Initial Client Setup Manual v. 5.5 InHOUSE Alameda Countywide HMIS System

Transcription

1 Initial Client Setup Manual v. 5.5 InHOUSE Alameda Countywide HMIS System

2 Manual written to correspond with ServicePoint software version /6/2014 InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v. 5.5 G:\HCD\HOMELESS\COFC\DCM\HMISNew\Training\Software\ServicePoint\Materials\Manuals\Current\ServicePointInitialClientSetupINTROv5_5.doc

3 CONTENTS InHOUSE Course Objectives InHOUSE Initial Client Setup Course Intro ServicePoint Security What is ServicePoint?... 1 ServicePoint User Licenses... 2 Authorized Access of ServicePoint... 3 HUD Mandated Password Guidelines... 4 Application Security Guidelines... 5 Workstation Security/Automatic Log-off... 6 ServicePoint Basics Starting ServicePoint... 7 The ServicePoint Home Page... 8 Searching for a Client... 9 InHOUSE Client Summary Client Data Fields Question Description and History ServicePoint Icons Sub-assessments Other ClientPoint Assessments Opening Assessment Pages Initial Client Setup Adding a New Client Record Checklist (Single Adult) To Begin Search for a Client Record Add a New Client Record Entering Aliases A ServicePoint Household Setup a Household Adding Other Household Members The Release of Information (ROI) Form ROI Permissions Enter the ROI HUD Program Entry HUD Program Exit Add New Family Client Records Checklist Entering the ROI for a Household InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v. 5.5 G:\HCD\HOMELESS\COFC\DCM\HMISNew\Training\Software\ServicePoint\Materials\Manuals\Current\ServicePointInitialClientSetupINTROv5_5.doc

4 CONTENTS (CONTINUED) ROI Example Entering Client Updates Sub-assessment Start & End Dates HUD Verification Process 62 Correcting HUD Verified sub-assessments..69 Do It Yourself Adding Agency News ServicePoint LIVE Website Address... 55, 70 How To Exercises Starting ServicePoint... 7 Client Searches: Basic, ID #... 9 Open & Select Assessments Add a New Client Record Setup a Household and Add Members Enter a Household ROI Enter a HUD Program Entry and Exit Enter a Household ROI Enter the Annual Update Add Agency News Entering Client Services (This section follows Page 70.) Entering Client Services... 1 Entering a Single Service (SkanPoint) for 1 or more clients... 2 Create Client Lists for Entering Services... 4 Entering Services from a Client List... 5 Add or Delete a Client from a SkanPoint List... 6 Delete an Entire Client List from SkanPoint... 7 Viewing Client Services Entered in SkanPoint... 8 Entering Services for One Client (ClientPoint/Service Transactions)... 9 Editing an Entered Service InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v. 5.5 G:\HCD\HOMELESS\COFC\DCM\HMISNew\Training\Software\ServicePoint\Materials\Manuals\Current\ServicePointInitialClientSetupINTROv5_5.doc

5 INHOUSE COURSE OBJECTIVES By the end of this course you will be able to: Log in to ServicePoint application Search for a client Add data to an existing client Add services to a client record Enter a new client Set up a Household Set ROI permission Add data Add Program Entry InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v. 5.5 G:\HCD\HOMELESS\COFC\DCM\HMISNew\Training\Software\ServicePoint\Materials\Manuals\Current\ServicePointInitialClientSetupINTROv5_5.doc

6 INHOUSE INITIAL CLIENT SETUP COURSE About this Course: You are about to participate in the Alameda Countywide Homeless Continuum of Care Council InHOUSE system software training. This instructor-led, hands-on training course will provide you with the skills you will need to enter and work with data in the InHOUSE system. The specific software you will be using is ServicePoint, by Bowman Systems. Prerequisites: In order to become a licensed ServicePoint user for the InHOUSE system, you must be certified in the Alameda Countywide Privacy and Security Training. It is assumed that you are comfortable using a computer, and have a familiarity with the Microsoft Windows user interface, and with a webbrowser for accessing the Internet. Training Manual Icons: Icons are used in the training manual to signal information that is important to reference in class and may be useful to you when you are working on your own. Indicates a Privacy Standard that applies to the Topic on which you are working. Indicates you should STOP and read the message as it s critical to successfully working with ServicePoint. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v. 5.5 G:\HCD\HOMELESS\COFC\DCM\HMISNew\Training\Software\ServicePoint\Materials\Manuals\Current\ServicePointInitialClientSetupINTROv5_5.doc

7 WHAT IS SERVICEPOINT? FYI: ServicePoint is the software project from Bowman Systems that the Alameda Countywide Homeless Continuum of Care Council selected to house the InHOUSE system-wide data. The project has four major functional areas: ClientPoint, ResourcePoint, ShelterPoint and SkanPoint. These functions enable your agency/jurisdiction to; track detailed client intake and assessment data, record services provided, identify referral sources in the system, manage shelter/bed occupancy, provide case management planning and notes, and report on stored data. ClientPoint is where you store client intake and assessment data, and care plans. Service transactions entered in SkanPoint can be viewed in ClientPoint. ResourcePoint is an Information and Referral (I&R) tool that allows you to search for a provider participating in the InHOUSE system. ShelterPoint gives you the ability to document, manage and report on shelter activities. SkanPoint gives you the ability to record one service for one client or one service for several clients at one time. It also lets you to create Client ID cards. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 1 of 70

8 SERVICEPOINT USER LICENSES FYI: ServicePoint can only be accessed by licensed users. To be a licensed user, you must: Receive Privacy and Security Training Certification Sign an InHOUSE User Agreement Successfully complete InHOUSE ServicePoint Training 4.0 Issuing of User Licenses - Alameda Countywide InHOUSE Policies and Procedures Trainee Access For this ServicePoint User Training, you will be given access as a trainee. This licensed access will only be useable on the InHOUSE ServicePoint Training system. You will not be able to access your agency/jurisdiction s LIVE InHOUSE ServicePoint system without a license issued in your name. Licensed User Access Upon completion of your InHOUSE ServicePoint User Training, you will be given your licensed log-in information. User Licenses: A user who is given licensed access to the InHOUSE system may not share that access with any other person at any time. Sharing access is considered a breach of security and confidentiality and will result in consequences up to and including termination of user rights and potentially termination of employment as detailed in this manual (Alameda Countywide InHOUSE Policies and Procedures Manual). 4.1 User Licenses - Alameda Countywide InHOUSE Policies and Procedures Page 2 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

9 AUTHORIZED ACCESS OF SERVICEPOINT FYI: ServicePoint can only be accessed from authorized locations. Unauthorized Remote Access: Access to the InHOUSE system is allowed only from authorized agency locations. Remote access from an unauthorized agency location to the InHOUSE system is not permitted under any circumstances. Such access is considered a breach of security and confidentiality and will result in consequences up to and including termination of user rights and potentially termination of employment as detailed in this manual (Alameda Countywide InHOUSE Policies and Procedures Manual). The InHOUSE System Administrator will monitor access of the InHOUSE system to ensure compliance with the access policy. Agencies/jurisdictions must monitor all staff to ensure such compliance. 5.1 Unauthorized Remote Access - Alameda Countywide InHOUSE Policies and Procedures You may NOT, at any time, under any circumstances, access ServicePoint from your home computer (or any other unauthorized computer) unless your agency/jurisdiction has submitted an Agency Remote Access Request form to the InHOUSE System Administrator and the computer has been inspected and authorized for use. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 3 of 70

10 HUD MANDATED PASSWORD GUIDELINES Password Security Passwords must meet reasonable industry standard guidelines. By following the guidelines listed below, you will meet HUD and ServicePoint security standards. 1. Passwords must be 8 to 16 characters in length. 2. Passwords must contain at least two numerals. 3. Passwords CANNOT use or include; - the user name - the HMIS (InHOUSE) name - the HMIS vendor s name (ServicePoint, Bowman) 4. Passwords CANNOT contain any word found in the common dictionary, or any of the above, spelled backwards. Your password should not even contain any word. 4.0 Issuing of User Licenses - Alameda Countywide InHOUSE Policies and Procedures System Security/User Authentication - HUD HMIS Privacy and Security Standards Password Expiration Your password will expire every 45 days. When your password has expired, a prompt window will appear when you try to log on to ServicePoint. You will need to choose a new password and enter it in the prompt window. You will not be able to re-use your current password. Browsers and Passwords NEVER let your Internet Browser store your login or password. Your browser may give you the option of storing your login or password on this computer. NEVER USE THIS OPTION. It can give anyone using your workstation access through your browser. So, NEVER allow your computer to store your login or password. Page 4 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

11 Application Security APPLICATION SECURITY GUIDELINES The following standards must be observed when working with the InHOUSE system in ServicePoint. Written information specifically pertaining to user access (e.g., username and password) may not be stored or displayed in any publicly accessible location. You may not log on to more than one workstation at a time. You may not log on to the network at more than one location at a time Application Security/User Authentication - HUD HMIS Privacy and Security Standards Workstation Security Access to the InHOUSE system in ServicePoint must be secured at all times. When workstations are not in use and staff is not present, steps should be taken to ensure that the computers and data are secure and not usable by unauthorized individuals. After a short amount of time, workstations should automatically turn on a password protected screen saver when the workstation is temporarily not in use. If staff will be gone for an extended period of time, staff should log off the data entry system and shut down the computer System Security/Physical Access to Systems with Access to HMIS Data HUD HMIS Privacy and Security Standards InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 5 of 70

12 WORKSTATION SECURITY Workstation Security Standards Lock Workstation Anytime you leave your workstation unattended, for any amount of time, LOCK YOUR WORKSTATION. Password-protected Screensaver Password protected screensavers should be set to activate within 5 to 8 minutes when the workstation is not in use. Log Off for Extended Periods If you will be gone from your workstation for 30 minutes or more, logoff ServicePoint. If you will be gone from your workstation for 4 hours or more, log-off and SHUT DOWN your computer. Automatic Log off If you are logged into ServicePoint, but have been inactive for 30 minutes, you will be automatically logged off. Prior to logging you off a message will be displayed asking you if you want to continue or log off. If you don't respond, you will be logged off. The last page you accessed will remain visible onscreen until you are automatically logged off by ServicePoint for inactivity. There is potential for a breach in client confidentiality. Printing and Disposing of Hard Copy Data Hard copy data containing PII may only be printed from the InHOUSE system at the physical agency/jurisdiction location(s) and only on printers secured from public access. 5.4 Printing of Hard Copy Data - Alameda Countywide InHOUSE Policies and Procedures An agency/jurisdiction is responsible for disposing of documents that contain PPI by shredding paper records. 5.5 Disposing of Hard Copy Data - Alameda Countywide InHOUSE Policies and Procedures Page 6 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

13 STARTING SERVICEPOINT FYI: As ServicePoint is a web-based (Internet) application, you must use your web browser to start the ServicePoint software. How to: 1. Open your web browser. (Internet Explorer, Firefox, Chrome, etc.) 2. TURN OFF ANY POP-UP BLOCKERS NOW! 3. Go to Training Site: 4. Click in the User Name field and type your assigned user name. Training account user names are Trainee01 through Trainee Click with your mouse in the Password field and type your temporary password. The password for trainee accounts is either w0rd1000 or w0rd Click on the button. If you attempt to log-in THREE consecutive times with the wrong password, your account will become inactive. To reactivate your account, contact your Agency System Administrator. Note: In the LIVE database, the first time you log in you will be prompted to enter a new password, and type it in times. Select a new password following the guidelines on Page 5. When you have entered and confirmed your new password, click on the button. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 7 of 70

14 THE SERVICEPOINT HOME PAGE FYI: The ServicePoint Home page is the first page displayed when you log-in. All areas of the project in which you may want to work can be accessed from this page. The Home page also provides ServicePoint and Agency news. The ServicePoint news is entered by the HMIS Administrator with important notices to all HMIS licensed users. The Agency news is entered by users at your agency to provide you with updates about HMIS at your agency. Please take time to review the news tabs for important new notices each time you login. A Follow Up List is also displayed at on the page. The Follow Up List is linked to Case Management functions. ServicePoint and Agency news Click on this line to collapse (hide) Navigation Pane. Navigation Pane You can navigate in ServicePoint using the links in the Navigation Pane on the left side of the screen. The Navigation Pane can be collapsed (hidden) by clicking anywhere on the separator bar between the Navigation Pane data display pane. Page 8 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

15 SEARCHING FOR A CLIENT FYI: In order to view a client s information, or to add or edit their information, you must first locate the client. When you first select ClientPoint from the Home page, a Search window is displayed. Search Criteria To search for a client in ServicePoint, complete these three separate searches in the order listed below: 1. Enter a Partial Social Security Number (the last four digits of the SSN). SEARCH (If client found, record the client ID. If client not found, clear search window, conduct next search) 2. Enter Partial First Name and Partial Last Name (two letters from first name and two letters from last name). SEARCH (If client found, record the client ID. If client not found, clear search window, conduct next search) 3. Enter Partial Alias (two letters from the first or last name of the reported alias). SEARCH DO NOT SEARCH ON FULL NAMES - LESS IS MORE! The fewest letters used in searches will find the most possible matches. This helps prevent duplicate clients being entered due to misspellings! InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 9 of 70

16 SEARCHING FOR A CLIENT (CONTINUED) PARTIAL SOCIAL SECURITY NUMBER SEARCH 1. Click on ClientPoint to open the search screen. 3. Click on Search. 2. Enter the Partial SSN Review results to see if client was found. PARTIAL FIRST NAME AND PARTIAL LAST NAME SEARCH 1. Click on CLEAR to start a new search. 3. Click on Search. 2. Enter the Partial First Name and Partial Last Name. 4. Review results to see if client was found. Page 10 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

17 SEARCHING FOR A CLIENT (CONTINUED) PARTIAL ALIAS SEARCH 1. Click on CLEAR to start a new search. 3. Click on Search. 2. Enter the Partial Alias for any part of the name. 4. Review results to see if client was found. FYI: Your search to determine if the client already exists in the InHOUSE system needs to be thorough. If you don t do a thorough search, the likelihood of creating a duplicate client record is very high. Keep in mind that if a client was entered by another provider in the InHOUSE system, it s possible that an alias was used, or the name could be spelled differently. This is why we ALWAYS SEARCH ON PARTIAL SOCIAL SECURITY NUMBER FIRST. When you type information in one of the search fields and ask ServicePoint to find the client, a list of Possible Matches will be displayed. DO NOT SEARCH ON FULL NAMES. If no possible matches show up on the Social Security number search, always include a search on partial name and partial alias, separately, using the fewest letters possible. Remember: LESS IS MORE! InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 11 of 70

18 INHOUSE CLIENT SUMMARY FYI: The ClientPoint Summary page is the first window you will see when you go to a client record. This window contains a brief history of the transactions with a client. Every client should have entries in the Release of Information, Entry/Exits, and Households Summary sections. If you just created the client record, you will continue on to create these entries. Services are entered based on project requirements. Clients may not have any services entered because the project they are enrolled in does not require services to be entered. Page 12 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

19 CLIENT DATA FIELDS Data Fields ServicePoint assessments consist of different kinds of data fields. Some fields require you to type in information. Whenever possible, data fields have lists that drop down called picklists. You select an option from the picklist instead of typing in data. Date Field: Date fields require you to type in the date in a specified format, mm/dd/yyyy. You must type two digits for the month, two digits for the day, and four digits for the year. You may clear a date field or select a date by clicking on the calendar icons to the right of the date field. Picklist Fields: Picklist for Currently in School or Working on any Degree? No (HUD) Yes (HUD) Don t Know (HUD) Refused (HUD) Click on arrow to display list. Note: Picklists are 1 st letter sensitive. To select Refused (HUD), press the R key on your keyboard. Type in Field: Values are entered by typing them into the space provided. Numbers should be entered as whole numbers as much as possible. When entering dollar values, the leading dollar sign ($) is not necessary nor are trailing zeroes. For instance, $500 would be entered as 500 and not as $ InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 13 of 70

20 QUESTION DESCRIPTION AND HISTORY Question Description If you re not sure what information is expected in the data field, you can point to the question label and click your left mouse button. A View Question Help window will open displaying the type of question and a description of the question. If the data field is a picklist, the possible values will be displayed. Question History If information changes for a client, a history of what response was previously entered in InHOUSE is stored. You can view a question s history by clicking on the displayed by the data field. A Question History window will open displaying any other responses entered for this data field. Page 14 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

21 Common ServicePoint Icons SERVICEPOINT ICONS ServicePoint uses icons to assist you in completing tasks. The table below lists the most common icons you will encounter. Icon Name Description View as Print Friendly This page or window can be printed. Click on the icon to open a print friendly window, and print. See Privacy Standard below. Edit Delete Age of Response Click on the icon to edit the record. Click on the icon to delete the stored information. If you are updating information, simply enter the current response. Never delete old data as a way to update. If bar is green the answer is 0-90 days old. If green and orange the answer is days old. If orange the answer is more than 360 days old. Client Added by My Provider Choose Date Icon displays on search list indicating the client was added by your agency. Choose a date using the calendar tool. Clear Date Reset the date field to a blank date. Set to Current Date Set the date field to today s date. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 15 of 70

22 SUB-ASSESSMENTS Sub-assessments Many of the InHOUSE assessment pages contain sub-assessments. Sub-assessments are data entry windows which allow you to enter more than one response. For example, a client may have earned multiple degrees or certificates. Rather than only being able to pick one in a regular data field, sub-assessments let you enter as many responses as needed. A sub-assessment is accessed by clicking on the button. An Assessment window is opened with additional data fields to complete. When you have entered the data, you select either the button or the button depending on whether you have more responses to enter in this subassessment. NOTE: If the Start Date/End Date field label color in a sub-assessment window is BLACK, you will need to enter that information from the Intake form or use the default value of the day before the event being recorded. If the End Date field label color in a sub-assessment window is YELLOW, you will have no information to enter from the Intake form. (If you can t read it, you don t need it.) Page 16 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

23 OTHER CLIENTPOINT ASSESSMENTS FYI: The ClientPoint Assessments page contains an Assessment List of additional pages to view intake and other agency assessment information. You select the assessment using the drop-down list at the top of the assessment. You may need to scroll with your mouse to see all the fields on these assessment pages. Many of these assessments also contain sub-assessment data. NOTE: Each agency/jurisdiction s list is different. The InHOUSE Annual Update assessment is default assessment that will be selected when you open the tab. These assessments should only be used for viewing client data. NOTE: Data should always be entered on the Entry/Exit tab. Data entered on the assessments tab will not have the appropriate effective date to report with the rest of the client information. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 17 of 70

24 OPENING ASSESSMENT PAGES How to: Opening the Assessment List: 1. From the ClientPoint Summary page, click on the tab. 2. When the Assessments window opens, the InHOUSE Annual Update assessment will be displayed. This is set as the default assessment for this agency. 3. An Assessments List can be displayed using the assessment selection tool at the top of the assessment page. 4. Point to the assessment title you want to open with your mouse, and click on the title. To open the assessment click on. Page 18 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

25 ADD A NEW CLIENT RECORD CHECKLIST Single Adults, Unaccompanied Minors To Begin: Review Intake Forms for completeness & consistency Review ROI (Release of Information authorization) ensure that it is dated on or before the project entry date 1. SEARCH for client record. pg.9, 21 If found Select that client and go to Step 3. If not found using all three search methods continue on to Step 2 2. ADD Client and Add NEW Household. pg. 22 ENTER Client Name, Alias, SSN & SSN Data Quality (as permitted by ROI pg. 50). WRITE new Client ID # on Intake form. 3. SETUP a household. pg. 26 ENTER the Household Type and click continue. ENTER the Head of Household; Relationship, and Date Joined, as the day before project entry. ENTER the name, alias, and SSN in the unshared fields on the household assessment. 4. ENTER ROI. pgs ENTER an HUD Project Entry pg. 39 SELECT the Project from Provider drop-down. ENTER answers from Adult Standard Intake Form (SIF). InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 19 of 70

26 TO BEGIN FYI: If you are searching to see if a new client has been previously entered in the system, you must have their documentation in front of you. This documentation must include: 1. InHOUSE Standard intake form (SIF) and any supplemental forms your agency uses. 2. The client s Release of Information (ROI) form. If you do not have these documents in hand, you are not ready to add this client to the InHOUSE system. NEVER add a new client to the InHOUSE system in ServicePoint until you have reviewed the client s Release of Information (ROI). DO NOT start entering client data until you have reviewed the intake forms to ensure that all questions have been answered. RETURN incomplete intakes to the case manager or data collector for completion before entering them in the system. Page 20 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

27 SEARCH FOR CLIENT RECORD FYI: Before you add a new client to ServicePoint, you must first search to be sure the client hasn t already been entered in the InHOUSE system. The client may have received services from another provider and been entered in the system by that provider. See pages 9-11 for Search information. If a search on the partial Social Security Number AND a search on the partial first and last name AND a search on the partial alias, do not show a possible match, then you can be reasonably confident that a record for this client does not currently exist in InHOUSE. REMEMBER: There are over 45,000 client records entered in InHOUSE, so there is a very strong likelihood that a record for your client has already been created by another agency that provided services. NOTE: If duplicate, or suspected duplicate clients, are found, HMIS@acgov.org. Send both of the duplicated client IDs only. It is not necessary to send any other personal information about the client. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 21 of 70

28 ADD A NEW CLIENT RECORD FYI: Once you have determined that the client is not currently entered in the system, AND you have the Intake form and ROI in front of you, you are ready to add the new client record. In the Client Search pane, ADD the Client Name, Name Data Quality, Alias, SSN, SSN Data Quality, and Veteran Status fields based on the ROI permission. When you click on an additional prompt will appear asking you to confirm that you want to ADD this client as new. Once you ve confirmed that you want to add the client by clicking on, Add Client and Add NEW Household the information you entered will be added and the Household Information window will be displayed on the Client Households tab. Select the Household Type and click on continue to open the Household Information window. Enter the Head of Household; Relationship; and date Joined Household. Enter the unshared name and unshared SSN (without dashes) and unshared alias. Click on. Page 22 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

29 How to: ADD A NEW CLIENT RECORD (CONTINUED) ADD a New Client Record: (Single Adult or Unaccompanied Minor) 1. If no Possible Matches are displayed (after completing the partial SSN search; the partial name search; and the partial alias search), and no Displayed Name and SSN Restrictions are indicated on the ROI, ADD data to the following fields: First Name, Middle Name, Last Name Alias SSN and SSN Data Quality 2. Click on the button. 3. When the confirmation prompt appears, click on the Add Client and Add NEW Household (middle) button. 4. Write the new ServicePoint Client ID # on the Intake Form! 5. Enter the Household Type and press continue to open the Household Information window. Enter Head of Household; Relationship; date Joined. Enter unshared name, any aliases and SSN (without dashes) in the unshared fields on the InHOUSE Unshared assessment. Click on. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 23 of 70

30 ENTERING ALIASES FYI: The Alias field contains a list of names that the client is known by or used when receiving services. The alias field should only be added to. Each name the client has used is separated by a comma. For example, a client, currently using the name John Doe, received services using the name Jack Doe in one agency and Jonathan Doe in another agency. The agency serving the client as Jack Doe would add Jack to the alias field. The agency serving the client as Jonathan Doe would add Jonathan after the name Jack in the alias field and separate them with a comma. In this example, the Alias field would contain Jack, Jonathan. Any aliases entered should also be entered in the Unshared Alias field on the InHOUSE Unshared assessment. NOTE: Do not delete names in the alias fields. If a client wants to have their name and SSN restricted, put the name, aliases, and SSN in the InHOUSE Unshared assessment and notify the HMIS administrator to have the name and SSN hidden. Alias is a comma separated list of names. Do not delete existing names. Unshared Alias is a comma separated list of names. Do not delete existing names. Page 24 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

31 FYI: A SERVICEPOINT HOUSEHOLD When adults or unaccompanied minors are seeking services together, they can be entered as a household in ServicePoint. A couple or people seeking services together do not need to be married to be entered in a household. For example, an adult, sibling, and Aunt may seek services together. They would be entered as a household. A parent seeking services with his/her children are always entered as a household. There are two key situations for entering clients as a household. In order to be counted as family members in the HUD APR, clients must be entered in a household BEFORE entering an HUD Project Entry. When an ROI applies to a parent and his/her children, they must be entered in a household BEFORE entering the ROI. There are different kinds of households. All Adult Household When a couple, or adults living together as a household seek services and/or housing together, they are entered into ServicePoint,starting with the self-declared head of household, following the checklist to Add New Family Client Records Checklist. When an HUD Project Entry is completed for these clients, they MUST BE ENTERED INTO A HOUSEHOLD BEFORE the HUD Project Entry is made. One of the adults will be identified as the head of household. The project entry will also be created from the head of household s record. Parent(s) and/or Adults with Children When a family, a parent or parents, or adults with children seek services together, they are entered into ServicePoint, starting with the head of household, and ENTERED AS HOUSEHOLD BEFORE the ROI is entered, and before a HUD Project Entry is made. When entering a family, the household is set up on the parent who is the head of household. NOTE: Non-related Paid Caretaker Non-related paid caretakers are NOT considered household members by HUD. They DO NOT receive a HUD Project Entry. They can be added to household, but they ARE NOT CHECKMARKED for inclusion in the HUD Project Entry. If a caretaker is providing services to a Shelter+Care applicant, a Shelter+Care assessment should be completed for the caretaker. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 25 of 70

32 SETUP A HOUSEHOLD FYI: Every client must have a household set up in ServicePoint. At the top of the Client Profile is a Households tab. When you click on the tab the Household window summary is displayed. When you choose Start New Household, the Add New Household window is opened. Enter the Household Type. Add all the household members and click on the continue button. When you click on continue a Household Information window is opened so you can add the unshared name, SSN, and alias fileds for all of the household members. A list of the family members will be displayed on the left hand side of the window. Enter the unshared fields and click on save for each household member. When the last household member's unshared data has been entered, click on save & exit. Page 26 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

33 Adding Other Household Members: Start by navigating to the head of household's client record. Click on the Households tab on the head of household's client profile. Select the appropriate Household Type. Click on Manage Household to add other members to the household of the same type. Or, if there is not already a household of the appropriate type, create one by clicking on the Start New Household button. Never change the household type. Never create the same household type again. Only add members to a household when it does not change the household type. 1. Select the Households tab on the Head of Household record. 2. Select Manage Household for the correct household type. 3. Click on Add/Delete Household Members to open the client search window. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 27 of 70

34 Adding Other Household Members: (continued) 1. Expand the Add Clients to the Household window. 2. Search for household members to add. 2a. OR Add New Client With This Information if the household member is not found using all the search criteria. 4. Add any clients found during the search by clicking the green plus icon. Remove any clients that are not members by clicking the red minus icon. 5. Click continue to enter the rest of the household data. Continue to add clients in this way until all household members have been added. Page 28 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

35 Adding Other Household Members: (continued) 1. Enter the Relationship and Date Joined. 2. Enter the Unshared assessment information for each client. 3. Click on each client. Enter the information for each client and Save their data. 4. Once all the data is entered and saved for each client, click Save & Exit. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 29 of 70

36 SETUP A HOUSEHOLD (CONTINUED) How to: Setup a Household for Head of Household ONLY: 1. In the head of household s client record click on the Households tab. If the client is already the head of household for a household of the same type, do not create another household of the same type. Instead, add any household members that may not already be in that household. 2. Otherwise, click on. The Add a New Household window is opened. 3. Household Type - Select Intake Form answer from drop-down list. 4. Click on continue. 5. Set Head of Household to Yes. Relationship to Head of Household will automatically become Self. 6. Joined Household = day before the date on Intake form. 7. Enter the data for the Household Assessment. 8. Click on the Save & Exit button. ADD a Household Member at a later time: 1. In the head of household s client record click on the Households tab. If the client is already the head of household for a household of the same type, do not create another household of the same type. Instead, add any household members that may not already be in that household. 2. Otherwise, click on Manage Household under the household type that you wish to add the client to. 3. Click on Add/Delete Household Members in the Household Information window. 4. Expand Add Clients to the Household window. 5. Conduct a search for the client you are about to add. Once the client is either found or created, they can be added to the Selected Clients. 6. Click on continue. The Household Information window will open. Head of Household = No (will already be entered). 7. Relationship to Head of Household = (select answer from drop down list) 8. Date Joined Household = day before the date on Intake form. 9. Enter the Household Assessment information. 10. Click on the Save & Exit button. Page 30 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

37 SETUP A HOUSEHOLD (CONTINUED) How to: Setup a Household for Head of Household and add household members at the same time: (Family with Children) 1a. Search for the head of household's record. If the client record does not exist create it using the Add Client and Add NEW Household button. This will open the the head of household s client record on the Households tab. 1b. Or, it the client record does exist, open the head of household s client record. Click on the Households tab. If the client is already the head of household for a household of the same type, do not create another household of the same type. Instead, add any household members that may not already be in that household. 2a. If a household of the same type with the same head of household exists. Click on. The Manage Household at the bottom of the household detail. Click on Add/Delete Household Members. Expand the Add Clients to Household Window. 2b. Otherwise, click on. The Add New Household window is opened. Set the Household Type = Select Intake Form answer from drop-down list. 3. Search for each client to be added to the household. Add any clients found to the Selected Clients list. Create any clients that are not found with proper searches. 4. Once all of the members of the household have been added to the Selected Clients list, click on the continue button. 5. In the Household Information window set the Head of Household; Relationship to Head of Household; Joined Household = day before the date on Intake form. 6 Enter the Household Assessment information for each client by clicking on their name in the left column; entering their data; and clicking on Save. 7. Once each client has a green checkmark by their name, click on the Save & Exit button. The household is set up, and the screen returns to the Households tab in the Head of Households record, unless you started from another client's record. In order to be counted as family members in the HUD APR, clients must be entered in a household BEFORE entering a HUD Project Entry. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 31 of 70

38 THE RELEASE OF INFORMATION (ROI) FORM FYI: InHOUSE clients must sign a Release of Information (ROI) form. This ROI form serves four purposes: 1. The client acknowledges (by initialing) that he/she has received and reviewed information about the InHOUSE system. 2. The client indicates if, and how their data should be shared in the InHOUSE system. 3. The client may indicate a need for restricting the display of their name and their SSN because they believe they are at risk if their information is shared. 4. The ROI authorization must be entered into ServicePoint to trigger the security settings. If a new client record is not entered according to the client s ROI, you could breach the confidentiality and security permission the client has granted. Confidentiality and/or Security Breaches: A breach of client confidentiality and/or security will result in consequences up to and including termination of user rights and, potentially, termination of employment. 2.7 Breach of Confidentiality and/or Security - Alameda Countywide InHOUSE Policies and Procedures Page 32 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

39 FYI: There are two basic permissions that may be given with a client ROI form. 1. Signed ROI = Shared Full Client Name and SSN in Client Profile section InHOUSE Standard assessment is SHARED 2. Un-signed ROI = Not Shared Full Client Name and SSN in Client Profile section InHOUSE Standard assessment is NOT SHARED ROI PERMISSIONS There are two basic permissions that may be given with a client ROI form with a Displayed Name and SSN Restriction check-marked. 1. Signed ROI with Displayed Name and SSN Restriction Limited Client Initials and NO SSN in Client Profile section InHOUSE Standard assessment is SHARED 2. Un-signed ROI with Displayed Name and SSN Restriction Limited Client Initials and NO SSN in Client Profile section InHOUSE Standard assessment is NOT SHARED NOTE: INFORMATION IN THE CLIENT PROFILE PANE IS ALWAYS VISIBLE TO ALL InHOUSE PARTICIPATING PROVIDERS. THE CLIENT MAY LIMIT THE DATA TO BE ENTERED IN THIS PANE IF THEY ARE AT RISK, BUT WHATEVER IS ENTERED IS ALWAYS VISIBLE TO ALL USERS. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 33 of 70

40 ENTER THE ROI FYI: To insure that the InHOUSE Standard security is set correctly, you must enter the ROI information into the system. There is an ROI tab at the top of the Client Information window. ROI Button When you click on the ROI tab, a Release of Information window is opened. When you click on the button, a detailed ROI window is opened. Your Provider information and today s date are displayed. 1. Checkmark any children that are included on this adult s ROI. 2. Click on the Search button to select both the agency and project as the providers. Page 34 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

41 ENTER THE ROI (CONTINUED) 3. Both the agency and project should be selected as the providers. 4. Once both the agency and project are selected, click on Exit. Both the agency and project should be selected as the providers. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 35 of 70

42 ENTER THE ROI (CONTINUED) How to: If the client SIGNED the ROI: 1. Select both the agency and project as the providers. 2. Release Granted = Yes 3. Start Date = date the client signed the ROI 4. End Date = date 3 years from the Start Date 5. Documentation = Signed Statement from Client 6. In Witness, type the name of the Agency Representative who signed the ROI. 7. Click on the button. 8. Review the summary of data you entered for accuracy. If the client DIDN T sign the ROI: 1. Select both the agency and project as the providers. 2. Release Granted = No 3. Start Date = date the client initialed the ROI 4. End Date = date 3 years from the Start Date. 5. Documentation = Other 6. In Witness, type the name of the Agency Representative who signed the ROI. 7. Click on the button. 8. Review the summary of data you entered for accuracy. When you click on the button, the data will be saved and a summary of the ROI will be displayed in the window. When you have reviewed this summary for accuracy, you can return to the Client Profile tab to begin entering client data, once all the ROIs have been entered. Page 36 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

43 FYI: HUD PROJECT ENTRY A Project Entry in ServicePoint is like a stamp. A Project Entry stamps the start date of a client s participation in a project. A client may have several Project Entry stamps. In order for an agency or jurisdiction to report on the number of project participants and/or services during a specific time frame, every client must receive an Entry for every project, using the Entry/Exit tab. ALL household members must be added to the household BEFORE the project entry is added. When you click on the Entry/Exit tab, an Entry/Exit window is opened. When you click, Entry / Exit Data fields are displayed. Household member s names are displayed. 1. Select all the household members entering this project. 2. Change the provider to the correct project. 3. Select the HUD program type. 4. The Entry Date should match the intake date. All data entered gets the effective date of the project entry. Back Date Mode is not necessary for project entry data. 5. Save & Continue. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 37 of 70

44 HUD PROJECT ENTRY (CONTINUED) 1. The currently selected client is selected with the InHOUSE Standard assessment displayed for data entry. Enter and Save the data for each client by selecting them on the left. When all clients have a green checkmark by them Save & Exit. Other supplemental data can be entered by selecting an assessment in this group. 2. Enter data from the InHOUSE Standard Intake Form (SIF). 3. All data gets this effective date when saved. A HUD Project Entry/Exit is REQUIRED for all clients in HUD funded projects. Neglecting to create a HUD Project Entry can result in the loss of HUD funding. Page 38 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

45 HUD PROJECT ENTRY (CONTINUED) The assessment has a yellow check mark indicating that there are more clients to update or a green check mark indicating that all the clients are updated. The client has a green check mark indicating that their data are saved during this editing session. Once all the data are entered the assessment has a green check mark and each client has a green check mark. Click on Save & Exit to complete the project entry. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 39 of 70

46 HUD PROJECT EXIT Entering Project EXIT Data An InHOUSE Project Exit form must be completed on Project Exit. When the InHOUSE Project Exit form is received, starting with the head of household, open the Project Entry in ServicePoint by clicking on the icon under Exit Date. As a client may have more than one project entry, be sure to select the correct project. An Entry/Exit window will be opened with new Exit Data fields to complete. The information to be entered in these fields will be found on the first page of the InHOUSE HUD Project Exit form. Also enter any other data recorded on the form. 1. Select all family members that are exiting at this time. 2. Enter the Exit Date. 3. The Reason for Leaving is no longer required. 4. Enter the Destination. 5. Save & Continue. Page 40 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

47 HUD PROJECT EXIT (CONTINUED) 1. Select each client. Enter their exit data. Save their data. All clients will have a green checkmark when completed. 2. After all of the clients data has been entered; scroll to the bottom to Save & Exit. For family members to be counted in the HUD APR, clients must ALWAYS be entered in a household BEFORE entering a HUD Project Entry. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 41 of 70

48 HUD PROJECT EXIT (CONTINUED) How to: Enter a HUD Project ENTRY: 1. In ClientPoint, locate the head of household s client record. 2. Click on the tab to open the Entry/Exit window. 3. Click on the button to open the Entry Data window. 3a. If a household has been set up, checkmark the names of all household members to be included in this HUD Project Entry. 4. From the Provider drop-down list, select the correct project name. 5. In the Type field, select HUD. 6. Type in the intake date from the InHOUSE Exit form as the Entry Date. 7. Click on the button. 8. The currently selected client is selected with the InHOUSE Standard assessment displayed for data entry. Enter and Save the data for each client by selecting them on the left. When all clients have a green checkmark by them Save & Exit. 9. Click on the button. Review the summary to verify accurate entry. Enter a HUD Project EXIT: (from the InHOUSE HUD Project Exit form) 1. Starting at the head of household s client record, click on the tab to open the Entry/Exit window. 2. Click on the pencil icon next to the Exit Date column for the HUD entry. 2a. If a household has been set up, checkmark the names of all household members to update their exit data. Check-marked names are located below the Exit Data questions. 3. Type in the exit date from the InHOUSE Project Exit form as the Exit Date. 4. Enter the Reason For Leaving and Destination then click continue. 5. Complete the Exit Data fields from the information on the InHOUSE Project Exit form for each member of the household by clicking on their names to the left. 6. Click on the button. Review the summary to verify accurate entry. Page 42 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

49 ADD NEW FAMILY CLIENT RECORDS CHECKLIST Couples, Families with Children, or More than 1 Adult To Begin: Review Intake Form for completeness & consistency Review ROI (Release of Information authorization) ensure that it is dated on or before the project entry date 1. SEARCH for client record beginning with the head of household. pg. 9, 21 If found Select that client and go to Step 3. If not found using all three search methods Step 2 2. ADD Client and Add NEW Household. pg. 22 Enter Client Name, Alias, SSN & SSN Data Quality (as permitted by ROI pg. 50). Write new Client ID # on Intake form. ENTER the name and SSN on the InHOUSE Unshared assessment. 3. SETUP a household, or create one if one of the same household type, with the same head of household, does not exist. pg. 26 Either start a new household or manage an existing household to add all members to it. Add all household members to household. pg. 27 o Using the search procedures in Step 1 above, find or create all the household members. o Once all members have been added, click continue to enter the household data for each household member. 4. ENTER ROI. pgs Checkmark the name of each household member included in the ROI. 5. ENTER a HUD Project Entry on Head of Household s record. pg. 39 Checkmark each household member s name to include in Project Entry. Select agency Project from Provider drop-down. Enter the Project Entry Type and Date. Click on Save & Continue. Enter all intake data for each client. Click Save & Exit. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 43 of 70

50 ENTERING THE ROI FOR A HOUSEHOLD FYI: When a household consists of adults and children, one of the adults signs the ROI for themselves and their children, under the age of 18. To enter an ROI for an adult and his/her children, first set up the household and add all the members. Next, enter the ROI information for the household. A Household ROI Entering a Household ROI The household ROI is set up on the Head of Household s record. When you click on the ROI tab, the ROI window displays all household members names. 1. Go to the head of household's record in ClientPoint. 2. Click on the ROI tab. 3. If the release does not exist for the agency and project, click on the Add Release of Information button. Page 44 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

51 ENTERING THE ROI FOR A HOUSEHOLD 4. Checkmark any household members included in the ROI. 5. Click on Search to select the agency and the project as Providers for the ROI. 6. Select the project by clicking on the green plus sign. 7. The project and agency should both show here. 8. Click on the Exit button to use the selected providers. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 45 of 70

52 ENTERING THE ROI FOR A HOUSEHOLD Checkmark any household members included in the ROI. Both the agency and project should be displayed as providers for this ROI. Release granted = Yes if ROI is signed by the client No if the ROI is not signed by the client Start date = date ROI signed End date = Start date + 3 years Documentation: Signed Statement from Client if ROI is signed by the client; Other if ROI is not signed by the client Witness: Privacy Certified staff member signing as the Agency Representative Enter the data based on the ROI then click on Save Release of Information Page 46 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

53 ENTERING THE ROI FOR A HOUSEHOLD Expiration date of granted ROI Client's full name and SSN displayed Intake data shared with all users The Release of Information will be saved in the Head of Household s record. A corresponding record will be added to each household member automatically. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 47 of 70

54 ENTERING THE ROI FOR A HOUSEHOLD Each child member of the household s record will show the time remaining on their ROI. NOTE: In a two parent family, each adult will have their own ROI. The children s name(s) must be included in one of the parent s ROI s, usually the Head of Household. ENTER A HOUSEHOLD ROI How to: Enter an ROI for a Household: 1. Click on the tab. 2. Click on Add Release of Information. The Release of Information window will open with household members listed. 3. Checkmark the names of each household member included in the ROI. 4. Click on the Search button for the Provider. 5. The agency will already be selected so select the project the client(s) are being enrolled in by clicking on the green plus sign next to the project name. 6. Once the agency and project are selected, click on Exit to return to the Release of Information window. 7. Complete the ROI fields as you would normally, based on the completed ROI form (see the examples on the next page). 8. Click on the button and close the window. Page 48 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

55 ROI EXAMPLE ROI Signed by Client ROI 1. Release Granted = YES 2. Start Date = 7/12/ End Date = 7/11/2009 (3 years) 4. Documentation = Signed Statement from Client 5. Witness = Linda Smith InHOUSE Standard: Shared All agencies can see the InHOUSE Standard answers. ROI Not Signed by Client ROI 1. Release Granted = No 2. Start Date = 9/5/ End Date = 9/4/2009 (3 years) 4. Documentation = Other 5. Witness = Linda Smith InHOUSE Standard: Unshared Only the agency that entered the data can see the InHOUSE Standard answers. No name & SSN Restriction The client's full name and SSN can be entered when creating the client. Name & SSN Restriction Only the initials, chosen by the client, can be entered when creating the client. No name or SSN displayed. The name & SSN are entered in the unshared fields on the household. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 49 of 70

56 ENTERING CLIENT UPDATES FYI: Begin by running the Annual Update or appropriate Quarterly Update report in the Agency & Generic folder of the Advanced Reporting Tool (ART). This will identify those clients that have not had a project entry or an annual update in the update period of the reporting period. It will also identify those clients that may be due an update in the next 30 to 90 days. Additionally, review any attached ROIs to determine if they need to be added to the client's record. Be sure that each client has both an Agency and Project level ROI on the ROI tab. Entering the Client Update: Starting on the Entry/Exit tab of the Head of Household, locate the current active program entry that will be updated. 1. Click on the Interims icon to add an update to the client record. 2. Click on Add Interim Review to create an update for this household. Page 50 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

57 ENTERING CLIENT UPDATES (CONTINUED) 3. All of the household members, of this project entry, should be receiving this update. 4. Set the Interim Review Type to match the update assessment type. 5. Set the Review Date to match the update assessment date. 6. Click on Save & Continue 7. Be sure that the right assessment is selected for the update. 8. Be sure that the client selected matches the client on the assessment form. 9. Enter the data from the client's assessment. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 51 of 70

58 ENTERING CLIENT UPDATES (CONTINUED) 10. Once all of the data is entered for this client, click on Save The assessment will have a yellow check mark indicating that there are more clients to update. The client will have a green check mark indicating that their data has been saved during this editing session. 11. Select the next client. Enter the data from that client's assessment. 12. Once all the updates are entered the assessment will have a green check mark and each client will have a green check mark. Click on Save & Exit to complete the update. Page 52 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

59 How to: ENTERING CLIENT UPDATES (CONTINUED) Enter the Annual Update: 1. In the Agency & Generic folder of the Advanced Reporting Tool (ART), run then appropriate update report to identify clients needing an update. Perform the assessment. 2. Go to the Head of Household record and locate the current active project entry on the Entry/Exit tab. 3. Click on the Interims icon in the Entry/Exit summary window. 4. Click on the Add Interim Review in the Interim Reviews window. 5. Select the Interim Review Type and set the Review Date. 6. Click on Save & Continue. 7. Select the appropriate update assessment in the Select an Assessment section of the window. 8. Select the appropriate household member to enter the assessment data for that household member. Click on Save. 9. Scroll to the top and select the next household member. Enter the assessment data for that household member. Click on Save. Repeat this step until all household members are updated. 10. Once all the update data has been entered for each client, the assessment will have a green check mark and each client will have a green check mark. Click on Save & Exit. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 53 of 70

60 ADDING AGENCY NEWS FYI: ServicePoint displays news in the NewsFlash windows that are visible on your Home Page. System news is entered by the InHOUSE System Administrator and will include news that is relevant to all agencies/jurisdictions in the InHOUSE system. Agency news is entered by your agency/jurisdiction and is only seen by your agency/jurisdiction s users. Start by clicking on the Add News button. If your security access enables you to enter agency news, you access it by the Admin selection in the News Admin tab on the left side bar. Enter the text of your Agency news item; set a news date; click on Save & Exit. Page 54 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

61 ADDING AGENCY NEWS (CONTINUED) The news item will be on your Home dashboard. How to: Add Agency News: 1. Click on News Admin button in the left side bar navigation tabs. 2. In the News Administration window, click on. 3. Type in a Headline, the News text and the News Date (start date for the news item). If you want to include a link, type in the website link. Click on. 4. Return to the Home page to view your agency News entry. NOTE: Once you have a news item entered, you can add additional items, change the order in which multiple items appear, edit, or delete existing items when you return to the News Administration window. SERVICEPOINT LIVE WEBSITE InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 55 of 70

62 SUB-ASSESSMENT START & END DATES At Project Entry or upon Update: Sub-assessments are HMIS fields that can store multiple responses to a question. Each response is identified by a Start Date and an End Date, if the response has changed. The current value is always the response without an end date. Some examples of sub-assessments are the Release of Information(ROI); Household Information; Degrees Earned; Disabilities; Monthly Income Information, and Non-cash Benefits. NOTE: ROIs and Household Information are special cases of sub-assessments. ROIs always require an End Date. Our policy is to make the End Date for an ROI three years after the Start Date (i.e. an ROI with a Start Date of 03/14/2011 has an End Date of 03/13/2014.) Household Information never has an End Date. A Household should start, and family members should join, the day before the project entry. Entering data in sub-assessments with no data: Based on this Intake date, the Start Date, for these examples, should be the day before (12/14/2011). Click on Add to open the input screen. The Start Date will be set. Be susre to change it to 12/14/2011 (day before Intake Date). Page 56 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

63 At Project Entry or upon Update: Entering data in sub-assessments with existing data: SUB-ASSESSMENT START & END DATES Never change the change any of the fields of a sub-assessment except the Start Date and/or End Date. If any of other fields need to be changed, End Date the existing record and Start a new one! the Situation 1: If everything meets the requirements above, nothing needs to be done. The data already exists. The Source or Type must match. The Amount must match The Start Date must be before the Intake Date. It can be set back in time but never set it forward. Situation 2: If the Source or Amount are different, end the existing record on the day before the intake date. Do not change or delete the existing record except to add an End Date! 1. Click on the Edit icon. 2. Add an End Date that is one day before the Intake Date. 3. Add a new item that matches the intake information, if necessary. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 57 of 70

64 SUB-ASSESSMENT START & END DATES At Project Entry or upon Update: Situation 3: If the Source and Amount match but the Start Date is after the Intake Date, edit the start date to be the day before the Intake Date. Everything else is already correct. A new record does not need to be added. The Start Date is after the Intake Date. The Start Date must be before the Intake Date. The Start Date can be set back in time but never forward. Edit the Start Date. Set it to the day before the Intake Date. The Start Date can be set back in time but never forward. Page 58 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

65 SUB-ASSESSMENT START & END DATES At Project Exit: Sub-assessments are HMIS fields that can store multiple responses to a question. Each response is identified by a Start Date and an End Date, if the response has changed. The current value is always the response without an end date. Some examples of sub-assessments are the Release of Information(ROI); Household Information; Degrees Earned; Disabilities; Monthly Income Information, and Non-cash Benefits. NOTE: ROIs and Household Information are special cases of sub-assessments. ROIs always require an End Date. Our policy is to make the End Date for an ROI three years after the Start Date (i.e. an ROI with a Start Date of 03/14/2011 has an End Date of 03/13/2014.) Household Information never has an End Date. A Household should start, and family members should join, the day before the project entry. Entering data in sub-assessments with no data: Based on this Exit date, the Start Date, for these examples, should be the day before (12/14/2011). Click on Add to open the input screen. The Start Date will be set. Be sure to change it to 12/14/2011 (day before Exit Date). InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 59 of 70

66 SUB-ASSESSMENT START & END DATES At Project Exit: Entering data in sub-assessments with existing data: Never change the change any of the fields of a sub-assessment except the Start Date and/or End Date. If any of the other fields need to be changed, End Date the existing record and Start a new one! Situation 1: If everything meets the requirements above, nothing needs to be done. The data already exists. The Source or Type must match. The Amount must match The Start Date must be before the Exit Date. It can be set back in time but never set it forward. Situation2: If the Source or Amount are different, end the existing record on the day before the exit date. Do not change or delete the existing record except to add an End Date! 1. Click on the Edit icon. 2. Add an End Date that is one day before the Exit Date. Page 60 of Add a new item that matches the exit information, if necessary. ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

67 At Project Exit: SUB-ASSESSMENT START & END DATES Situation 3: If the Source and Amount match but the Start Date is after the Exit Date, edit the start date to be the day before the Exit Date. Everything else is already correct. A new record does not need to be added. Edit the Start Date. Set it to the day before the Exit Date. The Start Date can be set back in time but never forward. The Start Date is after the Exit Date. The Start Date must be before the Exit Date. The Start Date can be set back in time but never forward. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 61 of 70

68 HUD VERIFICATION PROCESS Requirement: We are required to explicitly indicate whether a client reports having each and every type of Income, Non-cash Benefit, Health Insurance, and Disability. This means that we have to have a Yes, No, Client Doesn't Know, or Client Refused response value saved for each item in the sub-assessments. Verifying Income: Unverified sub-assessments will be marked with the red triangle. Clicking on HUD Verification will open the verification window. Every Income Source is listed. Those that don't already have an item created, or have not answered the Receiving Income question, are marked as Incomplete. Never set Receiving Income to No for a reported Source of Income. Doing so will negate the income amount. Set each Incomplete Source of Income to No by clicking on the button. Then Save & Exit Page 62 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

69 HUD VERIFICATION PROCESS Income sources that have already been collected will have the edit icon (pencil) and be set to Yes. Once the verification is completed the alert will change to a check mark in a green box. A row will be created in the sub-assessment for each Source of Income with a Start Date set to the day of the Entry, Update, or Exit. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 63 of 70

70 HUD VERIFICATION PROCESS Verifying Non-cash Benefits: Non-cash Benefit items that are now Health Insurance items may show up in both places. Only those items that are HUD approved choices will appear in the verification window. MEDICAID moved to Health Insurance. Set each Incomplete Non-cash Benefit to No by clicking on the button. Then Save & Exit Page 64 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

71 HUD VERIFICATION PROCESS Once the verification is completed the alert will change to a check mark in a green box. A row will be created in the sub-assessment for each Non-cash Benefit Type with a Start Date set to the day of the Entry, Update, or Exit. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 65 of 70

72 HUD VERIFICATION PROCESS Verifying Health Insurance: Set each Incomplete Health Insurance Type to No by clicking on the button. Then Save & Exit A window pops up to allow you to set the HOPWA responses. Unless you are a HOPWA project, leave the responses blank. Page 66 of 70 ServicePoint Initial Client Setup Manual v InHOUSE Alameda Countywide HMIS System

73 Verifying Disabilities: HUD VERIFICATION PROCESS Disability Determination should never be set to No for client reported disabilities. Only set Disability Determination to No for unreported disabilities. If it is set to No, it invalidates the disability type. Reported disabilities will remain incomplete until we have a disability determination, if necesssary. InHOUSE Alameda Countywide HMIS System - ServicePoint Initial Client Setup Manual v.5.5 Page 67 of 70