WEBINAR:HMIS Advanced Training –Making, Receiving and Accepting Referrals
USING HMIS AS A TOOL TO MAKENEEDED SERVICES AVAILABLE
ACROSS PROJECTS & PROVIDERS.
WEBINAR:HMIS Advanced Training –Making, Receiving and Accepting Referrals
USING HMIS AS A TOOL TO MAKENEEDED SERVICES AVAILABLE
ACROSS PROJECTS & PROVIDERS.
Presented By: Ed DeMarco
HomelessManagement
Information System(HMIS)
I use the HMIS system, but would like toknow more about
REFERRALS.
PROGRAMSRepresent the funding source
e.g. HUD-ESG
PROVIDERSLocal agencies, organizations etc. that receive the PROGRAM funds
and manage the PROJECTS
PROJECTSThe 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.
PROGRAMSRepresent the funding source
e.g. HUD-ESG
PROVIDERSLocal agencies, organizations etc. that receive the PROGRAM funds
and manage the PROJECTS
PROJECTSThe specific activities funded to
provide services and achieve outcomes for the homeless.
PROGRAMA 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.
PROGRAMSRepresent the funding source
e.g. HUD-ESG
PROVIDERSLocal agencies, organizations etc. that receive the PROGRAM funds
and manage the PROJECTS
PROJECTSThe specific activities funded to
provide services and achieve outcomes for the homeless.
PROVIDERA PROVIDER is the local agency and/or organization that
receives PROGRAM funds to provide
services.
PROGRAMSRepresent the funding source
e.g. HUD-ESG
PROVIDERSLocal agencies, organizations etc. that receive the PROGRAM funds
and manage the PROJECTS
PROJECTSThe specific activities funded to
provide services and achieve outcomes for the homeless.
PROJECTA PROJECT is a specific service funded through
a PROGRAM and operated by a PROVIDER.
PROGRAMSRepresent the funding source
e.g. HUD-ESG
PROVIDERSLocal agencies, organizations etc. that receive the PROGRAM funds
and manage the PROJECTS
PROJECTSThe specific activities funded to
provide services and achieve outcomes for the homeless.
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.
Need Identified
Match Need with Providers and Projects
Make the Referral
The Provider’s Project Accepts the Referral
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
HMIS
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
All of this happens when we workthe HMIS Referral system properly.
Now you may be thinking…42
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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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:
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1. You may want to enroll a 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.
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1. You may want to enroll a client/household into another project operated by your PROVIDER. GOOD IDEA in every case.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:
421. You may want to enroll a
client/household into another project operated by your PROVIDER. GOOD IDEA in every case.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:
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.
The REFERRAL process starts here.
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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:
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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 IdentifiedNear 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.
RRR
Need IdentifiedSecond, 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 IdentifiedIn 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
RRR
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.
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
Match Need with Providers and ProjectsIn 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
Match Need with Providers and ProjectsIf 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
Match Need with Providers and ProjectsAfter 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
Match Need with Providers and ProjectsIf 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.
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
Match Need with Providers and Projects
Need IdentifiedMatch Need with Providers and ProjectsMake the Referral
Now that you have SELECTED the PROVIDER/PROJECT you can complete the REFERRAL DATA.
Need IdentifiedMatch Need with Providers and ProjectsMake the Referral
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 IdentifiedMatch Need with Providers and ProjectsMake the Referral
Next, select the REFERRAL RANKING. This ranking is important to enable priority to those most in need. Your choices are HIGH, MEDIUM, LOW.
Need IdentifiedMatch Need with Providers and ProjectsMake the Referral
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 IdentifiedMatch Need with Providers and ProjectsMake the Referral
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 IdentifiedMatch Need with Providers and ProjectsMake the Referral
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 IdentifiedMatch Need with Providers and ProjectsMake the Referral
Finally, mark the NEED as SERVICE PENDING.
Need IdentifiedMatch Need with Providers and ProjectsMake the Referral
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?
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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 IdentifiedMatch Need with Providers and ProjectsMake the ReferralThe Provider’s Project Accepts the Referral
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.
The Provider’s Project Accepts the Referral
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.
The Provider’s Project Accepts the Referral
Next, a REFERRAL dialog box appears. In the REFERRAL DATA section, click on REFERRAL OUTCOME and select ACCEPTED from the PICK LIST.
Accepted
The Provider’s Project Accepts the Referral
Fully Met
Closed
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.
The Provider’s Project Accepts the Referral
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.
The Provider’s Project Accepts the Referral
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
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 instructions that follow are for PROJECTSthat do not use SHELTER POINT.
SHELTER POINT projects must do theirservice 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.
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
Accepted
Fully Met
Closed
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.
Close the Referral Loop by Providing a Service
Close the Referral Loop by Providing a Service
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.
Close the Referral Loop by Providing a Service Keep the PROVIDER as it is listed. Select MAKE SERVICE SAME AS NEED and the need will populate in the SERVICE TYPE field.
Close the Referral Loop by Providing a ServiceNext, 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.
Close the Referral Loop by Providing a Service 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.
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
FINDING SOLUTIONS TOGETHERThe REFERRAL process allows all of the community PROVIDERS to work together more effectively on behalf of CLIENTS.
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