Coordinated Entry Resources

Coordinated Entry Data Elements

This article provides details on the HUD HMIS Coordinated Entry data elements in Clarity Human Services:

  • 4.12 Current Living Situation
  • 4.19 Coordinated Entry Assessment
  • 4.20 Coordinated Entry Event

For full details on each data element, see the HMIS Data Standards

 

4.12 Current Living Situation

Overview

The purpose of this data element is to record each contact with people experiencing homelessness by street outreach and other service projects and to provide information on the number of contacts required to engage the client, as well as to document a current living situation as needed in any applicable project.

 

Data Collection

HUD requires data collection for Adults and Heads of Households at "Occurrence Point" (the time of contact) for the following Funder: Program-Components:

  • HUD: CoC – Street Outreach and Coordinated Entry
  • HUD: ESG – Street Outreach and night-by-night shelter
  • HHS: PATH – all components
  • HHS: RHY – Street Outreach
  • HUD: CoC - Youth Homeless Demonstration Program (YHDP) – any project type serving clients who meet Category 2 or 3 of the homeless definition

And the following project types:

  • Emergency Shelter – night by night method only
  • Street Outreach
  • Services Only
  • Coordinated Entry

Users collect all Current Living Situation fields within a   Program Status Screens containing the Current Living Situation fields display under the program-level Assessments tab of programs assigned a Program Template with Current Living Situation set as an Additional Status Screen

Note: For Coordinated Entry projects, record a Current Living Situation anytime any of the following occurs:
1. A Coordinated Entry Assessment or Coordinated Entry Event is recorded OR
2. The client's living situation changes

OR
3. If a Current Living Situation hasn't been recorded for longer than a community-defined length of time (i.e., longer than 90 days). The CoC must be involved in the determination of "community-defined length of time"

OR
4. Project Start

 

Steps for System Administrators

  • Set up a Program Status Screen  with "Current Living Situation" selected for Status Screen Type (this will automatically add the Current Living Situation fields to the screen) (or use the system "Current Living Situation" Program Status Screen
  • Set up a Program Template with a Current Living Situation Program Status Screen selected for Additional Status Screen.
  • Assign the Program Template to any applicable programs on the Modify Program page.
  • Toggle on Program Assessments on the applicable programs' Modify Program page so that Status Screens can display within enrollments.
  • For more information, see Current Living Situation: System and Agency Configuration.

 

Bitfocus Maintained Options

Bitfocus maintains a system Current Living Situation Program Status Screen that system administrators can assign to a Program Template.

 

4.19 Coordinated Entry Assessment

Overview

The Coordinated Entry Assessment element is a flexible data element that collects an assessment date, location, and result. It allows CoCs to define their own assessment questions and responses and categorizes each assessment into different types: Crisis Needs or Housing Needs. This data element is intended to standardize data collection on core components of Coordinated Entry like access, assessment, referral, and prioritization.

 

Data Collection

HUD requires data collection for Heads of Households at Occurrence for the following Funder: Program-Components:

  • HUD: CoC – all components providing Coordinated Entry
  • HUD: ESG – all components providing Coordinated Entry
  • VA: SSVF – Rapid Resolution only

And the following project types:

  • Coordinated Entry (or other depending on CoC design of Coordinated Entry system)

Users collected the following coordinated entry assessment fields within an assessment screen: Assessment Date, Assessment Location, Assessment Type, and Assessment Level. Assessment screens containing the coordinated entry fields display on any assessment screen with the Coordinated Entry Toggle enabled. All coordinated entry assessments should be configured as program-level assessments.

 

The system records values for the other Coordinated Entry Assessment fields as follows:

  • Assessment Questions and Assessment Answers: values from any other fields in Assessment Screens with the Coordinated Entry toggle enabled. 
  • Prioritization Status: the system infers a value for this field when a user refers a client to a Community Queue from a program-level Coordinated Entry Assessment. For more information, see Prioritization Status

 

Steps For System Administrators

  • For communities using custom Coordinated Entry Assessment Screens (including custom VI-SPDAT Assessment Screens): toggle on Coordinated Entry and Eligibility Engine on your community's custom Coordinated Entry Screen (this will automatically add the Coordinated Entry Assessment fields to the screen)
  • Create custom picklist responses for the Assessment Location field in the Field Editor. The Assessment Location field options are available system-wide for any screens using the Assessment Location field (i.e., Assessment Screens with Coordinated Entry toggled on).
  • Begin referring clients to a Community Queue from the Program Coordinated Entry Assessment Eligibility Determination page to generate a Prioritization Status value. 
  • Ensure that users are completing the Coordinated Entry Assessment as a program-level assessment.

 

Bitfocus Maintained Options

Bitfocus maintains system VI-SPDAT Assessment Screens with Coordinated Entry toggled on. 

 

4.20 Coordinated Entry Event

Overview

The Coordinated Entry Event element is designed to capture key referral and placement events, as well as the results of those events. It will help communities understand the events that go into achieving desired (and undesired) results through the Coordinated Entry system. This data element is intended to standardize data collection on core components of Coordinated Entry like access, assessment, referral, and prioritization.

 

Data Collection

This data element contains 18 distinct events that are collected in Clarity Human Services as either Service Items or inferred values (to eliminate the need for duplicate data entry). HUD requires data collection for Heads of Households at occurrence for the following Funder: Program-Components:

  • HUD: CoC – all components providing Coordinated Entry
  • HUD: ESG – all components providing Coordinated Entry
  • VA: SSVF – Rapid Resolution only
  • Other project types, depending on the CoC design of the Coordinated Entry system

And the following project types:

  • Coordinated Entry (or other depending on the CoC design of the Coordinated Entry system)

 

Coordinated Entry Events Tracked Through Service Items

Users record the non-housing Coordinated Entry Event types (values 1-9, 16, and 18) as Service Items within client program enrollments.

 

Value 2 (Problem Solving/Diversion/Rapid Resolution intervention or service) and Value 5 (Referral to post-placement/follow-up case management) include dependent Result: Client housed/re-housed in a safe alternative and Result Date fields.

Value 18 (Referral to Housing Stability Voucher) has dependent Referral Result and Result Date fields.

Users are not required to collect data for these additional fields if the outcome is not known. When the outcome is known, users can update these additional fields by navigating to the program History tab, editing the Service Item, updating the fields, and clicking SAVE CHANGES.

 

Inferred Coordinated Entry Event Values

The values for Coordinated Entry Event 10-15 are inferred based on Project Type, except value 12 (Referral to Joint TH-RRH project/unit/resource opening). Value 12 is inferred when funding source 44 (“HUD: CoC - Joint Component TH/RRH”) is assigned to the program and is active at the referral date. The system will infer values for these Coordinated Entry Event fields when:

  • A user saves a Program-level Assessment with Coordinated Entry toggle enabled and the client is referred directly to a program from the Eligibility Determination screen
    OR
  • A user saves a Program-level Assessment with the Coordinated Entry toggle enabled and the client is referred to a Community Queue from the Eligibility Determination screen, and the referral is reassigned to a program from the Community Queue.

“Referral to Emergency Housing Voucher (EHV)” (event 17) is an inferred event defined as a referral from a queue OR from the Eligibility Determination screen to a project that has “HUD: PIH (Emergency Housing Voucher)” assigned as an active funding source.

  • There should only be one inferred event per referral or Community Queue reassignment. Therefore if a program has an active funding source of “52 HUD PIH (Emergency Housing Voucher)” but it also matches an inferred program type, the CE Referral Event value 17 (“Referral to Emergency Housing Voucher”) will take precedence as the inferred CE Event recorded.

 

Additional Coordinated Entry Event Inferred Dependencies

  • Location of Crisis Housing or Permanent Housing Referral: the system infers a value for this field from the Project Name and HMIS ID of the program that the client is referred to (from either the Eligibility Determination screen or when reassigned from a Community Queue).
  • Referral Result:
      • "Unsuccessful referral: provider rejected" - the system infers this value when a user changes the Status of a referral from "Pending" to "Denied" and records a response of "Provider" for the field Denied By Type
      • "Successful referral: client accepted" - the system infers this value when an enrollment is recorded for the program the client was referred to (from either the Eligibility Determination screen or when reassigned to the program from a Community Queue).
      • "Unsuccessful referral: client rejected" - the system infers this value when:
        • A user changes the Status of a referral from "Pending" to "Denied" and records a response of "Client" for the field Denied By Type or
        • A user changes the Status of a referral from "Pending" to "Expired."
  • Date of Result: the system infers this value as the same date when Referral Result is inferred.

Steps For System Administrators

  • Configure the Service Items  under a Service with a Category of "Coordinated Entry Event." Within the Service section, select "Programs Only," as Coordinated Entry Events must be connected to a program enrollment. Assign the Service to any programs that should be recording Coordinated Entry Events. As a best practice, we strongly recommend configuring the Delivery Type for Coordinated Entry Event services as "Single Event."
  • Implement a process of utilizing a Community Queue and/or Assessments with Eligibility Engine to refer/reassign clients to programs.
  • Ensure users record the Service Items for Coordinated Entry Events 1-9, 16, and 18 within program enrollments. 
  • For inferred Coordinated Entry Event values 10-15 and 17, ensure users record a Program-level Assessment with the Coordinated Entry toggle enabled within the appropriate program enrollment to link the inferred referral event to the program enrollment.