HOMELESS MANAGEMENT INFORMATION SYSTEM 5.

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MOSBE: Salinas/Monterey, San Benito
April 2013

HMIS 5.8 Workflow

Programs using Program Entry

 Community Technology Alliance

1671 The Alameda • Suite 300
San José, CA 95126
Phone 408.437.8800 • Fax 408.437.9169
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Version 5.8 Overview

HMIS version 5 has a new look, along with three new navigational features:
 Home>Main Dashboard
 Client Profile Summary and Work Flow Menu

Home>Main Dashboard
The Dashboard appears when you log on HMIS. Up to 4 Counts Reports will load. Which
Counts Reports
Able to ‘tag’ a client so
reports display will depend on the user’s access level. Case Managers can view up to 4 reports,
you can quickly review such as:
the client’s status.  My Clients  My Clients with null UDEs
Example: My Clients
 My Clients with expiring ROIs  My Clients with entry but no exit
with NULL UDES
will let you know if any Client Profile Summary
tagged client is missing The Client Profile Summary appears after searching for a client. The Summary can be
one or more universal
data elements.
configured with up to 8 screens (or dashlets). Example: a case manager could have these 4
dashlets:
 Release of Information  Entry/Exits
 Households  Case Managers
 Services

The MOSBE Profile – Program UDEs assessment appears at the bottom of the page.

Using the Client The Summary Profile Summary is configured so a client’s entire
Profile Summary HMIS file can be accessed from this page. This means less time
navigating back and forth between pages.
Client Summary not configured with dashlets you need? Contact your Agency
Administrator or CTA representative to learn how to update your Summary.

Example of a Client Profile Summary (partial screen shot)


About the “Picture” Icons
The “picture” icons are Wingdings typeface symbols formatted in
white with a shaded background. To insert a new symbol, select the
character and then click Symbol from the Insert menu. Select a
Icons new symbol, click Insert, and then click Close. To create new icons,
format a one-character paragraph as the Icon 1 style.
Print with
signature lines
To change the shading of the Icon 1 style, click Borders and Shading on the Format
Add to Favorites
Attach photos
menu. Select a new shade or color, and then click OK.
and documents

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MOSBE CoC Landing Page

Address: https://monterey.bayareahmis.org/default.aspx
Accessing the MOSBE CoC Landing page allows you to:
 Access Service Point (HMIS)
 Sign up for upcoming trainings
 Access and print forms and documents
 Request assistance from CTA by using the Request Help link

MOSBE Landing Page (left side of screen)

To access ServicePoint: click to access HMIS log-in page.
PKI access to ServicePoint: click to access the HMIS log-in page if
Clicked PKI access and a PKI certificate. A PKI certificate is needed if your program’s IP
still can’t access HMIS? address is not on file with CTA, or if you need to access HMIS when
Your computer either not at your work place.
does not have a PKI or
your PKI has expired. Sign up for Training: click to review and sign up for upcoming
training(s). When you sign up for a training you will receive an email
Use the Request Help
form to request a PKI. confirming you are signed up. You will receive another email 2 days
prior to the training.

Green Menu bar (top of screen)

 Forms/Documents: download or print various documents. Watch the
confidentiality video and complete the quiz
 Reports: access data quality and other reports
 Request Help: let us know how we can assist you

Request Help form

Click on Request Help tab (top right of screen) if you
need assistance from your CTA representative. Complete
the form and click the submit button.
Provide as much information as you can in the
Description box so that your CTA representative can
access how best to assist you.

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Workflow: Table of Contents

Workflow Workflow
New HMIS client Existing HMIS client
 
4 Client Search 12 Updating Client Data
5 Client Profile Summary 13 Service Transactions
6 Single Client
7 Clients in Household 14 Interim Review
8 Program Entry 15 Updating Assessments
9 Disabilities, Income & 16 Updating Disabilities,
Benefits Income & Benefits
10 Service Transactions 17 Updating Household
11 Case Plans 18 Updating Case Plans
19 Program Exit

Additional Features
20 Matrix
21 Eligibility
22 ScanPoint
23 Call Point
24 Follow Up Review

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Client Search
Logging into HMIS takes you to your
Home>Dashboard.

Click ClientPoint to access the client data

MOSBE section of HMIS.
is default open.
Client data (except entry/
Is your client already in HMIS? Search for
exits and case plans) can
be seen by other HMIS your client, by entering:
agencies unless:  Name OR
the client’s data is locked  Social Security Number & Social
or the program is locked. Security Data Quality OR
 Client ID # (HMIS # or scan card #)
 Click Exact Match
 Click Search

If there is NO match:
 Complete Name, SSN, SSN data quality fields
 Click Add New Client with this Information
 Pop up window will appear stating Create Client?
 Click OK
 Opens to the Client Profile Summary page

If there is a match:
If search by name or SSN: potential matches will appear at bottom of screen
 Click to left of Client’s name
 You will be taken to the Client Summary page
If search by client ID #: taken to the Client Summary page

What if client is new to my program, but is the client already in HMIS?

Even if the client was entered in HMIS by another program:
 Review the Client Summary page. Update UDEs if needed
 Add Release of Information (ROI)
 Tag client as My Client
 Create Program Entry
 Enter additional data as you would for any other client
 Go to next page for details on how to enter the above

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Client Profile Summary

Your Client Profile Summary has likely been
configured to include the following:
 Demographic information
Profile Summary  Release of Information
The Profile Summary  Entry/Exit
gives you an overview of  Households
current client data.  Case Managers
 Services
 MOSBE Profile – Program UDEs

Client’s HMIS number, Name and ROI

expiration date: top left of screen

Workflow Menu options

Below the client’s HMIS # and name are a series of workflow tabs:

Client Information: the page you’re currently on

Service Transactions: click to add a service transaction or create a referral
The next series of tabs (Summary, Client Profile, Households, etc) displays the correct
workflow order for entering client data. Click on a tab to enter data for that tab (example:
click Case Managers to tag the client as your client).

What are the boxes (known as dashlets)?

A dashlet allows client data to be entered without needing to leave
the Client Profile Summary. The next page details how to enter
data in each dashlet.

MOSBE Profile – Program UDEs

At the bottom of the page is the MOSBE Profile – Program UDEs Assessment, containing
the data fields for the universal data elements (UDEs). UDEs are the questions HUD requires
answered for clients entered in HMIS.

The demographics fields (date of birth, gender, etc)

are empty. How do I add demographic information?
Entering data in the MOSBE Profile – Program UDEs
data fields (bottom of the page) will populate the data fields
in the demographic section

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Profile Summary: Single Client

Workflow for entering a client not already entered in Client Point:

Release of Information Case Managers

Client in a  Click Add ROI  Click Add Case Manager
Household?
 Complete * data fields  Type: if you are the case manager,
Go to next page  Other fields: optional select Me
for details on  Click Save Release  If someone else the manager, select
how to add ServicePoint user or Other
clients in a  Complete the * data fields
household Households  Click Add Case Manager
 Leave this dashlet empty

MOSBE Profile –Program UDEs

 Scroll down until the Program UDEs data fields appear. Enter data
 Client not willing/not able to answer a question? Select Don’t
How do I …? Know or Refused
 Click Save
Attach a photo
 Click Client Profile
 Click Change  Click Add Entry/Exit. Complete * data fields
 Click Browse  Click Save Continue
 Locate photo. Click Upload  MOSBE Profile assessment appears at bottom of page.
 Update Profile if necessary. If update, click Save
Attach ROI?
 Option to complete other Assessments
In the ROI dashlet:
 Click Save & Exit
 Click Page refreshes
What do the check marks mean?
 Click (top right)
 Click Add New File Attachment Not all data fields completed or not all data fields current
 Locate document, click Upload All required data fields complete and current

Print MOSBE Profile?

In the Entry/Exits dashlet:
Services
 Click (left of date)  Click Add Multiple Services
 Click Save and Continue  Complete * data fields
 Scroll down to bottom of page  Provider: makes sure correct program selected
 Click Print Entry/Exit  Start Date/End Date: defaults to current date. Change if needed
 Select options. Click Print  Services: select from drop down menu
 Funding Sources: (optional)
 Status of Need: select from drop down menu (e.g. Closed)
 Add another service? Click Add Another. Finished? Click Save

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Profile Summary: Household

Workflow for entering clients who are in a household and who are not already
entered in HMIS:
 Search for and add the head of household. Write down their HMIS #
Workflow for creating  Complete MOSBE – All Program UDEs
a new household   Click Save & Exit. This returns you to the Client Search page
 Search and add the next member of the household. Write down their HMIS #
 Repeat the above process until all household members entered

Return to head of household’s Summary page. Find the Households dashlet:

 Click Start New Household. Select Household Type
 Client ID: enter the HMIS # of the client you want to add
 Repeat above until all members added
 Click Continue
 Head of Household: answer Yes for head; answer No for all other members
 Relationship to Head: select best match from drop down menu
 Click Save & Exit

How do I …? From the Head of Household’s Summary Profile:

Attach a photo Release of Information Case Managers
 Click Client Profile  Click Add ROI  Click Add Case Manager
 Click Change  Select household  Select household
 Click Browse  Complete * data fields  Type: if you are the case manager,
 Locate photo. Click Upload  Other fields are optional select Me
 Repeat for each member  Click Save Release  If someone else the manager, select
ServicePoint user or Other
Attach ROI?  Complete the * data fields
In the HoH ROI dashlet:
 Click Add Case Manager
 Click Page refreshes
 Click (top right)
Entry/Exits (see next page for more details)
 Click Add New File Attachment
 Click Add Entry/Exit
 Locate document, click Upload
 Select household. Complete * data fields
Print MOSBE Profile?  Click Save Continue
In the Entry/Exits dashlet:  MOSBE Profile should already be completed for all members. Optional
 Click (left of date) to complete other displayed assessments
 Click Save and Continue  Click Save & Exit when all data entered for the client
 Scroll down to bottom of page
 Click Print Entry/Exit Services
 Select options. Click Print  Click Add Multiple Services
 Repeat for each member  Select household member(s). Complete * data fields
 See previous page for details on how to enter services (Services box)

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Program Entry
Locate the Entry/Exits box on the client’s Profile Summary page:

 Click Add Entry/Exit

Workflow for creating  Provider: select correct program
a program entry for a
 Type: select HUD Entry Date: change if necessary
SINGLE client 
 Click Save & Continue
 Enter data MOSBE Profile – Program UDEs (bottom of page).
 Note: your program may have a different assessment to complete
 Click Save (if you have additional assessments to complete)
 Click Save & Exit (if no additional assessments to complete)

Have additional assessment(s) to complete? After completing MOSBE Profile –

All UDEs:

 Select an Assessment: click on the assessment in order to enter data

 Enter data in applicable fields
 Click Save (if another assessment needs to be completed). Repeat this process
until all applicable assessments are completed.
 Click Save & Exit when done. This will return you to the client’s Profile
Summary page

The workflow for creating a

household program entry is the
Workflow: creating a same except:
program entry for a  Click Add Entry/Exit
Household   Select members to
include in the entry
 Continue with same
workflow as single client

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Disabilities, Income & Benefits

Located on the All UDEs Assessment are three sub-assessments:
 Disabilities  Monthly Income  Non-Cash Benefits

Disability of long duration?

 Answered No? Skip Disabilities
Workflow for entering  Answered Yes? Click Add
Disabilities data 
 Disability Type: enter best match
 Start Date: change if necessary
 All other fields are optional
 Click Save and Add Another (if
another disability) or Save (if done)

Received income past 30 days?

 Answered No? Skip Monthly
Workflow for entering Income
Monthly Income data 
 Answered Yes? Click Add
 Last 30 day income: enter amount
 Source of cash benefits: select
best match
 Start Date: change if necessary
 All other fields are optional
 Click Save and Add Another (if another source) or Save (if done)

Received non-cash benefits in past 30 days?

 Answered No? Skip Non-Cash
Workflow for entering Benefits
Non-Cash Benefits data 
 Answered Yes? Click Add
 Non-cash benefit amount:
optional to enter dollar amount
 Non-cash benefit source: select
best match
 Start Date: change if necessary
 All other fields are optional
 Click Save and Add Another (if another benefit) or Save (if done)

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Service Transactions
Locate the Services box on the client’s Profile Summary page:

 Click Add Multiple Services

 Provider: select correct program
Service for household?  Start/End Date: change if necessary
Select member(s) to  Service: select from drop down menu
include in transaction
 Status of Need: select best match
(top of page)
before entering any  Need to add another service? Click Add Another
other data  Finished added services? Click Save

Optional: Funding Sources

Want to track financial information (funding source, dollar amount of the service)?
 Click Add Funding Source
 Source: select fund
 Amount: enter $ amount
 Add another source? Click
Save and Add Another
 Done? Click Save

Optional: Adding Notes, Follow-ups

Want to add a note and/a follow-up (a reminder of next appointment with client)?
 Click of transaction to update
 Service Notes: copy or type note
 Projected Followup Date: enter date
 Click Save & Exit

After follow-up is made, enter:

 Follow Up Made: select Yes or No
 Completed Follow Up Date: enter
date you met with client
 Click Save & Exit

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Case Plans
Click the Case Plans tab on the client Profile Summary (top of screen):
Goals
Goal for household?  Click Add Goal
Select member(s) to  Enter data in * fields
include (top of page)  Classification: select
before entering any best match from menu
other data  Type: select best match
 Overall Status: select
In Progress or select
Closed (if the goal
achieved or abandoned)
Optional: completing the Follow Up section
Complete the Follow Up section if you wish to be reminded of any commitments made
Click Add Goal

Optional features appear: Case Notes, Action Steps, Service Items

Case Notes
 Click Add Case Note
Add File Attachments
- Click Add New File …  Enter data in * fields
- Click Browse  Case Manager: select Case Manager
- Locate document  Note: copy or type note
- Click Open  Click Save Case Note
-Click Upload
 Select to read a note
Actions Steps
If you wish to enter actions items associated
with the goal:
 Click Add Action Step
 Enter data in * fields
 Action Step: detail action item
 Click Save Action Item
Service Items
You can enter service transaction(s)
associated with this goal
 Click Add Service
 Enter service transaction. Go to
page 9 for details on how to enter a service transaction.

 Click Save & Exit

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Updating Client Data

The workflow described so far details how to enter new clients in HMIS. Once you
have entered clients as described in the previous pages, you will need to return on
a regular basis to update the client’s data. This will include:
 Adding Service Transactions
Workflow for 
updating client’s  Updating Disabilities, Income & Benefits
data begins on page  Adding Interim Matrix (if using the Matrix)
13 (next page)  Entering Interim Report data (if using Interim & Follow Up Reports)
 Updating Goals and Case Plans
 Creating a Program Exit (when client leaves your progam)

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Updating Service Transactions

The previous section detailed the workflow for entering new clients in HMIS. This
next section details the workflow for clients already in HMIS.

How do I update a client’s HMIS data? Start with Client Search. Locating the client
takes you to their Profile Summary. From Profile Summary you will be able to:
 Enter new Service Transactions  Update Assessments
 Enter an Interim Report  Update Goals and Case Plans
 Create a Program Exit  Enter a Follow Up Report

 Click Add Multiple Services

Enter Service  Provider: select correct program
Transactions 
 Client in Household? Select
member(s) to include in transaction
 Start/End Date: change if necessary
 Service: select from drop down menu
 Status of Need: select best match
 Need to add another service? Click
Add Another
 Finished added services? Click Save

Optional: Funding Sources

Want to track financial information (funding source, dollar amount)?
 Click Add Funding Source
 Source: select fund
 Amount: enter $ amount
 Add another source? Click
Save and Add Another
 Done? Click Save

Optional: Adding Notes, Follow-ups

Want to add a note and/a follow-up (a reminder of next appointment with client)?
 Click of transaction to update
 Service Notes: copy or type note
 Projected Followup Date: enter date
 Click Save & Exit

After follow-up is made, enter:

 Follow Up Made: select Yes or No
 Completed Follow Up Date: enter date you met with client
 Click Save & Exit

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Interim Review
Interim Reviews are used after a client has entered or enrolled in a program but
before the client is exited. An interim review allows an agency to capture client
data ‘as of’ a specific date.

From the Client Profile Summary page:

 Locate the Entry/Exits dashlet
 Click to left of Entry Date
 Edit Entry Data box appears (leave data as it appears)
 Click Save & Continue. Entry/Exit Data box appears
 Click in the Interims column. Click Add Interim Review

Client in household? Members automatically selected if members were selected for

program entry
 Interim/Review Type:
select best match
 Review Date: change if
needed
 Click Save & Continue
 Interim Review
Assessment will display
 Enter data as needed
 Click Save when done

 Client’s checkmark turns green if required data fields answered

 Client in household? Click next client
 Repeat above process until data entered for all members

 All data entered? Click Exit

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Updating Assessments
Do not update A client’s data may change after Program Entry AND before Program Exit.
client data in Example: the client’s current mailing address may have changed.
Program Entry.
To update client data in Assessments:
The exception:
If data in Entry
is incorrect,
make change in
Program Entry

 Click Assessments (menu bar, top page)

 Default is MOSBE Profile-All UDEs
Workflow for  Need to select another assessment? Select the assessment from the Select an
single clients  Assessment drop down menu
 Click Submit
 Update data fields as needed
 Click Save when done

For clients in a household:

 Follow the workflow (above) for the client whose file you are currently in
Workflow for clients
 Select next member from Switch to Another Household Member drop-down
in a household 
menu (top right of screen)
 Click Submit
 Follow workflow as
described in Workflow for single clients
 Click Save when done
 Repeat the above workflow until all members have their data updated

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Updating the Disabilities, Income &

Benefits sub-Assessments
A client’s disability, income or benefits may change while enrolled in your
program. These changes should be recorded in HMIS in order to accurately track
a client’s ability to be more self-sufficient.
Workflow for
updating in  Click Assessments tab
Assessments   MOSBE Profile – Program UDEs should display. If not, select from Select an
Assessment

Updating Disabilities
Client no longer living with a disability?
 Click to left of disability
Disabilities, Monthly  End Date: enter data
Income and Benefits
Client has no new disability? Client has new disability?
can be updated in
Assessments. You  Click Save  Click Save and Add Another
also can update  Disability of long duration?  Enter new disability data
when entering an Change answer to No  Click Save
Interim Review and  Disability of long duration? Answer Yes
a Program Exit.
Updating Monthly Income
Client no longer has an income source?
 Click to left of income amount
 End Date: enter data
Client has no new income? Client has new income source?
 Click Save  Click Save and Add Another
 Received income past 30  Enter new income data
days? Change answer to No  Click Save
 Received income past 30 days? Answer
Yes

Updating Non-Cash Benefits

Client no longer has benefit source?
 Click to left of benefit source
 End Date: enter data
Client has no new benefit? Client has new benefit source?
 Click Save  Click Save and Add Another
 Received non-cash …?  Enter new benefit data
Change answer to No  Click Save
 Received non-cash …? Answer Yes

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Updating existing Household

The household may change after program entry … a household member leaves or
a new member joins the existing household.

To start the updating process:

 Go the head of household’s
Client Profile Summary
 Scroll down to Households dashlet
 Click to left of ID

Removing a member
 Click to left of member’s name
Workflow for  Date client left household: enter
removing a date client left (or the date you became aware of the change)
member 
 Click Save
 Page refreshes. Member deleted no longer visible in household
 Household type: may have to update
 If update household type: click Save & Exit

Adding member to existing household

 Enter new client in HMIS and complete MOSBE Profile - Program UDEs
Workflow for  Write down new client’s HMIS number
adding a new
member   Go the head of household’s
Client Profile Summary
 Scroll down to Households dashlet
 Click to left of ID

 Click Add/Delete Household Members

 Click  Add Clients to the Household
 Client Search appears
 Client ID: enter HMIS #
of new client
 Click Submit
 Client’s name and ID will
appear. Click Continue

 Update Household Members fields to reflect new household

 For example: enter or update data in Head of Household and Relationship to
Head of Household
 Household Type: may
need to update
 Click Save & Exit

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Updating Case Plans

As the client progresses in your program it may be necessary to:
 Close an existing goal
 Enter a new goal
 Add a case note or add a file attachment

Click the Case Plans tab

To close a goal:
 Click to left of Classification
 Overall Status: select best match
 If Closed, Outcome: select best
match (enter data only if selected
Closed for Overall Status
 Date (optional): enter date goal was closed
 If Partially Complete … (optional): select best match
 Click Save & Exit

To enter one or more new goals:

 Click Add Goal
 Follow workflow as described in Case Plans (page 11)

To enter case note to an existing goal:

 Click Notes
 Click Add Case Note
 Provider: select correct provider
 Case Manger: select Case Manager
 Note: enter case note
 Note Date: update if needed
 Click Save Case Note
 Click Cancel to exit pop-up window

To add a file attachment:

 Click in Goals box (right side of screen) OR
 Click Add New File Attachment in Case Plans File Attachments box
 Follow prompts to find attachment on your computer
 Click Upload. File will appear

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Program Exit
Create a Program Exit when the client leaves your program. From the Client
Profile Summary, click the (left of Exit Date):

 Client in Household? Select members

 Exit Date: change if necessary

Workflow for  Reason for leaving: select best match
Single Clients   Destination: select best match
 Notes (optional)
 Click Save & Continue (page will refresh)
 MOSBE Profile – Program UDEs will appear: update as needed
 Optional: review and update other Assessments
 Client single? Click Save & Exit
 Client in household? Click Save

Look to left. See Household Members

 Saved client has green checkmark
Workflow for  Click name of client immediately
Households  below client with green checkmark
 Repeat above process until all
members have green checkmark
 Click Save & Exit

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SSOM (Matrix)
The Matrix is a tool to measure a client's self-sufficiency and is used to
communicate to funders and interested parties the effectiveness of your Agency in
meeting the needs of your clients.

Entering a Matrix score for a client:

 Click SSOM (menu bar)
Matrix workflow   Click Add New Point …
 Provider: select
 Date: defaults to today
 Point of Measurement:
select one of the following:
Initial: the client’s first Matrix in your program. A program can only enter one
(1) Initial assessment for a client.
Difference between
Initial, Interim, Final Interim: client has Initial Matrix and is still enrolled in your program. There
& Follow up  is no limit to the number of Interims a client can have.
Final: client has just received a program exit or is about to exit. A program
can only enter one (1) Final assessment for a client.
Follow Up: client has exited your program for some time. There is no limit to
the number of Follow Ups a client can have.

Up to 19 domains (example: Shelter/Housing, Employment, etc) are displayed:

 Not all 19 domains visible? Your agency has requested that only certain
domains be visible
 Answer the domains that pertain to your client
 Note: only those domains answered in the Initial Matrix will be
answerable in Interim, Final and Follow Up

 Click Update (to see the average score without saving the Matrix) OR
 Click Save & Exit (to return to Matrix main page)

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Eligibility
Use the Eligibility Module to see if a client may be eligible to receive one or more
benefits. If eligible, the module details how the client can apply for the benefit.

1. Client in household? Decide if search for client, or if search for household

Prior to conducting an
 Client only? Do not select any household members
Eligibility search 
 Client & household? Select the household members to include
2. Review Household Income. Gross Monthly Income not accurate?
 Click View Individual Income (client’s Monthly Income appears)
 Click to update amount or add end date to existing income source
 Click Add to add a new income source. Click Save & Exit when done
The Eligibility Search
 Click Add All Eligibility Terms (in Eligibility Service Code Quick List)
 May take a minute to complete the search. When completed results appear in:
 a

Benefit listed as
Potential?
 Click in the
Potential column
 Click Answer Additional The client’s status for each listed benefit will display:
Questions for Checked
Providers  Eligible: client meets the eligibility requirements for the benefit. Note: up to 5
 Answer questions benefits will appear. Client eligible for more than 5 benefits? Click Next
 Click Save & Exit  Potential: additional questions need to be answered to determine eligibility
 Click Exit
 Client eligible?
 Ineligible: client does not meet the eligibility requirements for the benefit
Workflow described in
previous section
Client eligible?
 Click (left of benefit). Benefit appears in Selected Eligibility Service Terms
 Click Continue. Page refreshes to show Search Results:
Click on Provider name
for application and
contact information 

 Select Provider from Location in your county

 Pop up window appears with Contact
Information and details on how to apply
 Able to print page and give to client
 Click Save Needs Only. This creates a
Service Transaction. Transaction can be
closed later when client receives benefit.

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Skan Point
Skan Point allows for the quick entry of service transactions for clients or for entire
households with the swipe of a card. Skan Point requires the use of scan cards and
a scan card reader.

Assign card to a client

 Go to client’s Profile Summary
Assign card to
 Click Client Profile tab (top of screen)
client workflow 
 Click in Client ID
 Place cursor in Alternate Client ID field
 Swipe card, or manually enter card number
 Click Save

Scan single service Want to add members?

 Click Skan Point (left side of screen) As each client scanned,
Scan single service for
one or more clients   Provider: select program household screen appears.
 Service: select from drop-down menu To add members to
servive, click member(s)
 Start/End Date: defaults to current date and time to add. Click Save
 Optional: Service Notes, Funding Sources
 Click Start Skan. Page refreshes to Skan ID Cards
 Swipe card (or manually enter card number). Repeat until all clients scanned
 Click Exit when all clients scanned

Scan multiple services

 Click Skan Point (left side of screen)
Scan multiple services for  Click Multiple Service tab (top of screen)
one or more clients   Provider: select program
 Service: select from drop down menu
 Status of Need: closed
 Click Add Another
 Repeat (if necessary) until all services added
 Click Start Skan
 Swipe cards and add household members (if applicable) as described in Scan
Single Service

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Call Point
Create a call record, capture assessment information, issue referrals, record the
time of each call, and flag calls for follow-up. Each call is captured as a unique
Want to use Call Point? record, storing information without creating a client in Client Point. Once you
Call Point must be establish the caller as a client (that is, provide services), you have the option to
activated for your associate a call record with a new or existing client.
program. Contact your
Agency Administrator or
CTA representative for
.Assessing Call Point
assistance.  Access your HMIS account
 Click Call Point tab (left side of screen)

Click Start New Call

Start a new call  Call Record Information screen appears
 Current Call Record: caller’s name/alias, number, notes (all fields are optional)
Call Point Profile
 Length of call: enter minutes
 Call Zip: enter zip, then click Apply
ZIP Code Information
 Race, Call Point Topics, Yearly
Income: select best match for each
Need to do a follow-up?
 Projected date: enter date
 Follow Up User: select self or other
case manager
Follow-up completed?
 Follow Up Made: Yes or No
 Completed: if Yes, enter date

Add Referral feature

This feature allows callers to be referred to other programs for assistance. In order to
effectively use this feature, a referral system would need to be established between
programs entering data in HMIS.

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Follow up Review
Follow Up Reviews are used after a client has exited a program. Follow Up Review
are used if your program needs to report on how well a client is doing after leaving
your program.

 Go to client’s Profile Summary and located Entry/Exits dashle

 Click to left of Exit Date
 Click Save & Continue
 Click in the Follow Ups column. Click Add Follow Up Review

Client in household? Members automatically selected if members were selected for

program entry
 Follow Up Review Type:
select best match
 Review Date: change if
needed
 Click Save & Continue
 Follow Up Review
Assessment will display
 Enter data as needed
 Click Save when done

 Client’s checkmark turns green if required data fields answered

 Client in household? Click next client
 Repeat above process until data entered for all members

 All data entered? Click Exit

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