Hotel/Motel HMIS Workflow

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:

  1.   All data must be entered in the appropriate Hotel/Motel bin (use EDA if necessary)
  2.    Select backdate mode, if not entering data in real time
  3.  Search for Client
  4. Review/Edit Household (if needed)
  5.  Add e-ROI (apply to all household members)
  6.  Create Project Entry (include all household members)
    1. Project Start Date = 1st day in hotel/motel
    2.  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

  1. 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)

  1.   Project Exit Date = Day client leaves hotel/motel
  2. Select appropriate Reason for Leaving & Destination
  3.  Review and update client assessment data, if necessary. 
  4.  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


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