Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services ClientPoint HPRP Data-Entry Workflow

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Locate & Review the Client’s Record Create/Update Household (if needed) Add/Review ROI Record(s) Create the Program Entry Worksheet for the HoHH Complete the Program Entry Worksheets for Additional HH Members HPRP Data-Entry Made Easy! Follow the tabs through the record. Record Service Transactions Create the Program Exit Worksheet for the HoHH Complete the Program Exit Worksheets for Additional HH Members Record Case Manager(s) (optional) Record Case Plans (optional) Complete Additional Assessments (if needed)

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Access ClientPoint (“The filing cabinet!”) Search for the Client’s existing record(s) via Name, SSN, or ServicePoint Client ID#. Locate & Review the Client’s Record

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services If the Client has an existing Client Profile, click the Pencil/Edit icon to open the Profile. Locate & Review the Client’s Record If the Client does not have an existing Client Profile, click the “Add New Client” button to create a new Profile.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Upon clicking the “Add New Client…” button, you’ll see one of these two pop-up windows. Select the appropriate option & proceed. Household Creation (optional configuration) If you choose the “Ok” or “Add Client ONLY” buttons, skip to slide #11. SPv ClientPoint Workflow v

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Select the Household Type, then proceed to search for additional household members. If the additional household member does not already exist in the database, add him/her. You may encounter this warning pop-up window. Household Creation (optional configuration) SPv ClientPoint Workflow v

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Clients added to the household will appear under the “Selected Clients” section at the bottom of the “Add New Household” pop-up window. Click the “Continue” button once all household members have been added to the group. Household Creation (optional configuration) SPv ClientPoint Workflow v

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Previous Household Members can be viewed by clicking the black arrow/triangle icon to expand the page section. Initial Household Data Capture (optional configuration) Answer the “Head of Household”, “Relationship”, and “Joined” questions at the top of the Household Info pop-up window, and click the SAVE button. SPv ClientPoint Workflow v

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services If assessment questions appear, work from the top of the page down to the bottom & click the SAVE button. Green checkmarks will appear next to each household member’s name as their assessment questions are answered & saved. When complete, click the SAVE & EXIT button at the top/bottom of the pop-up window. Initial Household Data Capture (optional configuration) SPv ClientPoint Workflow v

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services “Client Information” Tab

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Click the pencil to add, edit or update. Note: These data elements create the client’s unique ID. Altering this data will alter the Unique Identifier for reporting in the database. Custom Assessment Fields may need to be answered, check with your Administrator for details! Locate & Review the Client’s Record

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services “Summary” Tab Locate & Review the Client’s Record Pay particular attention to the Client’s current Entry/Exit & Service records. Contact your Administrator if the Client is currently receiving HPRP services from another HPRP Provider, to avoid unnecessary duplication of services. If you have access to the Summary tab, click it and briefly review the information contained there.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Create/Update Households (if needed) Create Relationships between records before entering clients into programs or providing services! Click “Start New Household” to begin. 13

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Select the Household Type, then proceed to search for additional household members. If the additional household member does not already exist in the database, add him/her. You may encounter this warning pop-up window. Household 14

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Clients added to the household will appear under the “Selected Clients” section at the bottom of the “Add New Household” pop-up window. Click the “Continue” button once all household members have been added to the group. Household 15

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Previous Household Members can be viewed by clicking the black arrow/triangle icon to expand the page section. Answer the “Head of Household”, “Relationship”, and “Joined” questions at the top of the Household Info pop-up window, and click the SAVE button. Household 16

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services If assessment questions appear, work from the top of the page down to the bottom & click the SAVE button. Green checkmarks will appear next to each household member’s name as their assessment questions are answered & saved. When complete, click the SAVE & EXIT button at the top/bottom of the pop-up window. Household 17

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Update Households (if needed) Update Relationships between records before entering clients into programs or providing services! Click “Manage Households” to begin. 18

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Update Households (if needed) Remove relationships by click the red Remove Icon. Then fill in the “Date Client Left Household” Note: Date Client Left Household is NOT the Client’s Exit Date from the HPRP Program! Use only under circumstances of official relationship dissolvements, such as divorce, death, foster care removal, or child custody changes, etc. 19

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Update Households (if needed) Update the remaining Household information as appropriate by adjusting Head of Household information, Relationship, or by adding additional Household Members 20 Reminder: When adding additional Household Members the date “Joined Household” may not be the same date as the Head of Household or Program Entry.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Click the “ROI” tab to review the Client’s existing Release-of-Information (ROI) record(s), and to create additional Client’s ROI record(s). Add/Review ROI Record(s)

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services If the Client does NOT have a current ROI for the HPRP Program where he/she is receiving Services, click the “Add Release of Information” button to create a new ROI. Add/Review ROI Record(s)

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Checkmark appropriate Household Members to create duplicate ROIs & save data-entry time. Identify the Provider that is receiving the ROI from the Client(s). (A Client should have an ROI for EACH Provider where he/she receives Services.) Release Granted = Yes if the Client gave permission to release his/her data. The ROI Start Date & End Date should be completed. The ROI Start Date = the date the Client gave permission. (Contact your Administrator for more information on ROI Start & End Dates.) Add/Review ROI Record(s) Contact your Administrator to determine which Documentation method is appropriate, & if a Witness is necessary. Click the Save button to proceed.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Create the Program Entry Worksheet for the HoHH Click the “Entry/Exit” tab to review the Client’s existing Program Entry Records, and/or to create & update the Client’s Entry/Exit Worksheet(s). Click the “Add Entry/Exit” button to start a Program Entry Worksheet for the Head of Household (HoHH).

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Create the Program Entry Worksheet Checkmark appropriate Household Members to start duplicate Program Entry Worksheets & save data-entry time. Identify the HPRP Provider that is accepting the Client(s) into its Program. Program Entry Worksheet TYPE = HPRP The Entry Date should reflect the date when the Client(s) was accepted into the HPRP Program, and BEFORE the Client began receiving HPRP Services. Click the “Save & Continue” button to proceed & complete the Program Entry Assessment Questions for the Head of Household (HoHH).

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Create the Program Entry Worksheet Answer all questions on the Entry Assessment. These fields are important for reporting status at Entry. Follow the screen from top to bottom. 26

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services If assessment questions appear, work from the top of the page down to the bottom & click the SAVE button. Green checkmarks will appear next to each household member’s name as their assessment questions are answered & saved. When complete, click the SAVE & EXIT button at the top/bottom of the pop-up window. Create the Program Entry Worksheet Follow the screen from top to bottom for each household member. SPv ClientPoint Workflow v

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Create the Program Entry Worksheet Pay particular attention to the “Housing Status” question. Clients with a Housing Status response of “Stably housed,” “Don’t Know,” or “Refused” are NOT eligible for HPRP Services and will NOT be counted on the HPRP QPR (Quarterly Progress Report). Household members should have the same Housing Status responses. Click the “Save & Exit” button to proceed with the HPRP data-entry workflow.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Create the Program Entry Worksheet for the HoHH The Program Entry Worksheet will be listed on the Entry/Exit tab.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Click the “Case Managers” tab to record a Case Manager assigned to the Client. Click the “Add Case Manager” button, then answer & save the Case Manager identification questions that appear in the pop-up screen. Record Case Manager(s) (optional)

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Work from top to bottom through the pop-up screen, to answer questions, record goal & follow-up data, and subsequently record case notes & service transaction records. The Classification & Type picklists are conditional lists that can be configured to meet your data-entry needs. Contact your Administrator for more information. Record Case Plans (optional) Click the “Case Plans” tab to record a Goals & Case Notes for the Client. Click Add Goal to continue.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services After saving the Goal, the Case Plans window will expand… The Add Service button will take you out of Case Plans to record Service Transactions. Record Case Plans (optional)

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Assessments are sets or groupings of questions. Select an Assessment from the list and enter the data elements required by your provider. Each Provider may have a different set of Assessments available. Note: You may be responsible for more than one. Complete Additional Assessments (if needed) Click the “Assessments” tab to record additional Assessment Answers for the Client(s). Contact your Administrator for more information.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Record Service Transactions Click the “Add Multiple Services” button to proceed & record services for the Head of Household (HoHH). Click the “Service Transactions” tab to record the Client’s HPRP Services.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Record Service Transactions Checkmark appropriate Household Members to duplicate Service Transactions & save yourself data-entry time. Identify the HPRP Provider that is providing the service to the Client. Select the “Closed” status for completed services. Click the “Add Another” button to proceed & complete the Service Transaction record(s).

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Record Service Transactions The Service Start Date & End Date should reflect the time frame of interaction between the Case Manager & Client(s) pertaining to this Service Transaction. Work your way down the page answering items as you go… Be sure to follow your Administrator’s instructions. Contact your Administrator if you have questions.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Record Service Transactions Record Service Cost(s) data as instructed by your Administrator. The Unit Type picklist is configurable by Provider. Record the Status as Completed for finished services, and make sure to answer the Outcome question. Contact your Administrator if you have questions.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Record Service Transactions Service Transactions will appear listed under the “Services” sub-tab, beneath the “Service Transactions” tab.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Create the Program Exit Worksheet Click the “Entry/Exit” tab to access the Client’s Entry/Exit Records. Click the Pencil/Edit icon under the blank Exit Date field to create the Program Exit Worksheet for the Head-of-Household.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Create the Program Exit Worksheet The Program Exit Date should reflect the Client(s) was discharged from the HPRP Program. Work your way down the page answering items as you go… Be sure to follow your Administrator’s instructions. This information is applied to the entire Household if all members are selected. Select “Save & Continue” to finish.

Collaborate. Coordinate. Evaluate. Connecting Communities > Demonstrating Outcomes ™ / I&R Housing Youth & Family Services Older Adult Services Create the Program Exit Worksheet If assessment questions appear, work from the top of the page down to the bottom & click the SAVE button. Green checkmarks will appear next to each household member’s name as their assessment questions are answered & saved. When complete, click the SAVE & EXIT button at the top/bottom of the pop-up window. Follow the screen from top to bottom for each household member.