PATH Workflow UpdatesJanuary 7, 2016

Agenda

Review of Definitions and Key Workflow Components

Changes to Data Entry Workflow

Preview of Changes Live

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How to think about PATH Entry, Engagement, Enrollment and Exit in

the HMIS

Work begins with client on first Date of

Contact. First Contact is

recorded in the Entry

Assessment

Client is engaged in PATH when they

agree to services. A Date of

Engagement is recorded in an Interim Review.

An Exit from PATH should be recorded when the client leaves or completes the

program.

Entry into PATH

Additional Points of Contact Recorded

Date of Engagement

Recorded

Exit from PATH

Additional client contacts are made and recorded in

Interim Reviews.

Client is Enrolled when they have been determined to

be PATH eligible.

Date of EnrollmentRecorded

PATH Funded Services and Referrals Provided

Data Collection Stages

Collection Phase: Outreach

ContactsDateLocation

Minimum data that provider can identify client with

Data Collection Stages

Collection Phase: Engagement

Housing Status Name SSN Date of Birth Date of Engagement Mental Health Problem Substance Abuse Maximum UDEs where possible Referrals/Services

Data Collection Stages

Collection Phase: Enrollment

PATH Status/Enrollment Full UDEs PATH Specific Data Income and SourcesNon-Cash BenefitsHealth InsuranceDisabilities

Referrals/Services

Data Collection Stages

Data Collection Phase: Exit

Reason for Leaving Destination Housing Status Income and Sources Non-Cash Benefits Health Insurance Disabilities

Contact – Definition & Data Entry Process

Contacts: A contact is defined as an interaction between a worker and a client designed to engage the client. Contacts may include activities such as a conversation between the street outreach worker and the client about the client’s well-being or needs, an office visit to discuss their housing plan, or a referral to another community service.

A contact must be recorded using the Contact subassessment anytime a client is met, including when an engagement date or project entry date is recorded on the same day.

Record Date of Contact, Location, and Zip Code The date of the first Contact is the same as the Entry date

Contact – Definition & Data Entry Process

If the client was contacted on the date of engagement, a contact must also be entered for that date using the Contact subassessment.

If the client was contacted on the date that PATH Status was determined (enrolled or not enrolled), a contact must also be entered for that date using the Contact subassessment.

Engagement – Definition & Data Entry Process

• An Engagement Date is the date on which an interactive client relationship results in a deliberate client assessment or beginning of a case plan.

• The date of engagement should be entered into HMIS at the point that the client has been engaged by the outreach worker.

• This date may be on or after the project entry date and must be prior to project exit. If the client exits without becoming engaged, the engagement date should be left blank.

• If the client was contacted on the date of engagement, a contact must also be entered for that date.

Enrollment

A PATH Enrollment occurs at the point when a client has been determined PATH eligible and has formally consented to participate in services provided by the PATH project. The date of enrollment may be on or after the project Entry date and on or after the Date of Engagement.

A worker should enroll a client in PATH if the following has occurred: The worker determined the client to be PATH eligible (homeless or at immanent

risk of homelessness and seriously mentally ill (SMI)). The worker recorded at least one contact with the client which could be the contact

at project Entry The worker has established a Date of Engagement with the client which is on or

after the date of project Entry. The worker has opened an individual file on the client and the client has agreed to

PATH enrollment.

Enrollment & Date of PATH Status Determination

If the client has been determined eligible and consented to participate in services provided by the PATH project, then the ‘Client Became Enrolled in PATH’ data element is answered yes, and the appropriate Enrollment Date should be recorded.

If the client was contacted on the date that PATH Status was determined, a contact must also be entered for that date.

If a client is not enrolled in PATH, then the ‘Client Became in Enrolled in PATH’ data element is answered no, and the date of the non-enrollment and reason should be recorded in the corresponding fields. An exit from the program should then be added for that same date.

HMIS Workflow Review and Changes

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Add Entry Exit - Review

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Entry / Exits are the core of ServicePoint.

The Program, Entry Date and Exit Date define the clients relationship to programs, services, and all the

other actions which ServicePoint lets us record.

Until the client has the dates of Entry / Exits recorded you can consider the Client “On Hold”.

Just waiting to be connected but not there yet.

For PATH, the entry date will be the date you first have contact with a client. Exit dates are added when

the client is no longer in the program.

Enter a client into a program

Choose household membersChoose the Type (PATH), confirm

The Entry Date is correct, and then Press Save and Continue

If entering as part of a household check household 

members

Workflow Changes –Multiple Entry Assessments

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Workflow Changes –Multiple Entry Assessments

PATH Entry – First Contact Added at Entry

Add date and time of contact

Add location (Place not meant for habitation, residential service setting, non-residential service setting

Add zip code where contact was made

Workflow Changes –Recording Outreach Contacts

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Workflow Changes –Recording Outreach Contacts

Add Interim Review

Select Type and Review Date

Type = UpdateReview Date = Date of Outreach

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Adding Outreach Contacts in Interim Review

Interim Reviews should also be used to add an Engagement Date and PATH Status Determination information (regardless of enrollment or non-enrollment).

Interim Review type should = update and Review Date should correspond to Engagement Date or PATH Status Determination Date

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Workflow Changes – Using Interim Reviews to Add Engagement Date

and PATH Status Information

Interim Reviews should continue to be used to record any updates to a client record, such as changes to income, benefits, insurance, and disability information.

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Interim Reviews

Recording Services - Review

Recording Services Prior to Enrollment (non PATH Funded)

Adding Services After Enrollment (PATH Funded)

Creating Referrals - Review

PATH reporting requires that clients receiving assisted referrals be enrolled in PATH (4.16 A Referrals Provided – PATH).

Creating Referrals - Review

Creating Referrals - Review

Creating Referrals - Review

Be sure to check the box indicating the Referral Type

Clients who are no longer receiving PATH services or outreach should be exited in the system (60 days without service or contact would apply here)

If a client is not enrolled for any reason, once PATH Status Determination information is recorded, an exit from the program should be added to the client record

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Exiting Clients from PATH in HMIS

Creating the Exit Record -Review

Creating the Exit Record -Review

Creating the Exit Record -Review

Changes in workflow will bring about changes in reporting.

There are some current reports that will continue to be useful in identifying current clients and clients who should be exited from the program based on Entry/Engagement/Enrollment and Last Service Dates

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Reporting

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Reporting

Resources

HMIS Help Desk: http://mainehmis.org/help-request-form/

HUD Exchange: https://www.hudexchange.info/ 2014 HMIS Data Standards: http://tinyurl.com/lboeyfg PATH Program HMIS Manual:

https://www.hudexchange.info/resource/4446/path-program-hmis-manual/