Webinar 11-18 -14 no voice

WEBINAR:
HMIS Advanced Training –
Making, Receiving and Accepting Referrals

WEBINAR:
USING HMIS AS A TOOL TO MAKE
NEEDED SERVICES AVAILABLE
ACROSS PROJECTS & PROVIDERS.

Presented By: Ed DeMarco
WEBINAR:
USING HMIS AS A TOOL TO MAKE
NEEDED SERVICES AVAILABLE
ACROSS PROJECTS & PROVIDERS.

Homeless
Management
Information System
(HMIS)
I use the HMIS system,
but would like to
know more about
REFERRALS.

PROGRAMS
Represent the funding source
e.g. HUD-ESG
PROVIDERS
Local agencies, organizations etc.
that receive the PROGRAM funds
and manage the PROJECTS
PROJECTS
The specific activities funded to
provide services and achieve
outcomes for the homeless.
The Suncoast Partnership to
End Homelessness brings
PROGRAMS, PROJECTS, and
PROVIDERS together to make
important services available.

PROGRAMS
e.g. HUD-ESG
PROVIDERS
PROJECTS
PROGRAM
A PROGRAM represents the
funding source. This could be a
federal, state or county funding
source, a community program,
or contributions from a private
foundation or through
charitable giving.

PROGRAMS
e.g. HUD-ESG
PROVIDERS
PROJECTS
PROVIDER
A PROVIDER is the local
agency and/or organization
that receives PROGRAM
funds to provide services.

PROGRAMS
e.g. HUD-ESG
PROVIDERS
PROJECTS
PROJECT
A PROJECT is a specific
service funded through a
PROGRAM and operated by a
PROVIDER.

PROGRAMS
e.g. HUD-ESG
PROVIDERS
PROJECTS
Within our two county area,
the community of service
providers operates a variety
of projects that make a
positive contribution to end
homelessness.

With all of these PROGRAMS, PROVIDERS and
PROJECTS, how do we keep things coordinated
for the CLIENTS?
The Suncoast Partnership’s HMIS system is
designed to coordinate information for the
client, to track the impact the services
provided have upon the individuals served
and to measure the effect those services
have upon the community overall.

The Suncoast Partnership’s HMIS system is
designed to coordinate information for the
client, to track the impact the services
provided have upon the individuals served
and to measure the effect those services
have upon the community overall.

Within the HMIS system, there is a specific
method designed to identify the needs for a
client or household, and equip PROVIDERS
with a system to match those needs with a
service for that client or household.

This method is called A REFERRAL.

Need Identified
Match Need with Providers and Projects

Need Identified
Make the Referral

Need Identified
The Provider’s Project Accepts the Referral

Need Identified
Close the Referral Loop
by Providing a Service

HMIS
Need Identified
Close the Referral Loop by Providing a Service
All of this happens when we work
the HMIS Referral system properly.

42
Now you may be thinking…
Certainly, we don’t have to create a referral
every time we move a client or household
from one project to another, do we?

There are 3
kinds of
REFERRALS:
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There are 3
kinds of
REFERRALS:
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1. You may want to enroll a
client/household into
another project operated by
your PROVIDER.
Although it is a good idea, it is
not always required to provide a
Referral within your own
PROVIDER’S PROJECTS.

There are 3
kinds of
REFERRALS:
42
client/household into another
project operated by your
PROVIDER.
GOOD IDEA in every case.
**Keep in mind that those who
are working as Case Managers
for the Family Haven Alliance
Project are required to
complete the HMIS referral
process for any referral for a
household, even if it seems as if
it is within your own
organization, because the
Family Haven is a separate
reporting entity.

42
PROVIDER.
For FAMILY HAVEN, always required.
2. Refer to other Provider’s
Projects who are connected
with HMIS.
Making an HMIS Referral is
considered BEST PRACTICE in
this case and should be required
whenever the client’s needs are
best met by another
PROVIDER’S PROJECTS.
There are 3
kinds of
REFERRALS:

42
PROVIDER.
For FAMILY HAVEN always required.
2. Refer to other Provider’s Projects
who are connected with HMIS.
BEST PRACTICE and REQUIRED.
3. Refer to projects and
services that are available in
the community, but are not
part of HMIS.
Using the REFERRAL method we can still use
HMIS as a good way to identify needs that
are best met outside of the HMIS community
of PROVIDER PROJECTS.
There are 3
kinds of
REFERRALS:

The REFERRAL process starts here.
It doesn’t matter which group is going to receive your referral.
You begin by Identifying the CLIENT or HOUSEHOLD you will be working with.

Then click on the SERVICE TRANSACTION tab.

43
After selecting SERVICE TRANSACTIONS, you will see the
SERVICE TRANSACTION DASHBOARD.

43
On the DASHBOARD you will see an ADD REFERRALS icon. Click on
this icon and you are directed to CLIENT REFERRAL SCREEN.

By clicking on the
REFERRAL tab, you
see the REFERRAL
worksheet and can
take it step by step:
42
Work through each of
the five parts of the
REFERRAL process.
 Need Identified
 Match Need with
Providers and Projects
 Make the Referral
 The Provider’s Project
Accepts the Referral
 Close the Referral Loop
by Providing a Service

The Referral page is long and
can be a little confusing.
Before you start, look through
each of the sections.
Each section will be
referenced during the next
steps of our REFERRAL
training.
Some areas may be used out
of the order they appear on
the page, and some areas
may not even be needed for
your REFERRAL.

Need Identified
Near the top of the REFERRAL PAGE you SELECT the Household Members
whose needs are being identified. You can select ALL by selecting the
HOUSEHOLD TYPE. For SINGLE MEMBER HOUSEHOLDS, your client is
already selected.
R
R
R

Need Identified
Second, choose the need(s) identified from the SERVICE CODE QUICKLIST. You
can select up to FIVE NEEDS. If you find your need specified on the QUICKLIST
select it and then click on ADD TERMS.

Need Identified
In some cases you may find that the specific need is not listed on the
QUICKLIST, you can click on SERVICE CODE LOOK-UP to see a more options.
You will find that there are many more choices.

Need Identified
In the example below, we have clicked on BASIC NEEDS in SERVICE CODE
SEARCH and then we have selected EMERGENCY SHELTER. Click on SUBMIT,
when you have identified the need or needs.
R
R
R

How do I know if the needs for my CLIENT and/or
HOUSEHOLD have been recorded?
At the bottom of the REFERRAL worksheet, you will see the NEEDS
DATA section. The needs you identified for your CLIENT and/or
HOUSEHOLD will be listed here. We will revisit this section at other
times during the REFERRAL process.

 Need Identified
In the same way that you identify a need, you select the correct provider and
project through either the QUICKLIST provided or through a search of available
HMIS providers and projects.
First, check the QUICKLIST. These are providers that are most likely to meet the
need identified.

 Need Identified
If the Provider/Project is not on the QUICKLIST, you can search for it among all
of the Providers/Projects within HMIS that indicate they make available a
service that will meet the need identified.

 Need Identified
After identifying a keyword and the SEARCH RESULTS, select the PROVIDER for
the REFERRAL by clicking on the GREEN CROSS. If there is more than one need
identified, you may have to do multiple searches and select multiple providers.
Search on:
Shelter
The Salvation Army – Emergency Shelter

 Need Identified
If you are choosing emergency shelter, you should click BED AVAILABILITY before
completing your REFERRAL and making your selection. This process simply
confirms availability of a bed, but does not act as a reservation for a bed.

 Need Identified
Since different providers handle service
enrollments in slightly different ways, its always
best to make the call. Let the Provider know
that they have been selected for a REFERRAL,
and that it is on the way. You may be able to
help schedule an appointment with the
CLIENT/HOUSEHOLD at that time.

 Need Identified
Now that you have SELECTED the PROVIDER/PROJECT you can complete the
REFERRAL DATA.

 Need Identified
Select the NEEDS REFERRAL DATE. This date has been completed for you with
today’s date and the time. Unless you have made the REFERRAL at a previous
date and time and are just now entering the information, use the current date.

 Need Identified
Next, select the REFERRAL RANKING. This ranking is important to enable
priority to those most in need. Your choices are HIGH, MEDIUM, LOW.

 Need Identified
Finally, select a FOLLOW UP DATE. This is the date you will use to follow up and
make sure your referral has been accepted and the service is being provided.

 Need Identified
Check and make sure your REFERRAL is correct by looking at the REFERRED TO
PROVIDER list. This list matches the NEEDS IDENTIFIED, the CLIENTS referred
and the PROVIDER/PROJECT selected. If this information isn’t correct, scroll
back up to the PROVIDER/PROJECT list and make a different choice.

 Need Identified
Now, we are back to the NEED DATA form. We have looked at this section
before to be sure all of the needs were listed. Now, we want to check the DATE
OF NEED and that the NEED has been marked as IDENTIFIED.

 Need Identified
Finally, mark the NEED as SERVICE PENDING.

 Need Identified
To complete the REFERRAL process, click on SAVE ALL. A REFERRAL has now
been completed and awaits acceptance and the closing of the loop by providing
a service.

You may be asking, what happens
when the REFERRAL is going to a
PROVIDER who is not part of HMIS?
42

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The HMIS REFERRAL system works in much
the same way as it does for HMIS Providers.
You make a REFERRAL by identifying the
NEED, and then you select the PROVIDER
from the list.
If the PROVIDER is not on the list, contact the
HMIS team and we will add it for you.

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However, since the PROVIDER is not part of
HMIS, you will need to close the referral
loop, when it has been determined the
REFERRAL has been accepted.

 Need Identified
Now the HMIS Referral process switches from those issuing the
REFERRAL to the PROVIDER/PROJECT receiving the REFERRAL and
providing a SERVICE.

After a REFERRAL has been made to your PROVIDER/PROJECT, it is
important to accept the REFERRAL. Click on the SERVICE
TRANSACTIONS tab and then the REFERRALS tab.

You will see a REFERRAL listed where your PROVIDER/PROJECT
is listed as the REFERRED TO. CLICK ON THE PENCIL to respond
where you are listed as REFERRED TO.

Next, a REFERRAL dialog box appears. In the REFERRAL DATA section,
click on REFERRAL OUTCOME and select ACCEPTED from the PICK LIST.
Accepted

In that same section, you will find NEED STATUS AND OUTCOME.
CLICK on NEED STATUS and select CLOSED, then click on the
OUTCOME OF NEED pick list and change the response to FULLY MET.
Closed
Fully Met

If, for some reason you are not able to provide a service in response to
the referral then select the appropriate response. Your choices are
ACCEPTED ON WAIT LIST, DECLINED, CANCELLED. For DECLINED or
CANCELLED you select from a pick list of choices to indicate the reason.

 Need Identified
 Match Need with Providers and Projects
 The Provider’s Project Accepts the Referral

 Need Identified
 Match Need with Providers and Projects
 The Provider’s Project Accepts the Referral
The instructions that follow are for PROJECTS
that do not use SHELTER POINT.
SHELTER POINT projects must do their
service entries in that module.

Within the next 30 days, HMIS
Advanced Training in SHELTER
POINT will be made available.
Until that time, if you have
questions regarding the BEST
PRACTICES in SHELTER POINT
call HMIS.

Accepted
Except in cases where SHELTER POINT is the best option.
CLICK ON the SERVICE button in response to the REFERRAL and
complete the ADD SERVICE information in the form that displays.
Closed
Fully Met

The ADD SERVICE
dialog box appears. It
is in this section that
you enter and edit
information about the
SERVICE to be
provided.
If applicable, first,
select all members of
the HOUSEHOLD that
are included in the
SERVICE.

Keep the PROVIDER as it is listed.
Select MAKE SERVICE SAME AS NEED and the need will populate in
the SERVICE TYPE field.

Next, enter the START DATE. It is important that the START DATE for
a SERVICE be after the initial INTAKE for a CLIENT and after the
REFERRAL is provided.

After you click on SAVE & CONTINUE you are directed to a dialog
box for the service to be provided. Complete the information
requested that is specific to your service, and then SAVE & EXIT.

So, that’s it. Right?
Don’t forget that in the course of completing the
REFERRAL process you need to communicate with
the other PROJECT staff. The system is good, but
FOLLOW UP is essential.

FINDING SOLUTIONS TOGETHER
The REFERRAL process allows all of the
community PROVIDERS to work together
more effectively on behalf of CLIENTS.

Webinar 11-18 -14 no voice

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