This article guides you through implementing the HUD HMIS Coordinated Entry data elements in Clarity Human Services:
For an overview of the Coordinated Entry data elements, please see the HUD Exchange resource HUD’s New Coordinated Entry Data Elements. For full details on each data element, see the 2020 HMIS Data Standards.
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Note:
- If Bitfocus provides your community administration services, your team is taking care of these changes and will work closely with you to ensure a smooth rollout.
- Users must record all three Coordinated Entry Data Elements within (or link to) program enrollments.
4.12 Current Living Situation
Overview
"Rationale: 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." - FY 2020 HMIS Data Standards Manual
HUD restructured this data element from the data element previously called "Contact" in the 2017 HMIS Data Standards. This data element is separate from 3.917 Prior Living Situation, which users collect within program enrollment screens.
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 Screen. Program Status Screens containing the Current Living Situation fields display in the program enrollment Assessments tab of programs assigned a Program Template with Current Living Situation set as an Additional Status Screen.
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Note: for programs where Current Living Situation collection is required, every time a user records a Project Start Date for a program, the user must also complete a corresponding Program Status Screen with the Current Living Situation fields.
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
"Rationale: 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." - FY 2020 HMIS Data Standards Manual
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 collect the following Coordinated Entry Assessment fields within a program Assessment Screen: Assessment Date, Assessment Location, Assessment Type, and Assessment Level. Assessment Screens containing the Coordinated Entry Assessment fields display within the Assessments tab of program enrollments with the Coordinated Entry-enabled screen assigned as a Program Assessment.
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 Coordinated Entry toggled on.
- Assessment Result Type and Assessment Result: values from the score and subtotals from the Assessment Processors assigned to the Coordinated Entry Assessment.
- Prioritization Status: the system infers a value for this field when a user refers a client to a Community Queue from a program 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)
- Add appropriate selection options to the Assessment Location field in Field Editor. The Assessment Location field options are available systemwide for any screens using the Assessment Location field (i.e., Assessment Screens with Coordinated Entry toggled on).
- Begin utilizing an Assessment Processor assigned to an Assessment Screen with Coordinated Entry toggled on to generate values for the fields Assessment Result Type and Assessment Result.
- 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 within a client program enrollment.
Bitfocus Maintained Options
Bitfocus maintains system VI-SPDAT Assessment Screens with Coordinated Entry toggled on.
4.20 Coordinated Entry Event
Overview
"Rationale: 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." - FY 2020 HMIS Data Standards Manual
Data Collection
This data element contains 15 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) as Service Items within client program enrollments.
Two Coorindated Entry Events collected as Service Items include dependent Result: Client housed/re-housed in a safe alternative and Result Date dependent fields: 2- Problem Solving/Diversion/Rapid Resolution intervention or service and 5- Referral to post-placement/follow-up case management. 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 Program Type, except value 12 (Referral to Joint TH-RRH project/unit/resource opening). Value 12 is inferred based on the program's Funding Source. The system will infer values for these Coordinated Entry Event fields when:
- A user saves a Program Assessment with Eligibility Engine toggled on and the client is referred directly to a program from the Assessment Eligibility Determination page or
- A user saves a Program Assessment with Eligibility Engine toggled on and the client is referred to a Community Queue from the Assessment Eligibility Determination page, and the referral is reassigned to a program from the Community Queue.
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 page 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 page 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 nine Service Items under a Service with a Category of "Coordinated Entry Event." Within the Service section, select "Programs Only," as Coordinated Entry Events must occur within a program enrollment. Assign the Service to any programs that should be recording Coordinated Entry Events. Each of the nine Service Items should have a "Long Term" Delivery Type. (Editor's Note: while this statement was true when this article was written in 2019, there is now also a "Single Event" option. Refer to our August 2020 Feature Updates article for more details.)
- 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 within program enrollments.
- For inferred Coordinated Entry Event values 10-15, ensure users record a Program Assessment with Eligibility Engine toggled on within the appropriate program enrollment to link the inferred referral event to the program enrollment.
Data Mapping
We mapped the following historical fields on October 1, 2019, as a part of the 2020 HMIS Data Standards updates.
Contact Services
- All previous program Contact services with the service category of "RETIRED (Outreach Contact)" and "RETIRED (Outreach and Engagement)" were mapped on October 1, 2019 to a new unique Current Living Situation Assessment associated with the client program enrollment. The Service Name and Service Item Name of the retired Contact services was also mapped to the Location Detail field in the Current Living Situation Assessment for reference purposes.
- After Bitfocus conducted the mapping, the historical Contact services remained in the database, and services assigned to the Contact service categories of "RETIRED (Outreach Contact)’’ and "RETIRED (Outreach and Engagement)" were set as "Inactive." If your community wants to continue utilizing the retired Contact services for local community needs, they can be set back to "Active" by system administrators.
- Bitfocus set the system Current Living Situation Status Screen as an Additional Status Screen for any Program Templates assigned to programs with Contact services.
- To view the mapped Current Living Situation assessments, toggle on the Program Assessments on the applicable program’s Modify Program page (note: mapping took place for these programs, regardless of whether Program Assessments was toggled on or not).
Housing Assessment Disposition
Data element 4.18 Housing Assessment Disposition (which appears on the system 2017 CoC and VA Exit Screens for Coordinated Entry project types) was retired and removed from the 2020 system CoC and VA Exit screens. We mapped data from this field to the Coordinated Entry Event data element, where possible.
Bitfocus mapped the following Housing Assessment Disposition field values as Coordinated Entry Event Service Items, where possible:
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Housing Assessment Disposition Field Response Mapping to Coordinated Entry Event Service Items"Referred to homelessness prevention" Referral to Prevention Assistance projects"Referred to Street Outreach" Referral to a Street Outreach project or services"Referred to a homelessness diversion program" Problem Solving/Diversion/Rapid Resolution intervention or service"Unable to refer/accept within continuum; ineligible for continuum projects" Referral to non-continuum services: ineligible for continuum services"Unable to refer/accept within continuum; continuum services unavailable"Referral to non-continuum services: no availability in continuum servicesWe did not map the following Housing Assessment Disposition responses: "Referred to rapid re-housing," "Referred to transitional housing," "Referred to emergency shelter/safe haven," "Referred to permanent supportive housing," "Referred to other continuum project type," "Referred to other community project (non-continuum)," "Applicant declined referral/acceptance," "Applicant terminated assessment prior to completion," "Other/specify."
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