PATH Workflow and Data Collection
Overview
This article is an overview of the data entry workflow and program specific data elements for PATH (Projects for Assistance in Transition from Homelessness) Programs.
- 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 — Under construction, coming soon!
More About This:
Although PATH projects follow similar data entry requirements as other street-outreach and services-only projects in HMIS, there are some unique workflow considerations and program specific data elements. For more details regarding HMIS data entry requirements, please consult the PATH HMIS Program Manual.
Details:
Path Data Collection Workflow
Data quality for PATH projects does not begin until the Date of Engagement. The date of PATH enrollment may be on or after the Project Start Date and on or after the Date of Engagement.
It is possible that project start, engagement, PATH enrollment, and project exit may all occur during a single contact at a single point in time. However, it is much more likely that Project Start Date will be followed by multiple contacts, recorded using Current Living Situation, prior to Date of Engagement. The chart below illustrates the sequence of data collection, which may happen over a period, depending on the client’s willingness to engage with the PATH project, eligibility for PATH-funded services and referrals, and continued connection to the project.
The only data that must be captured prior to Date of Engagement is:
- Some form of name/alias that allows the street outreach project to identify the client in HMIS.
- Project start Date
- Current Living Situation (all contacts from Project Start/First Contact to Date of Engagement)
Any data collection beyond is optional. For questions that are required within the PATH project entry workflow, please select “data not collected.”
*Source: PATH Program HMIS Manual – FY 2024 Version
Program Specific Data Elements
Date of Engagement
Data Collection About: Head of Household and All Adults
Data Collection Point: Occurrence (at point of engagement often project start or Update)
Rationale: To record when the client become “engaged”, defined as the point at which an interactive client relationship results in a deliberate client assessment
Data Collection Instructions: Only one date of engagement is allowed between project start date and exit. This date may be on or after the Project Start Date and if the client becomes engaged, must be on or prior to the Project Exit Date. If the PATH project has not developed this relationship with a client before exit, Date of Engagement should be left blank. If the client returns after a project exits, a new Project start Date and a new Date of Engagement is to be established.
The Date of Engagement field is located the Household section on the Enrollment form:
Scroll down to find the Household section of the page, and use the horizontal scroll bar to scroll all the way to the right to find the Date of Engagement column:
Write in or use the calendar icon to complete the Date of Engagement:
- Click the Save button to move to the next page of the workflow, where you will complete the Universal Data Assessment for your client.
Current Living Situation
Data Collected About: Head of Household and Adults
Data Collection Point: Occurrence Point (At the Time of Contact)
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.
Data Collection Instructions: Record the date and Current Living Situation (CLS) of each interaction with a client. The first CLS will occur at the same point as Project Start Date. A Current Living Situation must be recorded anytime a client is met, including when a Date of Engagement or Project Start Date is recorded on the same day. There may or may not be a contact made at project exit.
The data element CLS has several dependent questions, but PATH providers are required only to record the following:
- Information Date: This is the date the interaction took place.
- Current Living Situation: PATH providers should only select one of the following options:
- Place not meant for habitation (e.g. a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside)
- Emergency shelter, including hotel or motel paid for with emergency shelter voucher, or RHY-funded Host Home shelter
- Safe Haven
- Other
- Worker Unable to determine
There are two ways to record a CLS: within the PATH workflow (at project start, update and exit) or adding a Current Living Situation from the Client Workspace.
PATH Enrollments Workflow
Follow the step-by-step instructions on creating a project enrollment, update or exit. The Current Living Situation form will automatically be displayed for the Head of Household and All Adults enrolled, as shown:
Adding a Current Living Situation from the Client's Workspace (Note: Your client must first have an enrollment into your PATH project before you can record a CLS from the Client Workspace):
- Under the Profile Folder in the Client Workspace, click “Current Living Situation”
- Then click “Add New Current Living Situation” in the upper right-hand corner of the screen:
- Complete the following fields within the CLS form, as circled below:
PATH Funded Services:
For information on PATH Funded Services, see the Knowledge Base Article, PATH Services
PATH Referrals:
For information on PATH Referrals, see the Knowledge Base Article, PATH Referrals.
PATH Status:
Data Collected About: Head of Household
Data Collection Point: Once at Project Start Date or Update if enrolled. At Exit if not enrolled.
Rationale: A PATH enrollment occurs at the point when a client has formally consented to participate in services provided by the PATH project. PATH projects must report on the number of clients enrolled during each operating year.
Data Collection Instructions: The Date of PATH Status Determination should be entered at the point it is determined whether the client is eligible for PATH. The determination point may be on or after the Project Start Date or Engagement Date, but it must be prior to Project Exit.
If engagement and eligibility determination take place after the client’s project start/first contact, then Date of Engagement, PATH Status, and Date of PATH Status Determination should be recorded in an Update and not in the project entry record. If the client exits without becoming enrolled, the PATH Status element should be recorded in the project exit record, indicating that the client was not enrolled and the reason the client was not enrolled.
The PATH Status fields are located the Household section on the Enrollment form:
Scroll down to find the Household section of the page, and use the horizontal scroll bar to locate the PATH Status columns:
Write in, or use the calendar icon, to complete the Date PATH Status Determined field. If applicable, also complete the Client became enrolled in PATH and Reason not enrolled in PATH fields.
- Click the Save button to move to the next page of the workflow, where you will be prompted to complete the Universal Data Assessment for your client.
Connection with SOAR
Rationale: To identify persons who are connected to the SOAR (SSI/SSDI Outreach, Access, and Recovery) program.
Data Collected About: Head of Household
Data Collection Point: Date of Engagement, Date of Enrollment, and Project Exit
Data Collection Instructions: The Connection with SOAR question should be answered by the Date of Engagement, then asked again at the Date of PATH Enrollment and Project Exit. This form is located within the PATH enrollment workflow and can be completed when creating a project entry, update or exit.
Video:
Under construction!
Related Articles and References
PATH Funded Services