HMIS Data Entry Instructions for Problem-Solving/Diversion/Rapid Resolution Providers

This document contains data entry instructions for HMIS users in the Northwest, Southeast, and Suburban Metro Area CoCs. Users should check with their CoC’s Priority List Manager to learn whether there are supplemental directions not included here.

Program Entry

Log details from your problem-solving/diversion/rapid resolution conversation with the client in the entry assessment. This will require you to complete the following steps:
  1. Find an existing record or create a new one for the client.
  2. Create a new Entry/Exit.
  3. Complete the entry assessment.

Find or Create a Client Record in HMIS

  1. Click on Enter Data As and select your Problem-Solving/Diversion/Rapid Resolution provider.
    *Note that this provider is distinct from the Coordinated Entry Assessment provider used to add clients to the Priority List.
  2. Open ClientPoint and search for the client.
    1. If a matching client record appears in the search results, verify that the record is shared before opening it. You will have to create a new record if the existing one is not shared.
      *Check for the word SHARED in the “Alias” field. While a seven-digit record may be shared, depending on a client’s preferences, records with a six-digit ID are never shared.
    2. If there are no matching results, create a new client record. For users working with a multi-person household, it may be necessary to create client records for other members of the household and to connect those members together in the Households tab.
  3. Move on to the next section when you have found or created a record for the client.

Create a new Entry/Exit

  1. When you open the client's record, the Back Date Mode pop-up will appear. In the pop-up, select Use Current System Date.
    1. If you are working with a multi-person household, you should have the head of household’s record open.
  2. Click on the Entry/Exit tab, then select Add Entry/Exit.
  3. Make the following selections in the Project Start Data pop-up before continuing to the entry assessment:
    1. Household Members: Check the box next to the name of every household member that is being served together with the head of household.
    2. Provider: Your Problem-Solving/Diversion/Rapid Resolution provider. (This should be filled in automatically.)
    3. Type: Select Basic.
    4. Project Start Date: The date of your initial conversation with the client.

Complete the Entry Assessment

Fill out the entry assessment as accurately and completely as possible, paying special attention to the following:

Multi-Person Households

Complete the assessment for the head of household only.

Coordinated Entry Assessment (Sub-Assessment)

  • A new row should be added each time a client has a new Problem-Solving/Diversion/Rapid Resolution entry created for them.
  • If there is an existing row without an End Date, edit that row and enter an End Date that is one day prior to your conversation with the client. Your new row should not be given an End Date as it contains the latest information.
  • When adding a new row, complete the following fields:
    • Date of Assessment: The date of your conversation with the client.
    • Assessment Location: The location where the conversation was held.
    • Assessor Details (Name, Phone, Etc.): Your information. 
    • Assessment Type: Select the most accurate option.
    • Assessment Level: Select Housing Needs Assessment.
    • Prioritization Status: Select Not Placed on Prioritization List.

Coordinated Entry Event (Sub-Assessment)

  • This sub-assessment is also used to track Coordinated Entry housing referrals. Do not make any changes to housing referrals that you find in the sub-assessment.
  • A new row should be added each time a client has a new Problem-Solving/Diversion/Rapid Resolution entry created for them.
  • When adding a new row, complete only these three fields:
    • Start Date: Enter the date of the conversation with the client.
    • Date of Event: Same as the Start Date.
    • Event: Select Problem-Solving/Diversion/Rapid Resolution intervention or service.
      *Only these top three fields should be filled out at the time of your conversation. The question Intervention or Service Result - Client housed / re-housed in a safe alternative? will be answered when completing your exit review.

Program Exit

Log details from your problem-solving/diversion/rapid resolution conversation with the client in the exit assessment. This will require you to complete the following steps:
  1. Add Exit Data
  2. Complete the Exit Assessment

Depending on your agency’s approach to problem-solving/diversion/rapid resolution, there are two options for when a client will be exited:

  • Exit Same-Day: If your agency is not able to continue working with the client after the initial conversation, you will exit the client on the same day their entry was created.
  • Exit at Service End: If your agency is able to continue working with the client after the initial conversation, you may exit them when services cease being offered.

Add Exit Data

  1. Click on Enter Data As and select your Problem-Solving/Diversion/Rapid Resolution provider.
  2. Open the record of the client whose entry is being closed. When the Back Date Mode pop-up appears, select Use Current System Date.
    1. If you are working with a multi-person household, you should have the head of household’s record open.
  3. Click on the Entry/Exit tab and find the open entry for your Problem-Solving/Diversion/Rapid Resolution provider. Select the edit pencil next to the empty Exit Date field.
  4. Fill out the following fields in the Edit Exit Data pop-up before continuing to the exit assessment:
    1. Household Members: Check the box next to the name of every household member attached to the entry.
    2. Exit Date: The date that you are closing the entry.
    3. Destination: Select the most accurate answer.

Complete the Exit Assessment

Fill out the exit assessment as accurately and completely as possible, paying special attention to the following:

Multi-Person Households

Complete the assessment for the head of household only.

Coordinated Entry Event (Sub-Assessment)

Edit the  Problem-Solving/Diversion/Rapid Resolution intervention or service row you created in the client's entry assessment and make a single update: Answer the “Yes/No” question Intervention or Service Result - Client housed/re-housed in a safe alternative?

Diversion Services and Referrals (Sub-Assessment)

Record any services or referrals provided to the client.

Diversion Financial Assistance (Sub-Assessment)

Record any financial assistance provided to the client.
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