent to your

organization by intake.

The Current Enrollments menu option lists clients enrolled in a specific project.

The My User Configuration menu option hosts the sub-options Change My Password & Set Recovery Information.

The Paused Workflows menu option essentially allows you

to save the work you have completed in a workflow. (In ClientTrack, a workflow is a series of forms and assessments needed to complete a specific task like a project entry or an update assessment.) When you begin a workflow, you might find yourself in a situation where you have to stop working on it. You can save your place in the workflow by using this pause option.


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At the top of the workflow menu itself, you will see a cancel symbol (X) and a pause symbol (||). To save any work completed in a workflow, click (||). This allows you to pause the workflow and go back to it later. Click the (X) to cancel the workflow and remove any information you entered while in the workflow. This does not delete information entered outside of the workflow. To resume the workflows you have paused, select the Paused Operations menu option. You will be shown a list of all of the workflows you have paused. (Be advised that these workflows will remain on the list until you retrieve them. They do not expire.) Select the appropriate option based on the action you want to complete with the workflow:

This option resumes the workflow where you left off.

This option starts the workflow over from the beginning.

This option deletes the workflow. This option can cause you to lose some or all of the data that you entered.

The My Submitted Issues menu option is another link to the Support workspace outside of the workspace carousel.

The Additional Tools menu option contains sub-folders that link to Open Enrollments w/Most Recent Assessment & Case Load Reassignment.

The Reports menu option links to basic reports such as Clients in Projects, Enrollment Demographics, Service Summary, and others.


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The User Dashboard

The dashboard is divided into 3 sections:

1. Global News: Here you will find news items that impact all agencies participating in HMIS. OHS will post information regarding reporting deadlines, HUD updates and upcoming trainings in this section.

2. Current Program Enrollments: This section lists all current project enrollments in your organization by Project, Cases & Clients.

3. My Case Assignments: For case managers, this section will list all clients that are currently on your caseload. You can access the client record by clicking the Select This Client icon by the client

name. Doing so will take you to the client dashboard.


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The Client Workspace The Client Workspace is very similar to the Home Workspace. Every client in the system has their own unique workspace that consists of a Client Menu and a Client Dashboard.

The Client Menu

The Client Menu lists the functionality available to you for use when working with specific clients in the system. Client Dashboard restores the dashboard in the workspace. Find Client is used to search for clients. Project Entry opens the enrollment workflow. New Housing Assessment opens the Housing Assessment workflow

CLIENT MANAGEMENT hosts the following- Edit Client Information opens the form to edit basic client information. Family Members shows the selected client's family members & history. Assessments - a list of assessments that have been created for the client. Enrollments - a list of all enrollments for the client. Housing Applications - a list of client’s completed housing applications. Services – a list of services client has received. Case Notes opens the Case Note History & Add New case note option.


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The Edit Client Information section also hosts a sub-folder in which you will find: Address History is a list of all of the clients addresses recorded in

the system. Case Managers shows the client’s history of assigned case managers.

You can also assign a case manager from this link and print a case manager’s assignment history.

Identification opens the form to record, review & print case notes. Veteran Information opens the Veteran Assessment form. Information Release Information Release Exceptions Paused Workflows shows workflows in process specific to the client.

The Client Dashboard

This dashboard is divided into 5 sections:

1. Basic Client Information: This section contains the client’s basic demographic information, including the unique Client ID Number that is generated by the system for every client.

2. Enrollments: This section shows all of the projects the client has been enrolled in, both current and previous.

3. Services: This section provides a list of all of the services provided to the client during a project enrollment.

4. Housing Application: This section provides a list client’s completed housing applications

5. Centralized Simple Referrals Intake: This section provides a list of all of the referrals provided to the client from centralized intake.


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The Support Workspace The Support Workspace consists of a dashboard upon which you will find a list of every problem, question and suggestion that you submitted in the system via the Help link. The dashboard lists the issue number, submission date, type (issue, question, or suggestion), a summary, the status and whom the issue was assigned to. You can track the progress of your submissions in this workspace and add additional information to previously submitted issues by selecting the edit icon next to the submitted issue.


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What Does Data Entry Look Like In ClientTrack? Project Entry for JOH/Safe Haven Providers The project entry workflow for JOH/Safe Haven projects begins from the Client Workspace. Search for Client

It is extremely important that a search is done for a client prior to any type of data entry in the system, because we want to avoid having duplicate records. To do a search, click on the Find Client menu option on the Client Menu. Clicking that menu option will open the Find Client form shown below. We recommend as best practice to enter the first 2 letters of the first and last name to return the maximum possible matches. Click Search.

If the system finds no matches, you will see a message that says, “No records found”. You would then click on Project Entry to create a record & enroll the client.


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If the system finds potential matches, the search results will display. If the client you searched for is not on the list, click on Project Entry to create a record & enroll the client. If the client is on the list, click on his or her name to pull up the client’s dashboard.

Select Add a new client if you are adding a client that does not have a record in the system. Select Use the current client if the client was found.


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The Basic Client Information Form will load. This data will have been collected during intake. Verify the information is correct. If the client states that something is incorrect, make the change. All fields marked * are required. All data is self-report. Confirm the spelling of the client’s name. Use proper capitalization. If the full name is not reported, change the Name Quality to “Partial, street name or code name reported”. If only the last four digits of the SS# are collected, leave the first two fields blank & record the last four in the last box. If client doesn’t know his or her SS#, select “Client doesn’t know”. If client refuses to give SS#, select “Client refused”.

If the Birth Date is partial, change the Date of Birth Quality field to Approximate or Partial DOB Reported.


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Checking the box for Show Address and Contact Information will populate a field where any contact information for the client is or can be recorded (shelter address, message phone number, etc.). The Household identification number & the Relationship to Head of Household will default. You can enter Emergency Contact Information if available. Click Finish to continue.

You will be directed to the Household Members form next. This form is used this to enter data for the additional household members. (It will be rare for JOH/Safe Haven providers to use this form. If necessary, complete all fields marked *for each additional household member. Click Save & Close to proceed.


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The HUD Project Enrollment form will load next. Select your project from the drop-down menu. Check the box next to the client to indicate he or she is being enrolled. Enter the date the client(s) started the project if you are doing data entry on a different day. Click Save to continue.

The HUD Universal Data Assessment will populate next. The top of the form will be pre-filled except for the Disabling Condition field. Client Location will default to PA-500 –Philadelphia CoC.


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Disabling Condition Rationale This data element is used with other information to identify whether a client meets the criteria for chronic homelessness. It is not necessary to provide documentation to complete this data element. Data Collection Instruction Record whether the client has a disabling condition at the time of each project start. A disabling condition is one or more of the following: • A physical, mental, or emotional impairment, including an impairment caused by alcohol or drug abuse, post-traumatic stress disorder, or brain injury that: 1) Is expected to be long-continuing or of indefinite duration; 2) Substantially impedes the individual's ability to live independently; and 3) Could be improved by the provision of more suitable housing conditions. • A developmental disability, as defined in section 102 of the Developmental Disabilities Assistance and Bill of Rights Act of 2000 (42 U.S.C. 15002); or • The disease of acquired immunodeficiency syndrome (AIDS) or any condition arising from the etiologic agency for acquired immunodeficiency syndrome (HIV). Additionally, if the client is a veteran who is disabled by an injury or illness that was incurred or aggravated during active military service and whose disability meets the disability definition defined in Section 223 of the social security act, they should be identified as having a disabling condition. If a screening or assessment indicates that a client has a disabling condition, enter ‘Yes.’ Answer the Living Situation questions. Click Save.

Living Situation Rationale To identify the type of living situation and length of stay in that situation just prior to project start for all adults and heads of households. This data element is to be used with other information to identify whether a client appears to meet the criteria for chronic homelessness. The responses are intended to reflect from the client’s last living situation immediately prior to the Project Start Date. For projects that do not provide lodging, the ‘prior’ living situation may be the same as the client’s current living situation. It is not necessary to provide documentation to complete these data fields in HMIS.


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Data Collection Instruction Intake staff should ask clients about their homeless history, including specific instances the client spent on the street, in an emergency shelter, or in a Safe Haven project. This may require defining or explaining each field to the client.

You have completed the Project Entry Workflow.

Click Finish to close the workflow menu and to be redirected to the Client Dashboard.


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Housing Assessors in HMIS

The primary role of an assessor is to gather the information that the system needs to create matches that accurately reflect the needs of the household. As an assessor, you are not simply filling out a housing application. You are the point person collecting the information that will assess household needs & vulnerability to determine the best housing option to end a housing crisis. As an assessor, attention must be paid to the data being collected. Is the data already in the system? Does the data already in the system accurately reflect the current state of the household? Data that is not accurate and timely creates the potential for households to be eliminated from housing opportunities they qualify for and vice-versa.

CEA-BHRS Housing Assessment Workflow A workflow is a series of forms and assessments necessary to complete a specific task. The Housing Assessment Workflow combines the necessary forms and assessments that will gather the information needed to match households to the best possible housing opportunities available. The screenshot to the right shows the Housing Assessment workflow menu. The workflow consists of the following forms & assessments: • Full Client Info Form – collects demographic info for the HOH ● Family Members Form – collects demographic info for all HH members ● VI-SPDAT - The Vulnerability Index - Service Prioritization Decision Assistance

Tool (VI-SPDAT) is a triage tool. It helps to inform the type of support and housing intervention that may be most beneficial to improve long term housing outcomes as well as the order (or priority) in which people should be served.

● Flag Score – provides the assessor the option to request a score review based on observation if it is believed the score achieved does not reflect the HH accurately

● HMIS Barriers Assessment – collects information regarding barriers. HH members assessed individually

● Financial Assessment – collects information regarding income and non-cash benefits. HH assessed collectively

● Financial Evaluation – calculates federal poverty level & area median income (AMI) based on data from financial assessment

● Eligibility Screening - collects information about involvement with DHS, Criminal Justice, DV experience and past debt & arrearages

● Housing Needs & Preferences – collects information regarding specific requirements & desires a HH has regarding potential units

● Document Checklist – collects information on documents in the HH’s possession to inform case managers of what documents they need to assist the client in obtaining for housing purposes

● Project Eligibility – search engine matches households to units


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Full Client Information Form Because the client is enrolled in a project, most of the Full Client Information form will already be completed. It is imperative that this information is reviewed & confirmed to be correct. If anything is not correct, it should be corrected in this workflow.

Why is this important? Any mistake in data entered could potentially disqualify a household for a housing opportunity. If a client is 24 but his age is calculated as 25 due to an error entering the birth year, he will be disqualified for housing opportunities he is qualifies for and vice versa. Family Members Form This form, like the Full Client Information form will already be completed with information that was collected at project entry. If an additional household member is to be included in the housing opportunity, add the basic demographic information required on this form. Click Save.

Why is this important? There can be instances where households will have members being considered for the housing opportunity who are not included on the current JOH/Safe Haven enrollment in HMIS. There might be a child in DHS custody awaiting reunification, a spouse who was placed at a different location due to space restrictions, etc. For the household to be qualified for the housing they need, it is important to record the actual household configuration.


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VI SPDAT The VI-SPDAT will be conducted for the HOH only. You must have written consent to conduct this assessment. In the system, you do not need to concern yourself with scoring; just record the client’s responses to the questions. The system will calculate the score for you. Any previous VI-SPDAT assessments conducted for the client will be listed on the VI-SPDAT page. If there is an existing assessment that was conducted less than a year ago, you have the option of using the existing score if it is still accurate. Simply click on the row that lists the assessment you would like to use. Doing so will by-pass the assessment tool and take you directly to the Flag Score section of the workflow. There are 3 population specific versions of the VI-SPDAT; one for singles, one for families & one for unaccompanied youth under age 24 who do not have children of their own.

VI-SPDAT for Single Adults will be completed for single adults 25 or older VI-SPDAT for Families will be completed for households who have at least one child under the age of 18 TAY-VI-SPDAT for Youth will be completed for individuals under 24 years old who do not have children

The client and family member information entered in the system will determine which version of the VI-SPDAT will load. If for any reason the assessment loaded does not match the household type, please submit a Help Desk ticket. Why is this important? Assessors will need to pay attention to the type of assessment that loads. If the correct assessment isn’t administered, there is a risk that the household will lose out on potential matches or be matched to housing opportunities they really aren’t eligible for. You should be able to complete the assessment in 15 minutes. If for any reason the client should want or need to take a break, you can save the assessment up to the point it has been completed & then pause the workflow. When you are ready to resume, simply retrieve the workflow from the client menu.


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Flag Score Assessors are asked to encourage clients to answer questions honestly. There might be instances when you know information that is contrary to how a client answered a question. Clients also have the right to refuse to answer any questions. If for these reasons you feel the VI-SPDAT score does not accurately reflect the household’s vulnerability, you have the option to request a Flag Score Review. Select No if you are not requesting a review. (You will be directed to the Barrier Assessment). Select Yes if a review is being requested.

In the description field, provide information that explains why you are requesting the review.


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The Clearinghouse will be asking the person who raised the flag three things: what's the overall category of the reason for the flag, what questions should the review panel focus on, and to send a brief narrative (for the panel) explaining the need for the review. Why is this important? This is not a side door to the prioritization process & should not be used randomly. Housing Assessors must demonstrate professional judgment if they decide to use this process. Assessors who refer a large percentage of individuals for score reviews that are unsubstantiated will be subject to additional training and/or other measures. HMIS Barriers The barrier assessment will be collected for every member of the household beginning with the HOH. The assessments will load back to back until each one has been completed. Please refer to the workflow menu to know which client is being assessed.

Why is this important? The barrier assessments will load back to back. End users should pay attention to the prompts on the workflow menu to know which client the assessment is being collected for.


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Financial Assessment Only one financial assessment will be completed; this assessment should reflect the income for the entire household.

Why is this important? When collected, the financial assessment in other workflows is only completed for HOHs and adults over 18 as per HUD requirements. In this workflow, all the household income must be represented on that one assessment.


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Financial Evaluation Select the most recent financial assessment collected that reflects the income of the total household. The system will calculate the Federal Poverty Level and the Area Median Income (AMI) based on the assessment selected.

Why is this important? To qualify for certain housing opportunities, household income must be at or below a certain percentage of the Federal Poverty Level or the Area Median Income (AMI) for Philadelphia County.


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Eligibility Screening This screen is used to collect information regarding a household’s Domestic Violence experience, involvement with DHS, Criminal Justice & any past debt or arrearages that could impact the ability to qualify for housing.

Why is this important? The information on this screen is used to determine eligibility for certain projects.


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Housing Needs & Preferences This screen captures a household’s needs as well as the preferences in housing units.

Answering Yes for unsafe areas or prefered areas will populate boxes to indicate the areas.


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Indicate the accessibility needs if any.

Select the correct population & the number of bedrooms. If one bedroom is selected, additional questions will populate asking if the client is interested in a SRO or efficiency.


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Make sure your contact info is correct, as you will be the primary point of contact when a housing opportunity presents. If there are people that would like to be kept abreast of the housing process, you can add their info. Click Save.

Why is this important? Collecting this information helps to inform what the needs are and gives the household a voice regarding what type of unit they would like to have. This is a demonstration of the person-centered approach to housing.

Document Checklist Clients will not be ruled out for a housing opportunity if the documents on the list are not available at the time the Housing Assessment workflow is completed. Most documents required for housing are time sensitive & should be collected when the housing opportunity presents itself. This form can be skipped by clicking Save & Close.


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Project Eligibility

On this screen, the eligibility search engine will search the projects in the system and add the household to each project the household is potentially eligible for. It will also add the household to any Stakeholders list (DBH, DHS) where there is a potential for a match, but a new level of eligibility will have to be determined by these stakeholders. The stakeholders can log in, see the list, and be asked if a client is eligible for their housing. Please allow the blue wheel to finish spinning before clicking the Add to Prioritized by Name List button.

Why is this important? The blue wheel spinning indicates that the system is searching all housing options listed in the system to calculate eligibility. If the button is clicked to soon, the search will be aborted and potential matches not captured.

After you click the button, you will see a prompt to click Finish to close the workflow. You have completed the assessment!


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Changing the Primary Contact Information on the Housing Assessment Due to the nature of JOH/Safe Haven projects, it is crucial that every effort is made to keep the Primary Contact Information on the Housing Assessment up to date. Updated information will ensure the client does not miss a housing opportunity when it presents. Please use the guidance below: • When a client enters your project, check to see if the client has a record in the system. If there is

a record, check to see if a Housing Assessment has been completed by looking at the Housing Assessment section of the Client Dashboard.

• Wait at least seven days before you complete a new Housing Assessment if:

o the client has no record in the system or o there is no record of a Housing Assessment or o there is a Housing Assessment but it was completed more than a year ago.


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• If a Housing Assessment has been completed and it is recent (under a year), click the Blue

Action Wheel next to the assessment & select the Change Primary Contact option.

The Contact Information section of the Housing Needs & Preferences form will load. The previous contact information will appear at the top of the form. Because you are logged into your account, your information will populate under New Primary Contact information. If someone else in your organization is the new contact, make the changes necessary. Verify the information is correct and click Save. Please note, although this process will make you (or someone in your organization) the new contact on the Housing Assessment, you will not be able to view the assessment as it was completed by another project in another organization.


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The Project Exit Workflow Project Exit is initiated from the Client Workspace. On the Client Dashboard next to the “Current Enrollment”, select the Exit the Enrollment option from the Blue Action Wheel.


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This will open the HUD Exit menu. Enter the Exit Date, Destination & Exit Reason. End Case Assignment box should be checked to end the case management assignment. Click Save.

The HUD Project Exit Assessment form will load. There is nothing to complete on this form. Click Save.


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You have completed the Project Exit workflow. Click Finish to close the workflow menu and to be redirected to the Client Dashboard.

The enrollment will now be listed as previous. You will see the exit date and the exit assessment ID.

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