HMIS User Group Agenda

• Welcome and Introductions (Lawrence)• Offered/Available Trainings (Heather)• Known Issues (Lawrence)• Leveraging Central Intake/Client Merge

(Beverly & Tong)

Limited Training

Training schedule scaled down until new Technical Trainer is hired and trained

New calendar Will return to old calendar

Modified Training

Limited Training

CM refresher extended for next 4 months Now 1 class a month:

Thursday, September 3 1-3:30 Thursday, October 8 9-11:30 Tuesday, November 3 1-3:30

CM Refresher

Limited Training

On hold until we can hire & train a new Technical Trainer

Will resume ASAP! Anticipate resuming in November

Report training & Open Lab

Offered Training

CM refresher: Tuesday, August 11th, 9-11:30 (WEBINAR)

HMIS 101 Basic User: Thursday, August 13th, 10-3:00 (WEBINAR)

HMIS 201 Case Manager: Wednesday, August 26th, 9-5:00 (SSHC)

AUGUST modified training dates:

Offered Trainings

HMIS 101 Basic User

Monday, July 20th 9-1 (SSHC)

HMIS 201 Case Manager

Wednesday, July 22nd 9-5 (SSHC)

July training dates remain the same

Offered Trainings

Hands-on problem resolution!

July 23rd, 1-4 PM (MHUW Computer Lab)

HMIS Open Lab

Training Sign-up

E-mail the helpdesk We will respond with a link to register Print out hand-outs before class

e-mailed as a link in reminder e-mails: “materials to review”

Signing up for webinars

Working with the vendor to build new data quality report Will measure the new data standards Until then, do not use old DQ report no longer accurate Will do reports training to answer any questions on this.

Thanks for your patience!

WORKAROUND: Run ProgramSpecificDataElement_Entry_Results & Summary ProgramSpecificDataElement_Exit_Results & Summary or APR. Q. 7 is a good DQ check. If you do not have these reports please contact the help desk

Known Issues: Data Quality Report

What occurred? De-duplicated client records

Changed the consent in the Central Intake Library from organization to system

• Basic demographic information is now accessible to all agencies users.

Removed agency silos

Leveraging Central Intake/Client Merge

Why was it necessary

Enhances our ability to generate unduplicated counts of the homeless and at risk population (i.e. dashboards).

Improves programmatic coordination & collaboration across the state (In compliance with the HEARTH ACT)

Helps improve data quality

Leveraging Central Intake/Client Merge

Advantages Decrease client duplication

Reduce data entry time

Prepare for programmatic reporting (i.e. Homeless System Performance Measures)

https://www.hudexchange.info/resource/3894/system-performance-measures-introductory-guide/

Identify trends in the homeless and at risk population

Accurately numerate the scale of homelessness

Inform system design and policy decisions

Leveraging Central Intake/Client Merge

Advantages Identify trends in the homeless and at risk population

Accurately numerate the scale of homelessness

Inform system design and policy decisions

Leveraging Central Intake/Client Merge

Process FollowedThe bulk of the records were de-duplicated with code

Was able to run script 24/7 with minimal impact to users

Client records w/o enough Personal Protected Information (PPI) were eliminated from the database

Duplicated clients were merged based on Soundex algorithm along with Full Social Security Numbers

Leveraging Central Intake/Client Merge

ObservationsHousehold changes in Central Intake were seen throughout the process

Different client identifiers began to be associated with the client records 

Data quality deficiencies were exposed

• Different clients sharing PPI

• Clients entered anonymously and by name (i.e. legal name or shorten name)

Leveraging Central Intake/Client Merge

Known issues users encountered: Duplicate clients

Single clients are now members of households

Family structures and/or members duplicated within households (different family structures)

Unable to find program records (add to my organization)

Client’s Central Intake Library information grayed out

• Clients with expiration dates

• Client with consent refused box checked

Leveraging Central Intake/Client Merge

Why are we seeing duplicatesTransposition errors & typos (misspellings)

Client using a different name at different agencies (i.e. nicknames, street names, shorten names, etc.)

Lack of full social security numbers

Clients presenting at different agencies with different family structures

Leveraging Central Intake/Client Merge

Impact of the duplicatesCould cause inaccurate reporting

Longer intake processing

Additional verification efforts

Increased problem resolution time

Leveraging Central Intake/Client Merge

Next StepsCreate a script to eliminate clients who were migrated and have never been touched

Work with agencies & vendor to manually merge remaining duplicates

Evaluate impact on reporting  

Modify the training to incorporate workflow changes

Continue to reach out to the helpdesk

Work with CoC and its committees to develop policy (i.e. legal name policy, etc.)

Leveraging Central Intake/Client Merge

Working with the database

Scenario 1 –Current program participants with duplicate records or cannot be found in Program Client Search

Search for client

Add to my organization

Identify the one with your program enrollment

Work with the client’s program record

Leveraging Central Intake/Client Merge

Working with the databaseScenario 2 – Current program participants with duplicate records who required a new snapshot (i.e. annual assessment, income updates, tec.)

Search for client

Add to my organization – (may be required)

Identify the one with your program enrollment

Confirm household structure

If family structure is not correct call the helpdesk

Leveraging Central Intake/Client Merge

Working with the databaseScenario 3 –Client has never presented at the agency

Search for client

Find the client with the correct family structure

Add to my organization

Update all central intake information

Select the “ready for entry” button & work with the client

Contact the helpdesk to report duplicates

Leveraging Central Intake/Client Merge

Working with the database

Scenario 4 –Family structure needs to be modified

If clients do not have duplicate records, we can add/remove/modify household members

If there are any duplicates within the household or if any household members have duplicate records. We will need to:

Verify family structure

Merge the duplicates

Update the household members’ information

Leveraging Central Intake/Client Merge

Working with the database

Scenario 5 –Client has never presented at agency and the correct family structure cannot be found or there are duplicates within the family

Family composition has duplicate clients within the household or missing family members

Contact the helpdesk

Leveraging Central Intake/Client Merge

Monday – Thursday (8 am to 4:30 pm) Friday (8 am to 12 pm) E-Mail =

colorado.hmis@coloradocoalition.org Phone = 303-312-9666 Allow 48 hours for response to e-mail and 24

hours for response to voice mail

Contact Help Desk