Coordinated Entry Resources

Coordinated Entry Screens

 

Overview

The process of assessing, enrolling, and gathering client data in the coordinated entry process is facilitated through screens. In order to comply with the HUD HMIS Data Standards requirements, certain fields must be present within these screens. 

In this article, we’ll focus on the minimum screen requirements for Coordinated Entry programs rather than the housing programs participating in Coordinated Entry, as this will vary from program to program. The exception to this is if a community is following a model in which there is no CE Project, as outlined in the Coordinated Entry Data Standards Readiness Assessment. If this is the case, the required fields should be added to screens for relevant programs participating in the Coordinated Entry process.

Depending on your community’s Coordinated Entry process, you may choose to use Bitfocus system screens or copy the system screens to customize with additional fields. 

You may have one or multiple screens for each screen type, depending on your process. For example, if your coordinated entry system has a separate process for families and individuals, you may have a distinct Assessment Screen for each. 

Notes:

  • Only system administrators are able to create and edit screens.
  • For general information about each screen type, see Types of Screens. For more information about creating and customizing screens, see Creating and Editing Screens
  • The collection of the Program Specific Data Elements 4.12 and 4.19 is required of CoC-funded Coordinated Entry projects. HUD strongly encourages CoCs to collect this data, regardless of funding. 
  • For more information about data collection stages and the data collection requirements for coordinated entry programs, see the HMIS Data Standards.

Profile Screens

Profile screens collect data at the record creation collection stage. All HMIS-participating continuum projects, including Coordinated Entry projects, are required to collect several data elements at this stage. Some of these fields are collected by default at record creation in Clarity Human Services and, therefore, do not need to be added to a Profile Screen. The remainder of the required data elements for Coordinated Entry programs can be found in the system screen [2022] Minimum Intake Profile.

Required Data Elements at Record Creation

Data Element Clarity Human Services Fields System Screen
3.01 Name [first_name]; [last_name]; [name_quality] Collected at record creation
3.01 Name [name_middle]; [name_suffix] [2022] Minimum Intake
3.02 Social Security Number [ssn_quality] Collected at record creation
3.03 Date of Birth [birth_date]; [dob_quality] Collected at record creation
3.04 Race [race] [2022] Minimum Intake
3.05 Ethnicity [ethnicity] [2022] Minimum Intake
3.06 Gender [gender] [2022] Minimum Intake
3.07 Veteran Status [veteran] [2022] Minimum Intake

Program Enrollment Screens

Program Enrollment Screens collect data at the “Program Start” collection stage. Collection of the following data elements is required for all HMIS participating continuum projects, including Coordinated Entry projects, at enrollment:

Required Data Elements at Program Enrollment

Data Element Clarity Human Services Field
3.08 Disabling Condition [disabled]
3.10 Project Start Date [program_date] (included in all Program Enrollment Screens by default)
3.15 Relationship to Head of Household [relationship_to_hoh]
3.16 Client Location (required for HoH only) [client_location]
3.917B Prior Living Situation  [prior_residence], [prior_duration], [th_ph_less_than_7_nights], [institutional_90_days], [chronic_6], [chronic_7], [chronic_2], [chronic_3]

Program Status Screens

Program Status Screens collect data at the Update or Annual Assessment collection stage. Collection of the data element 4.12 Current Living Situation is required for coordinated entry programs and must be collected from a Program Status Screen

The system screen Current Living Situation can be used or copied to collect this data. If a custom Program Status Screen is being used, you will need to manually select “Current Living Situation” as the Status Screen Type in Screen Editor, which will automatically add the Current Living Situation fields to the screen. 

Note:

  • There are additional steps that must be taken in Program Templates to enable Current Living Situation data collection.
  • For programs required to collect Current Living Situation, data collection is required at the time of contact, including the date of program entry

Assessment Screens

Assessment Screens collect data at the Update/Occurrence Point collection stage. Assessment Screens have Coordinated Entry, Eligibility Engine, and Assessment Processor options, allowing them to be used for a community's Coordinated Entry assessment. The only way to record a referral to a Community Queue is through an Assessment Screen. Data element 4.19 Coordinated Entry Assessment is also collected from an Assessment Screen.  

Clarity Human Services can accommodate a variety of tools for matching clients with resources, including homegrown assessment and scoring tools. The VI-SPDAT suite of products, a popular tool for Coordinated Entry assessment and triaging, are set up as system assessments. If your community is using these tools for your Coordinated Entry process, no additional configuration is required for these screens.

If your community is using a custom assessment tool for determining program eligibility, you’ll need to first create the screen and toggle on Coordinated Entry, which will automatically add the fields for 4.19 Coordinated Entry Assessment. You can then add fields (including any custom fields) and configure those fields, as needed, using Screen Field Editor.

 

Once the screen is created, you’ll create and add an assessment processor to the screen. 

Note: if setting up a custom Coordinated Entry Assessment Screen, it is necessary to add an Assessment Processor. The values for Assessment Result Type and Assessment Result for 4.19 Coordinated Entry Assessment are generated from the Assessment Processor score and subtotals from the Assessment Processors assigned to the Coordinated Entry Assessment Screen.  

Program Exit Screens

Program Exit Screens collect data at the Project Exit collection stage. Collection of the data elements 3.11 Project Exit Date and 3.12 Destination is required for Coordinated Entry programs.

3.11 Project Exit Date is included in all program exit screens by default. The system screen 2022 Minimum Project Exit can be used or copied to collect 3.12 Destination. If a custom Program Exit Screen will be used, you will need to add the fields [exit_destination] and [exit_destination_other]. 

Program Follow-up Screens

Program Follow-up Screens collect data at the Post Exit collection stage. No HMIS Data Elements are required by HUD at this data collection stage for Coordinated Entry programs.