Hotel/Motel HMIS Workflow
If the hotel/motel project
receives referrals in HMIS, begin by running the Referrals Report (see Receiving &
Updating Referrals for detailed instructions)
Create HMIS Entry
The process below must be completed when a
household first enters the hotel/motel:
- All data must be entered in the appropriate Hotel/Motel bin (use EDA if necessary)
- Select backdate mode, if not entering data in real time
- Search for Client
- Review/Edit Household (if needed)
- Add e-ROI (apply to all household members)
- Create Project
Entry (include all household members)
- Project
Start Date = 1st day in hotel/motel
- Complete MSHMIS Street & Shelter Intake Assessment ( for each household member)
7. Create Case Plan/Case Notes (REQUIRED FOR CITY FUNDED PROJECTS)
o Create Case Plan to record all ongoing case notes
Classification: ESG
Type: Discharge to Permanent Housing (initial ES & SO goal)
o Add Case Notes
8. If applicable, update CAM Referral Outcome: Accepted, if not done via the Referral Report
Maintain HMIS Record
Leave HMIS record open while client is in the
hotel/motel:
1. Document
changes to assessment data via an Interim
Review/Update
- This may include changes
to income and/or non-cash benefits that occur after the project start
date.
2. Optional: Add Service
Transactions as they occur (see ‘ Adding HMIS Service Transactions’ for
detailed instructions).
Close HMIS Record
Close record when client is no longer residing the
hotel/motel:
1. If
applicable, ensure all Case Notes are documented (update goal outcome)
2. Create Project
Exit (by clicking the Edit Pencil
next to Exit Date)
- Project Exit Date = Day client leaves hotel/motel
- Select appropriate Reason for Leaving & Destination
- Review and update client assessment data, if necessary.
- Save & Exit -----END WORKFLOW-----
Adding HMIS Service Transaction(s)
1. Click
on the Service Transactions tab
2. Select
Add Multiple Services
a. Ensure the Service
Provider is correctly displayed.
b. Leave the Number of Services set to 1.
c. Establish the start and end date for the service.
i. Start
Date = the date the service is provided (if not already set in backdate mode).
ii. End Date =
the start date.
d. Select
the Service Type by clicking the Pencil Icon and choosing the
appropriate service from the dropdown list of
options.
3. Navigate
to the Need Information section.
a. Select Service
Completed from the Need Status dropdown
list of options.
b. Select Fully
Met from the Outcome of Need dropdown
list of options.
4. Click
the Add Another button to add additional
services, if applicable.
5. Click
Save & Exit once all services
are added
Receiving and Updating Referrals
1. Click
on the Reports tab
2. Click
Referrals report
3. Make
sure the correct Provider is selected
4. Referral Type = Incoming Referrals
5. Referral
Status = All
6. Referral
Outcome = All
7. Enter
Referral Date Range (NOTE: start
date should be 1 day before first referral was
made)
8. Select desired Sort Order
9. Click
Build Report (report results will display)
Option #1 – Mass Referral Outcome Update
1. Check the box next to the name(s) of the clients with a known referral outcome
2. Click
the Update Referral Outcome button located
at the bottom of the Referral Results list
3. Select the appropriate Referral Outcome from the
dropdown list
a. Accepted: if client will be receiving a
hotel/motel voucher
b. Declined:
if client refuses
c. Canceled:
if unable to contact client
Option #2 – Update Referral Outcomes in
Individual Client Records
1. Click on the client’s name in the
Referral Results to link to the
client’s HMIS record
2. Click
the Service Transactions tab
3. Click View Entire
Service History
4. Click on Referrals
5. Click
the Edit pencil next to the referral and
the following window will be displayed
6.
Select the appropriate Referral Outcome from the dropdown
list
a. Accepted: if client will be receiving a
hotel/motel voucher
b. Declined: if client refuses
c. Canceled: if unable to contact client
7. Click Save
& Exit