ShelterPoint Training 2016 PIT The HMIS Portion. Amanda Fox

Transcription

1 ShelterPoint Training 2016 PIT The HMIS Portion Amanda Fox

2 ShelterPoint and the PIT Agenda HMIS Portion of the 2016 Point-in-Time Count Emptying Bed lists (Unit lists) Putting clients into Beds Create a list of your clients and their ID numbers Use ReportWriter or a Counts Report to save time!

3 2016 PIT and HMIS There will be an HMIS portion of the PIT The forms provided by DFSS will still be utilized Sheltered clients will be placed into BEDS in HMIS

4 Using ShelterPoint ShelterPoint is a menu option, start by clicking on it s tab Next, set your Provider and Unit List Unit Lists = Bed Lists These lists should represent as many beds as you enter into HMIS for clients served. Some projects have multiple Unit lists ATAs will see a search button here rather than a drop down list for Provider

5 Using ShelterPoint Provider: Select the Provider that represents the project with Sheltered Clients that will be entered into Beds. Unit List: Choose a Unit List, there may be only one unit list available or there could be more than one. If you don t know which Unit List to use, talk to your Supervisor or ATA. Once a Provider and Unit List are selected, click SUBMIT

6 Using ShelterPoint Now you will see several options to choose from. Start by selecting VIEW ALL to check if there are any client s in Beds already.

7 Using ShelterPoint At this point, you will see the full list of beds available in that Unit List, as well as any Beds that are currently occupied by clients. There are 3 clients currently checked into a bed and several EMPTY beds. We want to empty all Beds in preparation for the PIT. Rather than emptying the beds one by one, let s empty them all at once using Update Confirmation List and Transmit Today s Check Out List.

8 Update Confirmation List From the bottom of the Shelter Inventory Screen (all the way at the bottom), click the button to Update Confirmation List: All of your clients will have a box checked next to CONFIRM, you need to UNCHECK these boxes. Use the CLEAR button to uncheck all the boxes at once. Then, Click CONFIRM Now, a window opens and you will select OK to return to the Shelter Inventory Information screen. **If your bed list is EMPTY already, you will not need to take this step! (screenshot on the next slide)

9 Update Confirmation List CLEAR unchecks all the boxes CONFIRM brings about the Confirmation Statistics Window OK returns you to the Shelter Inventory Information Screen Now, you will move on to Transmit Today s Check Out List

10 Emptying Beds Transmit Today s Check Out List To empty the beds, all at once, scroll all the way to the bottom of the Bed List and Locate the button called: Transmit Today s Check Out List **If your bed list is EMPTY already, you will not need to take this step!

11 Emptying Beds Check Out List Make the Check Out date a date prior to the PIT. Or do this step in advance of the PIT to prepare!

12 Putting Clients into Beds Express Check In Now start putting your client s into beds You will enter each client that is staying in your facility on the night of the PIT, into a bed in HMIS INCLUDING CHILDREN There are two ways to get to Express Check In 1. From the View All screen, where all the beds are listed, select Start Express Check In 2. From the ShelterPoint Dashboard, select the Express Check In button Or

13 Express Check In Once you select Express Check In, you will be taken to a Client Search screen. There are three ways to search for clients at this step. 1. Search for your client by NAME 2. Search for your client by their HMIS ID # 3. Scan your client s ID card (making sure your cursor is in the client ID # field) Before starting your client search, ensure that your Date In is set to the correct date. It will populate to right now and should be correct already.

14 Express Check In Use the Client Search fields to find the client s who are staying at your facility the night of the PIT. You can SEARCH for your client by NAME or Client ID # OR You can scan your client s ID cards to enter them into beds. (When scanning ID cards, make sure that your cursor is in the Client ID field) IF YOU SEARCH BY NAME, you will need to select the client from the Client Results by Clicking on the GREEN PLUS SIGN in front of Their name and ID number

15 Express Check In At the bottom of the Express Check In screen you will see a list of client s appear who have been successfully checked into Beds. You can check in all of your clients at one time from this screen! If any ALERT windows pop open you can click on CONTINUE to move forward with adding the client to a bed.

16 Express Check In Here s an example of what you will see at the bottom of the Express Check In screen when you have successfully checked a client into a bed. Now the client has a Bed # Clicking Submit List will bring about this Alert window When finished, simply click Exit

17 Checking your work AND a demonstration To confirm that your clients were all added to beds, go back to the View All window from the ShelterPoint Dashboard. This will bring about a full list of clients who were just checked into beds.

18 Want to save some time? Create a list of all your clients and their HMIS ID numbers!!

19 Generating a List of Clients and ID Numbers Dashboard Counts Report or ReportWriter

20 Counts Report: Adding a Counts Report to your Dashboard 1. From the HOME screen, click on the arrow in the bottom left of the screen next to Customize Home Page Dashboard 2. Then, Click on Add Counts Report

21 Counts Report 3. Once the Counts Report appears, click on the Pencil. The pencil allows you to both set up and edit reports. There are four squares available in the Counts Report. They are named based on their position.

22 Counts Report: Clients With An Entry BUT No Exit 4. Select the report you want to set up in the Top Left square of your counts report. Choose Clients With An Entry But No Exit.

23 Counts Report: Clients With An Entry BUT No Exit 5. Set your filters. Use the Select Dates filter to All Dates 6. Select Provider it will default to System Wide and you MUST change this 7. Use the Provider options to select the correct project 8. Click OK

24 Counts Report: Clients With An Entry BUT No Exit You ll see your Counts Report processing and the report name will appear in the Top Left square. Once a Blue Number appears, you will be able to click on that number to produce the list of client Names and ID #s

25 Counts Report: Clients With An Entry BUT No Exit 1. A window will now open that lists all of your clients who have an open Entry in your program. The Client ID numbers are blue because they are links that will take you to your client s record. To download this list to Excel, click on Download Full Report

26 The ReportWriter Option You can also use ReportWriter to generate a list of your clients and their ID #s. 1. Click on from your menu and scroll down to locate 2. Now create a New Report. Locate and click on A window will open that will allow you to Create a Report. There will be several Tabs to work with. You will need to work with the Tables, Fields, Filters and Preview tabs.

27 The ReportWriter Option 4. Select the Tab for Tables you will start on this tab so you should already be there. Check the boxes for the Tables named: Clients and Entry Exit 5. Now click on the tab called Check off the boxes under Clients for Client ID, First Name and Last Name 1. Under Entry Exit check off the boxes for Entry Date and Exit Date

28 The ReportWriter Option 6. You are ready to move on to the tab. Select Then click 7. When the window below appears, set the Table/Assessment/Worksheet dropdown to Entry Exits 1.

29 The ReportWriter Option 8. Now set the Field/Question dropdown to PROVIDER Leave the FILTER as set to EQUALS and now select and use the search window to find the project you are working on. Search by Name or Provider ID # and Then click the to select your Project.

30 The ReportWriter Option 10. Next you will click to set this filter and then you will need to add one more filter. From your New Filter Group, select Add Filter and set it up to look like this: This filter will make it so only the Entries with an Exit Date that is NULL will pull into your report. Once you select Save, your Filters should look like this: *Make sure not to delete any of the filters that were created automatically!

31 The ReportWriter Option 11. Now you will move on to the PREVIEW Tab. You will find a list of your clients will appear in this tab. Look for the button to Download your results so you will have this list available as an Excel file.

32 Wrapping Things Up IF NEEDED, you have the choice of using either a COUNTS REPORT or REPORTWRITER to generate your list of clients. This list will represent all the clients that should be entered into a BED on the night of the PIT. Don t Forget!! Putting clients into BEDS in HMIS will not take the place of filling out the DFSS forms. We are asking you to do BOTH this year, on the night of the PIT January 26 th.

33 Thank you! Questions? Contact Information: Amanda Fox HMIS Helpdesk hmis.thechicagoalliance.org