Central Intake Library Information
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1 Central Intake Library Information Client Intake Page: Consent Consent Expiration First Name Middle Name Last Name Suffix DOB/Code SSN/Code Contact Tab: Last Permanent Address: Street# Street Name Street Type Unit Type Unit# City County State Zip Zip Data Quality Phone Phone Type Phone No. Alternative Phone Type Contact Preference Demographics Tab: Housing Status Family Type Relationship Disabling condition (yes, no) Veteran Status Gender Ethnicity Race Education Level Marital Status Income Tab: Cash Non Cash Heath Insurance Note Tab: Family Contact Tab Swipe Card Tab Address History Tab
2 Leveraging Central Intake/ Merging client records Information Brief Introduction It is important that continua/state have the ability to analyze and educate communities about the extent of homelessness and the plight of the at risk population. To accomplish this task, the client records entered into HMIS have to be de-duplicated and merged together; doing this will help continua coordinate/collaborate to provide the best programmatic options, to improve data quality, generate accurate reports/dashboards and to conform to regulatory requirements of the HEARTH ACT. Benefits of changing the configuration As a result of merging client record information, the three CoCs within the State will be able to produce more accurate aggregate reports across their Continua s and the State. Additionally, Colorado s three CoCs will be able to move forward with coordinated entry/assessment, system wide swipe-card entry (rapid entry), and other initiatives that will enable the Continuums to capture accurate data and coordinate collaborative efforts around providing the best programmatic options to the clients we serve. Current configuration Currently, the access (consent) level to all client information in HMIS is defaulted to organization. This means HMIS users can only search clients and enter client s information into their own agency silo. The current database structure is not set up as a system. The current configuration allows duplicate client records to be present in the database across the continuum and state, which is a barrier to leveraging any client coordination or aggregate reporting. Illustration: Client John Smith receives services from multiple agencies. Agency A only enters his name and has missing information, Agency B accidentally reverses the numbers in his birthdate, and Agency C has correct data. As the database is currently configured, these records are not associated and therefore, John Smith could be counted three times on a report pulled across the continuum or state. Configuration after client merge allows clients Leveraging Central Intake The database allows for multiple levels of consent (i.e. organization or system (statewide)). Setting the Central Intake Library consent level default to SYSTEM for all clients would allow us to merge current client records and avoid or limit future client record duplication which will be critical to coordination and accurate aggregate reporting. A positive result could be easing the data entry burden for some agencies. For example, if a client has been seen at an agency, he/she will be searchable through the Central Intake Library, which houses basic demographic information and the information would be able to be accessed (with client consent) by the other agencies users. Process Initially, users will not have automatic access to all client records who have not presented at their agency. Once the merge is completed, when a new client presents at an agency, if the client is found during a database search, the user will have the ability to add the client to their agency and be able to update the basic demographic information on the Client Intake page. Users can then enroll him/her or the household into a program without creating a new client record, thus saving time. All new program enrollments will continue to require additional programmatic information to be entered. Additionally, the HMIS Lead Agency, the vendor and Colorado Springs will collaborate to develop protocol for merging client records. Automated merging of client records will be done via a script from the vendor. In addition, some manual review of records that cannot be automatically merged will be required.
3 Impact to agencies Merging duplicate client records enables users to utilize client record information already entered by other agencies (leverage). This will initially require additional training amongst users. Users will be trained on the procedures of adding existing clients to their agencies. This training will be brief. It will be incorporated in all Case Manager Refresher training, Basic User and Case Manager training moving forward, and will also be made available as a pre-recorded webinar accessible to all users who have already attended the above mentioned trainings. Frequently Asked Questions Leveraging Central Intake/merging client records What is leveraging central intake/merging client records? Leveraging Central Intake is a process that involves data clean-up, changing access (consent) level and merges duplicate clients records. Clean up: the removal of bad client records that don't have enough personal protected information (PPI- full name, DOB, SSN). In this step agencies will be asked verify and correct/edit some client records that are missing PPI. Merge: The merge process entails filtering potential client duplicate records statewide by comparing PPI and merging matching records together. Consent Change: the last stage is to change the consent access level to System (state-wide) for all new and old records. What is sharing client level information? Sharing is the process of identifying what agency the clients have presented to. This allows for collaboration in coordinating efforts around providing the best programmatic options and services to the clients we serve. In the future, some agencies may opt to share. What is the difference between leverage central intake and sharing? Whereas sharing is using the database to determine where the client has presented, thereby coordinating efforts around providing the best programmatic service options, leveraging central intake is the process that lays the ground work by merging duplicate client records and making basic demographic information accessible to all agencies participating in HMIS. What type of information will be accessible once the process is complete? Leveraging Central Intake will allow basic client level demographic information on the head-ofhousehold (HOH) and other family members to be accessible (i.e. first name, last name, last four of social security number, dob, gender, race, ethnicity, education, income, non-cash benefits, health insurance, etc. ) to all participating agencies. Which client records will be merged? All potential duplicate client records with enough personal identifiable information matching will be merged together to create one master record that will be accessible statewide.
4 What are the benefits of merging the client records? The benefits are improved ability to create unduplicated continuum/statewide counts; improved ability to develop continuum/statewide reporting that can be used for decision making; increased ability to analyze continuum/statewide data by population, subpopulation, gender, age, etc.; reduced data entry time across continuum/state; increased ability to educate our communities about the extent of homelessness and at risk populations; improved overall data quality and conformance to regulatory requirements of the HEARTH ACT and to allow our communities to share, coordinated intake and develop the best programmatic options for the people we serve. What actions have been taken to ensure that all participating agencies understand their responsibilities? Colorado HMIS, in conjunction with the CoCs, have created a Communication Plan that ensures that all participating agencies are aware of the process and its impact on their agency; we ve updated all CoC management documents to accommodate Statewide accessibility of client records (i.e. Agency Partnership Agreement, User Ethics, Implied Consent and Written Consent) and will launch a campaign to ensure that there is ongoing status communications. What can we expect to occur during the merge process? The process should appear seamless to most users, you should be able to use the database during the hours of 7pm to 5 am Monday through Sunday. The database will not be accessible after hours. We may experience slow response times, hopefully this will not be the case. You may see household changes in Central Intake throughout the process; therefore, all household composition should be confirmed prior to program enrollments. If your client was duplicated and was merged with another agency s client record you may see different client identifiers. Some client records may require manual processing to merge due to incomplete information (i.e. typos and transposition errors). There may also be a small percentage of client records that may need to be re-entered; this should be the exception and not the rule. When will the process start and how long is it estimated to take? The process has already started; we ve merged duplicate client records within agencies. There has been a meeting between Colorado Springs and the vendor to begin to develop a merge transition strategy. The code is being evaluated and adjusted, the script is in the process of being testing and we believe that we will begin to execute the script on June 1st. The entire process will be done during off-hours and is estimated to take 2-3 months. What will the impact be on reporting? There should be minimal impact on reporting since all reporting is done from snapshots. Snapshots are held in the Program and Services Library, but the merge process involves the Central Intake Library. We will run APRs for all programs and will be able to compare the data once the process has been completed. If you encounter problems please contact Colorado HMIS via (colorado.hmis@coloradocoalition.org) or by phone ( ).
5 What will an agency need to do to make this transition successful? The success of this transition will require us to work together, communicate, ask/answer questions and address concerns. Agencies should: (1) ensure they are using the most current implied consent poster and written consent form; (2) When agencies receive their client report which will identify clients lacking PPI, they should work toward entering the personal protected information by the deadline; (3) Once the process is completed agencies should run reports to determine the quality of their data (i.e. Data Quality & APRs); (4) Work with the helpdesk to resolve any issues that are encountered; (5) If an agency user finds a client that has not been to their agency, they would add the client to their agency, edit any basic demographic and income information to reflect any changes from the most recent intake forms, then begin the program enrollment process.
6 Version 5.5 Sharing Screen Shots 1. Central Intake Library, Client Search Page. Your search will now list all clients in the database. You may need to add the client to your agency s instance if they had never been presented at the agency. 2. This image illustrates how a client may look and how to add clients to your agency. On the Client Intake v5.5 page, the user would see the Add to my Organization button activated, which enables users to add this client to their organization. Once the client has been added to the organization, the user can then work with the client s information. 3. This image illustrates how it would look once the client has been added to your agency. The user would see that the Add to my Organization button but it will not be selectable (grayed out). The button is also disabled if the client has been presented at organization and would not need to add.
Client Record Duplication
What occurred? De duplicated client records Changed the consent in the Central Intake Library from organization to system Basic demographic information is now accessible to all agencies users. Removed
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