03. Referring a Client to Housing
Overview
When a housing program reports a vacancy to its regional Priority List Manager (PLM), the PLM reviews their By Name List report and refers a client on that list to the housing program by creating a Coordinated Entry Event (CE Event).
- More About This — Further important information is found in this section.
- Details — Specific details and/or step-by-step workflows will be described in this section.
- Video — Any relevant videos will be posted in this section.
More About This
In ClientTrack, housing referral CE Events are created in the Coordinated Entry workspace. Priority List Managers run their By Name List report, determine which client will receive the referral, then create the CE Event directly from the By Name List.
IMPORTANT NOTE!! These instructions are specifically for Priority List Managers. No CE systems in Minnesota are set up for housing programs to pull their own referrals. If you represent a housing program and you need a referral to fill an opening, you must reach out to your local PLM directly via email or phone.
Details
- Click on your user icon to open the Settings sidebar, then make the following selections:
- Workgroup: Priority List Managers
Organization: Your CoC’s Coordinated Entry organization. Click here to see a list of programs and their owning organizations
When finished, click on Apply.
- Navigate to the Coordinated Entry workspace and open the By Name List.
- Set the desired By Name List filters, then click on Search.
Locate the client that will be receiving a referral and click on the Actions icon. In the actions menu, select Coordinated Entry (CE) Events.
When interacting with the actions menu, take care not to select "Housing Referral" or "Referral". Use of those unsupported features may prevent the creation of referrals and lead to the creation of misleading data points. - Any CE Events previously made for the client will be listed in the pop-up window. Click on Add New to create a new event.
- Complete the following CE Event fields:
- Date of Event: This is the referral’s issue date. The current date will appear automatically, but it can be changed to a different date if necessary
- End Date: Match the Date of Event. The current date will appear automatically, but it can be changed to a different date if necessary
Event Type: Select the correct housing referral event type
Transitional Housing | Referral to Transitional Housing bed/unit opening
Joint Transitional Housing/Rapid Rehousing | Referral to Joint TH-RRH project/unit/resource opening
Rapid Rehousing | Referral to RRH project resource opening
Permanent Supportive Housing (Disability Required) | Referral to PSH project resource opening
Permanent Housing (No Disability Required) | Referral to Other PH project/unit/resource opening
- Provider: This is the provider issuing the referral. Your CoC’s Coordinated Entry provider will appear automatically, and that value should not be changed
- Enrollment: Select the client’s Coordinated Entry Assessment enrollment
- Location of Crisis Housing or Permanent Housing Referral: Select the housing program the client is being referred to. If the desired program does not appear, first double-check the Event Type; if that value is correct, contact the Helpdesk for assistance at mnhmis@icalliances.org
Refer to Provider: Search for the housing program’s provider. The provider will be named after the program’s organization (e.g. Catholic Charities Twin Cities, Lutheran Social Service of Minnesota)
- Do not update any additional fields, as they will be completed by the housing program. Click on Save to log the CE Event.
- Communicate to the housing program’s contact that a referral has been issued.
Video
Under construction, coming soon!
Related Articles & References
Under construction, coming soon!
Core HMIS Workflow How-to Guides:
Questions? Email the Helpdesk: MNHMIS@icalliances.org