HMIS NEWS UPDATE-HOT!!!

NEWS UPDATES!!!

Attention All HMIS-Participating Providers!

Please be sure that your paper templates for the entry, exit and annual assessment forms are updated to reflect current applicable data fields in the HMIS entry, exit AND INTERIM ANNUAL ASSESSMENT tool (this icon is found to the far right of your clients' active program entry on the Entry/Exit tab). An easy way to update your forms is to create a test entry under Client #1 in HMIS and follow along with the assessments under the entry/exit tab as you update. A general template with standard required fields are available on our website under the "General Training Materials and Forms" as downloadable PDFs. If you would like to customize the PDF to fit the reporting needs of your agency, please contact the HMIS Support Coordinator, Racquel Wiles via email at rwiles@bigbendcoc.org for an editable version that you may modify to meet the data collection and reporting requirements for your programs.  

Thank you!
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New HUD Universal Data Elements Effective as of 10/1/2017
HUD issued a few data field changes effective 10/1/17 including the addition/update of the following fields. You can view the HMIS Data Dictionary Manual and HMIS Data Standards for 2017 at these links:

You must backdate and update data fields that have changed for ALL clients that were active (open entry in HMIS) as of 10.01.2017 and new entries entered since.

Changes to Universal Data Elements in HMIS

Fiscal Year 2017 – 2018

Universal Data Element

What’s Different?

Who Does it Apply to?

 

3.6 Gender

 

Wording changes to the picklist values

Now:

“Trans Female” (Male to Female)

 

“Trans Male” (Female to Male)

 

“Gender Non-Conforming

 

THESE CHANGES APPLY TO ALL PROVIDERS IN OUR DATABASE regardless of program type or funding source.

 

 

3.8 Disabling Condition

 

Clarification on when to collect in data collection stages

Must be collected at Project Start for ALL members of HH

 

Provider must backdate and correctly enter data for all clients served, if needed

 

 

All providers

 

 

 

3.10 Project Start

 

 

This term replaces “Project Entry”

 

Street Outreach = Date of first contact

 

Emergency Shelter = Night of first ES stay

 

SH and TH = Date of move-in to residential project

 

All PH/RRH = Date following admission into the project

 

All other projects = the date the client began working with the project (first provision of service)

 

 

 

 

 

 

All providers

 

3.12 Destination

 

Changes to dropdown values

Now:

“Permanent Housing (other than RRH) for formerly homeless persons”

 

“Rental by client, with RRH or equivalent subsidy”

 

 

 

All providers

3.15 Relationship to Head of Household

 

Clarification on collection

All household MUST have an assigned head of household. This should be an adult (18>) and if it is a minor household, list the HoH as the “minor in charge”

 

 

All providers

 

 

3.20 Housing Move in Date

 

New element that replaces “4.17 Residential Move in Date”

Now used for all PSH and RRH

 

Collected for Heads of Household at Occurrence Point (Interim Update Assessment)

 

Enter as soon as client moves into housing, regardless of the funding source OR whether the project is providing the rental assistance

 

 

 

 

All providers

 

3.917 A/B Living Situation

 

Changes made to dropdown values

Now:

 

“Permanent Housing (other than RRH) for formerly homeless persons”

 

“Rental by client, with RRH or equivalent subsidy”

 

 

 

All providers

4.1 Housing Status

Retired field

All providers

4.3 Non-Cash Benefits

 

Changes in picklist values

Retired:

 

“Section 8, Public Housing, or Rental Assistance”

 

“Temporary Rental Assistance”

 

 

All providers

4.5-4.10 Disability Types

 

Retired additional questions

Retired:

 

“Documentation of disability and severity”

 

“Currently receiving services”

 

All PATH specific questions related to Mental Health and Substance Abuse

 

 

 

 

All providers

4.12 Contact

 

Wording change

This data element is in the Outreach sub-assessment.

 

The question was changed from “Location of Contact” to “Staying on Streets, ES or SH”

 

 

All providers

4.17 Residential Move in Date

 

Retired and moved to UDE (Universal Data Element)

 

This field has been retired and replaced with:

 

3.20 Housing Move in Date

 

 

All providers

 

Changes to Data Elements – VA Programs

 

 

Changed/New Elements

Numbering of the VA elements are now VA1-9

P3 – Connection with SOAR

R4 – Last Grade Completed

R6 – Employment Status

R7 – General Health Status

4.49 Use of Other Crisis Services

This field has been retired

 

V6 – VAMC Station List

Field changed to a dropdown list of VAMC station code, requiring you to select the appropriate VAMC station code from the dropdown list for your program

V8 – VASH Voucher Tracking

This is a NEW element

-          Date of voucher

-          Reason for voucher change

V9 – VASH Exit Information

This is a NEW element

-          Case Management Exit Reason

Changes to Data Elements – RHY Programs

 

 

 

Changed/New Elements

Numbering of RHY elements are now RHY1-20

 

Data collection stages altered for a few questions

 

New 2017 Youth Homelessness Demonstration Grants may use RHY elements for data collection and reporting

4.14B Referrals Provided By

This field has been retired

4.38 Family Unification Achieved

This field has been retired

R1 Referral Sources

Reduced picklist values

 

R2 BCP Status

Altered wording to clarify meaning

 

Added new question about whether client is a “Runaway Youth”

R13 Family Critical Issues

Number of responses reduced

 

R14 Services Provided

Number of responses reduced

 

Collected one time per service

R17 Project Completion Status

Number of responses reduced

R18 Counseling

New element

R19 Safe and Appropriate Exit

New element

 

R20 Aftercare

Number of responses reduced

 

Now collected POST exit

Changes to Data Elements – HOPWA/PATH

 

HOPWA

-          All fields now numbered W1 – W5

-          No programmatic changes

-          Report specification pending

 

PATH

-          All fields now renumbered as P1 – 4

-          No programmatic changes

-          Report specifications pending

EVERYONE PLEASE REMEMBER: a client is ONLY considered to be LITERALLY HOMELESS if at program entry point, they have been staying in a place not meant for human habitation, such as, an emergency shelter, motel paid for by an agency/program, park, car, abandoned building, facility that has no ability to connect water/power.

Any other resident type, such as a friend or family member's place, hotel that they paid for on their own, transitional housing, etc does not count as them being literally homeless.


All clients in or entering a program on or after 10/1/2017 need to have the above additional responses to these questions recorded in HMIS and backdated appropriately. If you would like a refresher course in backdating or would like to review one-on-one these new/updated elements--please don't hesitate to contact Racquel Wiles (HMIS Support Coordinator).

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Reminder about sharing client information in HMIS
Just a reminder that our system turned off the ROI (Release of Information) function of the database. This means that now you must lock each individual record for a client not willing to share their information in HMIS, simply entering an ROI and selecting "no", permission was not granted for this client to share info, is not enough to keep their record and information locked. You must do a mass visibility update for the client record and adjust the closed and open lock icons throughout the system. Refer to the diagram below.