Hennepin Family Shelter Team Workflow Guide

Overview

This article provides a broad overview of a number of different process related to the the Hennepin Family Shelter Team workflows. Scroll down for more information on the Hennepin Family Shelter Team Workflow

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

This article will include a guide to:

Shelter Screening and Placement
Family Safe Space Enrollment
Reservations
Shelter Staff Responsibilities
Enrollment and Reservations for Permanent Shelters
Enrollment in Shelter Team Program
Ongoing Engagement with the Shelter Team

Details

Shelter Screening and Placement

If a client cannot be diverted and has initial contact with the Shelter Team, you should screen the client for family shelter eligibility:

Set your Workgroup to Shelter Reservation Team and your Organization to Hennepin County – Family Shelter Team.
Navigate to the Clients workspace. Use the Client Search page to find the Head of Household’s profile and select it.
On the left-hand side menu, select Hennepin Shelter Reservation Team -> Family Shelter Team-> Hennepin Family Shelter Screening Placement Assessment
Complete for the Head of Household only.

Family Safe Space Enrollment

Once the client has been screened, they should first be sent to the Family Safe Space. This requires a project enrollment and a reservation:

Keep the account settings and client selection from before.
In the left hand side menu, select the Intake button and begin the intake.
When you reach the Enrollment page, select the Project: Hennepin-ES-HCC-Hennepin County-Family Safe Space (FOSS NbN).
Include all household members who will present at shelter.
Fill out the relevant assessments.

For more details, please see the Program Enrollment articles.

Reservations

Remain in the Clients workspace and the profile of the current client.
On the left-hand side menu, select Housing Reservation.
Create a reservation. Make sure the reservation end date is the next day, unless otherwise directed by the shelter. For more information on reservations, see - Create a Shelter Enrollment and Bed Reservation
Repeat for all household members.

For more details, please see the Shelter Reservation Teams Workflow article.

Shelter Staff Responsibilities

When the reservation has been made, the data responsibility passes to shelter staff. Staff at shelters have three roles:

Checking clients in and assigning beds (Instructions - Shelter Bed & Unit Check-Ins)
Checking clients out (Instructions - Shelter Bed & Unit Check-Outs)
Closing client enrollments (Instructions - Exiting a Client from an Enrollment)

Enrollment and Reservations for Permanent Shelters

When a family is ready to move from Family Safe Space to a longer-term shelter placement, they will need a new enrollment and a new reservation:

Set your Workgroup to Shelter Reservation Team and your Organization to Hennepin County – Family Shelter Team.
Navigate to the Clients workspace. From the left-hand side menu, select Intake.
When you reach the Enrollment page, select the appropriate shelter. Include all household members
Once this is complete, select Housing Reservation and create a reservation for each household member at the appropriate shelter. For more information on creating a reservation see - Create a Shelter Enrollment and Bed Reservation

Enrollment in Shelter Team Program

Clients in a long-term family shelter should be concurrently enrolled in the Hennepin Shelter Team project for case management purposes. Client case notes should be tracked in ClientTrack using this enrollment:

Set your Workgroup to Shelter Reservation Team and your Organization to Hennepin County-Family Shelter Team
With the same settings and client up, return to the Clients workspace
From the left-hand side menu, navigate to Hennepin Shelter Reservation Team-> Family Shelter Team -> Hennepin Family Shelter Team Workflow
On the Enrollment page, select Hennepin Shelter Team-CE-HCC. Include all family members.
This will bring up the Orientation Assessment; complete this with the client.
Returning to the earlier menu, open the Profile folder and select Case Notes.
Select Add New Case Note and enter the client’s initial case notes.
Under the Services tab, select the current Shelter Team enrollment
In the Service row, select Case Management. Set the “Staying on Streets, ES or SH” value to Yes. Keep the rest of the default values.

Ongoing Engagement with the Shelter Team

Continue to enter case notes using this process. For more information on Case Notes, see - Adding a Case Note
When the client’s information changes, find the client’s Enrollment on their Dashboard and add an Update (New During Program Enrollment). see - Updates & Annual Assessments
When you are no longer working with the client, find the client’s Enrollment again and Exit the Enrollment from Hennepin Shelter Team. See - Exiting a Client

Video

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