Community Shelter Board: Coordinated Intake System

Community Shelter Board Coordinated Intake System Lianna Barbu Community Shelter Board www.csb.orgCoordinated Intake Overview of CSB Our family intake: before & after  Triage and Diversion  System characteristics  Assessment and Linkage ssess e t a d age  Outcomes Our single adult intake: before & after  Triage and Diversion  System characteristics  Assessment and Linkage  Outcomes Overview of CSB

Rebuilding Lives PlanColumbus and FranklinCounty, Ohio Point in Time Trends by Household Type - All  Population: 1600 1400 149 193 Franklin County - 1200 135 131 1,095,662 1000 sons Columbus Metropolitan Total Pers 800 Area - 1,725,570 1089 1120 1104 1081  Point in Time 600 400 Count: 200 1/25/2011 0 117 2008 108 2009 134 2010 144 2011 1,418 persons Unsheltered Sheltered Transitional Housing homeless (144 unsheltered)

Our Family System: Before & After B f AftBeforeAfter

Family system framework  Prevention & diversion  Single point of contact  Minimize shelter stay/move to appropriate housing quickly  Measures results and manage for outcomes  Shelters all families Franklin County Family Emergency Shelter System Diversion: Helping families stay in the housing they’re in, with support from community programs, social service agencies, family and friends, and other community agencies. First contact Permanent housing, usually with Transition assistance (CSB) between YWCA Family Welcome to the Family Center Referral to direct housing: Center and Family Housing Collaborative (Salvation Army, Homeless Families Foundation, family: Permanent housing Volunteers of America CSB) America, e  Triage Referral to Tier II shelter (Homeless Families Foundation, Volunteers of America)  Referral  Assessment  Services Referral to transitional housing (Amethyst)  Guidance Referral to permanent supportive housing (Community Housing Network, Amethyst, Volunteers of America, Maryhaven, Columbus AIDS Task Force) Treatment programs for severe issues (ADAMH agencies) 5/6/10RA-TA/Program Planning-Development/Family System Planning/Front door slide with provider names 5.6.10 Triage and Diversion Family presents at YWCA Complete Triage/Diversion; Enter data in CSP No Does Is family facing family eviction/ Yes have any h Assist family in foreclosure? other making alternate option? arrangements Yes Refer to Prevention Services No Complete Shelter Intake

Triage and Diversion Family immediately triaged to see if diversion is possible Referred to prevention if still housed Eligibility - must have minor children Intakes done 24/7, for all families with no other optionsPrevention Stable FamiliesFamily System Process Flow 5d Employment Intake Resource Services 1d Assessment 3d Family Advocate 1d Child Advocate 15d 6d 19d 13dDirect Client 7d 14d 4d Intake Intake IntakeAssistance Assessment Assessment Assessment 108d 127d Tier II Tier II

System characteristics Comprehensive Assessment Extensive housing partnerships Access to short-term rental assistance Highly collaborative High accountability & transparencyProgram Referrals Direct client assistance for rent/security deposit into market rate housing Direct housing g Job2Housing program Permanent supportive housingProgram Referrals Discussed in the PAM Meeting Family sent to best option

Managing Client LinkageProcess Linkages start at the PAM meetings Direct contact with next-step housing p providers and landlords All providers have access to the family’s CSP dataOutcomes Diversion Households served Average length of stay Successful outcomes Nightly Occupancy Average Transition TimeFront Door Outcomes CY2009 CY2010 Families Served 817 1,198 Female HoH 90% 89% Male HoH 10% 11% Single Adult Headed HHd 71% 72% New Households 75% 70% Contact Resolution Diverted 37% 26% Admitted 43% 56% Other (appeals, etc) 20% 18% New and Diverted 42% 28% Contact Type Phone 63% 62% Walk-in 34% 36%

YWCA Outcomes Successful Housing Outcome Households Served (#) (%)740 726 80% 72%720 68% 66% 68% 701 70% 696 57%700 688 60% 50%680 40%660 653 30% 20%640 10%620 0%600 FY2006 FY2007 FY2008 FY2009 FY2010 FY2006 FY2007 FY2008 FY2009 FY2010 Average Length of Stay Nightly Occupancy 50 44 44 (days) 45 47 39 40 38 25 35 24 24 30 23 23 23 25 22 22 20 21 21 15 20 10 5 19 0 FY2006 FY2007 FY2008 FY2009 FY2010 FY2006 FY2007 FY2008 FY2009 FY2010Changes Driven by DataAnalysis Overflow management handled by front door provider Manual to capture roles of each partner Streamlined next step housing practices Performance-based contracting Our Single Adult System: Before & After

Franklin County Adult Emergency Shelter System Contact between an Adult Shelter and client: Unsuccessful Exit Permanent housing, usually with Transition assistance (CSB) Admission to: FM on 8th, FM on Men’s Sh Referral to permanent supportive housing 6th, FM Nancy’s Place, FoH Place, V (Amethyst, Columbus AIDS Task Force, Community  Screening Housing Network, Maryhaven, National Church Residences, Southeast, YMCA, YWCA) , , , ) Permanent housing helter, FoH Rebecca’s  Intake k n VOA Men’s Shelter. OR  Referral to other shelter Referral to transitional housing (Amethyst, Friends of the Homeless, Pater Noster House, Volunteers of America) Referral to Referral to treatment programs for severe inebriate shelter (Maryhaven Engagement Center) issues (ADAMH agencies) 3/3/08RA-TA/Program Planning-Development/Family System Planning/Front door slide with provider names 3-3-08 Franklin County Adult Crisis Response Diversion: Helping individuals stay in the housing they’re in, with support from community programs, social service agencies, family and friends, and other community agencies. Permanent housing, usually with Transition assistance (CSB) First contact between Referral to Rapid Re-housing programs (Volunteers of America of Greater Ohio / Centralized Community Housing Network Rapid Re-housing, Admissio to: FM on 8th, FM on Men’s S Community Housing Network In-reach Single Adults) Point of 6th, FM Nancy’s Place, FoH Centra Place, VOA Men’s Shelter. Access and Referral to the Unified Supportive Permanent housing Shelter, FoH Rebecca’s M on alized Point of Access , Welcome to the Housing System for placement in single adult: permanent supportive housing (Community Housing Network, Southeast Inc. National Church Residences, YMCA of Central Ohio,  Triage YWCA Columbus)  Referral Referral to permanent supportive  Services housing  Guidance (Community Housing Network, Amethyst, Volunteers of America of Greater Ohio, Maryhaven, National Church Residences, Columbus AIDS Task Force) Referral to transitional housing Referral to (Amethyst, Friends of the Homeless, inebriate shelter Volunteers of America of Greater Ohio) (Maryhaven Engagement Center) Treatment programs for severe issues (ADAMH agencies) 4/5/11RA-TA/Program Planning-Development/Adult System Planning/Adult System Slide 4.5.11Triage and Diversion Single Adult presents at CPOA Complete Triage/Diversion Form; Enter data in CSP Refer to Hospital, Mental Health Is adult No Provider, Is adult facing No self Maryhaven eviction/ caring? Engagement foreclosure? Center Yes Yes Yes Assist adult in Refer to Prevention Services Does adult making alternate have any arrangements other option? No Complete Shelter Intake

Diversion Workflow Chart Diversion Utilize "Entering a Diversion Record" instructions. Admitted/ Diverted Scheduled for Intake Use "Check Bed No further data Availability" entry required. instructions. Bed Available No Beds Available Utilize Use "Waitlist "Reservation Workflow Chart". Process Chart".Waitlist Workflow Chart Waitlist Utilize "Putting a Client on the Waitlist" instructions. Track each contact with client via the notes section in their ShelterPoint record. 1. Sheltered 2. Disappeared 3. Client Resolved 1. Utilize "Exiting a Client from the Waitlist" Utilize "Exiting a Client Utilize "Exiting a Client instructions. from the Waitlist" from the Waitlist" 2. Utilize "Reservation instructions. instructions. Process Chart".Reservation Process ChartAdd Client Reservation:Utilize "Adding a Reservation to a Program Bedlist"instructions. Notify the Shelter to expect the client and in what time frame. Data C ll i / E D Collection/ Entry Collect all required data elements, complete the HUD- 40118 Assessment and take the clients photograph. Print ID Upload the client photo and print the photo ID card. Upload Documentation Scan and upload all intake documents to the clients profile in CSP.

Front-Door Intake Collect all available client documentation Complete client intake paperwork Determination of Rebuilding Lives or Chronic Homeless status Data entry into CSP Upload of intake documentation into CSP Intakes done 24/7Managing Client Linkage Process Assess shelter restrictions Assess client willingness to access sober shelter Assess client’s preference for shelter Make shelter referral based on preference and bed availability Client receives bus pass or transportationManaging Client Linkage Process Client presents at the assigned shelter Shelter provider has access to the client’s up-to-date CSP data p Shelter moves the client from the “reservation list” to the “bedlist”

Outcomes Households served Diversion Shelter LinkageOne Year Outcomes Individuals served  5,348 individuals, 36% female, 64% male  6 662 contacts (25% repeat contacts for the 6,662 year)  58% new to shelter (within 10 years)One Year Outcomes Contact type: 20% Phone; 78% Walk-in Contact resolution  Diverted 16%; New and diverted 24%  Admitted/Waitlisted 80%  Other (no show, refused services, appeals) 4%

One Year Outcomes Shelter Admission within 1 day  66% for women  68% for men Shelter Linkage – 90%+ Questions?

Community Shelter Board: Coordinated Intake System

by National Alliance to End Homelessness

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Community Shelter Board: Coordinated Intake System Document Transcript