CARES Regional Homeless Management Information System (CRHMIS)

Transcription

1 CARES Regional Homeless Management Information System (CRHMIS) New User Information August 2013

2 CRHMIS New User Packet P a g e 2 Contents HMIS Log-In information 2 The Messaging Module 3 Locating and Viewing Messages 3 Composing and Sending Messages 6 Replying To and Forwarding Messages: 9 Helpdesk 11 Composing a Helpdesk Ticket 11 Online Help Frequently Asked Questions 15 Creating a new Intake Record 16 Updating an Intake Record 23 Cloning an Intake/Admission 24 Processing a consumer s re-admission to the program 24 HMIS Discharge Procedure: 26 Updating a Consumer Face Sheet 28 Entering/Updating a Supportive Services Checklist (Contact Logs) 30 HPRP/ESG/STEHP Service Definitions 34 H.M.I.S. Supportive Services Checklist Guidelines for ESG/HPRP/STEHP programs 35 Notes: 36 HMIS Log-In information Access and bookmark the site by going to: Your username and password: Your username is your first initial and last name unless otherwise noted, all lowercase, no spaces. Default Password: cares1234 Please change your password immediately to keep it secure and follow standard security precautions at all times. If you have the Password button at the bottom of your Opening Menu, you may do it there. If you don t see the Password button, change your password with this path: System Setup Login Maintenance Password.

3 CRHMIS New User Packet P a g e 3 The Messaging Module The Messages module can be accessed from two locations in AWARDS: The Messages module button The New Messages button The New Messages button is only available when you have unread messages in your inbox. When either button is clicked, the Messages module is opened with your inbox displayed by default. The inbox, and all other messages folders, display up to 50 messages at a time. As with other messaging systems, the AWARDS Messages module provides you with an array of tools to manage and work with your messages, each of which is discussed in this portion of Online Help. Locating and Viewing Messages To find and view a message, complete the following steps from within the Messages module: 1. In the folders portion of the page, click the folder containing the message to be viewed. To expand/collapse a folder to view/hide its sub-folders, click the +/- icon to the left of the folder's name, or use the Expand all and Collapse all options at the bottom of the folders list. 2. To filter which messages are shown in the selected folder, use one or more of the following options located at the top of the messages index:

4 CRHMIS New User Packet P a g e 4 IMPORTANT! Please keep in mind that filters apply only to the message folder in which you are currently working. For example, filtering messages by subject only locates those messages in the current folder that contain the text you specify, not all messages folders. If you can't recall whether the message you are looking for is still in the inbox, in the trash, or is filed in a sub-folder, you will need to repeat your search in each possible location. To aid in this, only the user name/message subject filter is reset when navigating from one folder to the next. Filter by type or status - To filter messages based on whether they are AWARDS- or usergenerated, or on their status as unread or starred, click the Show drop-down arrow, make a selection, and then click Apply. (The default value is "All Messages.") The messages index is updated to reflect your selection. Filter by date - To filter messages based on the date they were received/sent, adjust the values in the From and to date range fields as needed, and then click Apply. (The default value is the last three months.) The messages index is updated to reflect your selection. IMPORTANT! If your filtered results do not contain the expected messages, be sure you have remembered to push the "from" date back far enough to meet your needs. Additionally, please keep in mind that the date filter is not reset when navigating from one folder to the next. Filter by user name or message subject - To filter messages by sender (when working in the inbox or a sub-folder), recipient (when working in the Sent folder), or subject, use the search in the upper-right corner of the page. Type the name or AWARDS login ID of the individual whose messages you wish to find, or the text you wish to locate from message subject lines, and then press <ENTER>. The messages index is updated to reflect your search criteria. Login ID searches are case sensitive. As a result, logins must be entered exactly as they exist in AWARDS in order for messages to be found. To clear the search field in order to look for messages to/from another user, or containing other subject text, click the grey "x" on the field's right side. 3. By default only 50 messages are displayed at a time. If necessary, use the navigation arrows in the bottomright corner of the messages index to locate the page that includes the message to be viewed. < and > take you to the previous and next pages, respectively. < and > take you to the first and last pages, respectively. 4. To sort messages for easier identification and viewing, click any of the messages index column headings. Click a heading a second time to reverse the sort order. The column by which sorting is currently taking place is dark grey, as shown here with the default sort order of date/time, where the most recent messages are listed first.

5 CRHMIS New User Packet P a g e 5 5. Once the message to be viewed is shown in the messages index, click that message to open and view it. The message viewing page is displayed. 6. From this page, any of the following tasks can be completed: Check the status of the open message - To determine whether message recipients other than yourself have read the message, examine the "Recipient" list at the top of the page. Next to each name is an envelope icon, indicating whether the message is: Unread Read Trashed Without Reading Please keep in mind that individual users can change the status of any given message (as described under Changing the Status of Messages). As a result, a message shown as unread may actually have been read by the user and then switched back to unread, or vice versa. If the recipients list contains more than eight individuals, a more recipients... link is made available. Click that link to view the full list of users who received the message. Compose a new message - To compose a new message, click the Compose icon at the top of the page. For more information on composing and sending messages, click here. Reply to or forward the open message - To reply to or forward the message being viewed, click one of the Reply or Forward icons at the top of the page. For more information on replying to and forwarding messages, click here. Move the open message to the "trash" - To place the message being viewed into the trash folder to indicate that it is no longer needed, click the Move to trash icon at the top of the page. For more information on placing messages in the trash, click here. Print the open message - To print the message being viewed, click the Print icon at the top of the page.

6 CRHMIS New User Packet P a g e 6 The Print dialog box is displayed. Configure the printer settings as needed, and then click Print. If your printed message page contains more blank space than expected, it may be an indication that you are not using the most current version of your Internet browser. Please upgrade if needed. Contact the help desk - To send a problem report or question to the Help Desk, click the Help Desk icon at the top of the page. For more information on contacting the Help Desk, click here. Move the open message to a folder - To move the message being viewed to a sub-folder of your inbox, use the Move to option at the bottom of the page to select the folder, and then click Go. For more information on organizing messages, click here. Navigate to the next or previous message in the index - To view the next or previous message in the folder you are in, click the Up or Down icons at the bottom of the page. Return to the messages index - To return to the index of messages for the folder you are in, click the Back icon at the top of the page. The process of locating and viewing a message is now complete. Once you have viewed a message, the envelope icon next to your name in the recipients list changes from closed to open. All other recipients of the message, as well as the message sender, can see this information in their copy of the message. > Composing and Sending Messages To compose and send a new message, complete the following steps from within the Messages module: 1. Click the Compose icon at the top of any Messages module page.

7 CRHMIS New User Packet P a g e 7 The compose message page is displayed. To send a message to the Help Desk, click the Help Desk icon instead of Compose. When composing a message to the Help Desk, the steps will vary from those provided below. For more information on contacting the Help Desk, please click here. 2. Specify the message's recipients in the To, Cc, and/or Bcc fields in either or both of the following ways: Type in the recipient name(s) - Type the user ID or first and last names of each AWARDS user to whom this message should be sent. Separate each user ID or name with a semicolon (;). Select the recipient name(s) using the address book - Double-click within the To, Cc, or Bcc fields, or click the Address Book icon. The Address Book page is displayed. Click the Select field drop-down arrow and make a selection to indicate the type of recipient you are about to specify - "To," "Cc," or "Bcc." (If you accessed the address book

8 CRHMIS New User Packet P a g e 8 by clicking within one of those recipient type fields on the message composition page, that type is selected by default. Any previously entered/selected recipients of the specified type are displayed in green on the right-hand side of this page. The page also includes a total count of any To, Cc, and/or Bcc recipients in the bottom-right corner. Select a custom or built-in list of users from the left side of the page, and/or search for an individual user by entering a value in the "enter name or login" option on the right, and then pressing <ENTER>. When completing a search, results are displayed on the right side of the page with a check box next to each individual, where any already specified recipients of the selected recipient type are already checked and noted in green text. Click the check box next to each user to whom the message should be sent, or use the available All check box. Once a list or individual user has been selected, click Save Recipients to save your selections and return to the message composition page. For more information on configuring / maintaining custom lists, see Managing Custom Lists. 3. In the Subject field, type the subject of the message. 4. Click the Priority drop-down arrow and make a selection to indicate whether this message has "Normal" priority, or if it is "Urgent." The default value is "Normal." Urgent messages are displayed in their respective folders with a red subject line. 5. To attach one or more files to the message, click the Attachment icon. Using the Select file(s) to upload dialog box that is then displayed, navigate to and select the appropriate file(s), and then click Open. To delete an attachment once it has been added to a message, click the delete icon next to that attachment. 6. In the message text box, type the text of the message. 7. To spell check your message, click the Check spelling icon and follow the on-screen prompts. The spell check feature opens in a second window. If it does not display properly it may be an indication that a pop-up blocker setting is enabled in your browser. 8. Click the Send icon or the Send button beneath the message text box.

9 CRHMIS New User Packet P a g e 9 The message is sent, a copy of the sent message is placed in the "Sent" folder, and a confirmation dialog box is displayed. Click Close to acknowledge that your message has been sent, and to return to the messages index. The process of composing and sending a message is now complete. Replying To and Forwarding Messages: To reply to or forward a message you've received, complete the following steps from within the Messages module: 1. In the folders portion of the page, click the folder containing the message to be replied to or forwarded. 2. If necessary, use the message filters and/or page navigation options to adjust your view of the selected folder until the message in question is displayed in the messages index portion of the page. 3. From the messages index, click the message to be replied to or forwarded. The selected message is opened and displayed. 4. At the top of the message page, click one of the available reply or forward option icons: Reply - Used to reply only to the person who sent the message. Reply all - Used to reply to all recipients of the message. Forward - Used to forward the message to selected recipients. Forward to original sender - Used to forward the message back to the original sender. This option is not always available. It would only be used if, for example, a member of the local Help Desk forwarded an item from an end user to the Foothold Help Desk, received a response from Foothold, and then wanted to send that response to the user who originally submitted the issue or question. Forward to help desk - Used by end users to forward problems or questions to their local Help Desk team, or by that local team to forward the message to Foothold's Help Desk. The compose message page is displayed. 5. Configure or make changes to the recipients, subject, priority, and attachments as needed, and then enter text above the original message's content as needed.

10 CRHMIS New User Packet P a g e 10 For more information on composing a message, click here. 6. To spell check your message, click the Check spelling icon and follow the on-screen prompts. The spell check feature opens in a second window. If it does not display properly it may be an indication that a pop-up blocker setting is enabled in your browser. 7. Click the Send icon or the Send button beneath the message text box. The message is sent, a copy of the sent message is placed in the "Sent" folder, and a confirmation dialog box is displayed. Click Close to acknowledge that your message has been sent and to return to the messages index. The process of replying to or forwarding is now complete. For more information on how to use advanced features of the Messages Module please see AWARDS Online Help.

11 CRHMIS New User Packet P a g e 11 Helpdesk As seen in the following diagram, the AWARDS Help Desk is comprised of multiple levels - general agency staff ("end users"), a local Help Desk team within the agency or continuum, and Foothold Technology's Help Desk. When an AWARDS user has a problem/question for which a solution/answer cannot be found in AWARDS Online Help or the available instruction documents, he or she can access the AWARDS Help Desk via the Help Menu located at the bottom of all AWARDS pages (or using the Helpdesk link in the Messages module). When using the Help Desk, a blank reporting form is opened that enables the user to record specific details about his or her experience or question. Completed reports are submitted by the user and are then received via the AWARDS Messages module by all members of the agency's/continuum's local Help Desk team (a group of knowledgeable users specifically designated to assist their colleagues and to act as a liaison between the Foothold Technology Help Desk and agency staff). Help Desk items submitted by agency staff who are not members of the local Help Desk team are not sent to anyone at Foothold Technology, nor does anyone outside of the local Help Desk have the ability to contact Foothold directly. Within each local Help Desk team member's AWARDS inbox, Help Desk messages are identified with "HELPDESK:" in the Subject line, followed by the subject entered by the user. Which member of the team handles which Help Desk items is determined by a pre-arranged set of internal rules specifying a division of labor. When responsible for a Help Desk item, a local Help Desk team member will either respond to the user with assistance, or will contact Foothold Technology in the event that he/she cannot assist the user on his/her own. Help Desk items received by Foothold Technology from the local Help Desk team will be investigated and responded to in a timely manner. All responses from Foothold's Help Desk will be sent back to the local Help Desk team. Once the local Help Desk team has received a response from Foothold, it is their responsibility to communicate the response back to the user who originally reported the problem or question. Composing a Helpdesk Ticket In the event that a solution/answer was not found for your problem/question during the troubleshooting process, you'll need to submit that problem/question to the local Help Desk

12 CRHMIS New User Packet P a g e 12 staff at your agency/continuum (or to Foothold Technology if you are a member of your agency's/continuum's local Help Desk team) by completing the following steps: 1. Click Help Menu from the bottom of any AWARDS page. The AWARDS Help Menu Options page is displayed. 2. Click Help Desk. The How Can We Help You? page is opened in the AWARDS Messages module. This page can also be opened from within the Messages module directly by using the "Helpdesk" link on the left-hand side of the page. If you are a member of the local Help Desk team and have received a Help Desk item for which assistance is required from Foothold Technology, you can skip steps 1 and 2 and use the "Forward to Helpdesk" button on the original message rather than completing a brand new reporting form. 3. Before you contact the Help Desk, it is strongly recommended that you complete a thorough review of our Online resources. In many cases you will be able to find the information you are looking for very quickly, and as a result will not need to contact the Help Desk, which can be a lengthier process. The "Search Online Help" portion of the page is designed to help you in this effort. To complete a search, enter a keyword or phrase in the available field. 4. Click Search. Online Help is searched and all relevant results are displayed in a secondary window. 5. Click a search result to view the corresponding page in Online Help. To return to the search results page at any point, use your browser's Back button. 6. If an Online Help search provided you with the information you needed, the steps that follow are not necessary. If an Online Help search did NOT resolve your question/issue, close the secondary window containing the search results and continue on the How Can We Help You? page by completing the "Contact the Help Desk" form. 7. In the Subject field, please type a brief description of the problem or question. 8. In the "Problem/Question Details" portion of the form, configure the available fields and options as follows:

13 CRHMIS New User Packet P a g e 13 Description - In this text box please type a detailed description of your question or problem. When reporting a problem, be sure to list any steps taken prior to the problem's occurrence, including any selections made while completing the problematic task and the text of any error messages received. That detail will enable to Help Desk to replicate your experience as closely as possible and will speed up the investigation process. When filling out the reporting form, keep in mind that the Help Desk is a totally secure means of requesting assistance which allows you to include detailed information regarding client records without breaching confidentiality. AWARDS Module - Click this drop-down arrow and select the module regarding which you have a question, or in which you were working when you experienced a problem. If the question/problem applies to more than one module, or is not specific to any modules, select "Various" or "N/A," respectively. Problem Impact - Click this drop-down arrow and make a selection to indicate the effect the problem (if applicable) is having on your use of AWARDS. Available selections include: "We're down," "We're unable to complete time sensitive work," "We can work, but can't do everything we need to do," "This is somewhat inconvenient," "It would be nice if...," and "N/A (This is a question or data change request)." 9. If your problem or question is related to specific records or data in AWARDS, please configure the fields and options in the "Record / Data Details" portion of the form as follows: Data Date(s) - In this field, type the dates of any relevant records; for example, if you are having a problem with a specific progress note or service plan, enter the note or plan date, respectively. Likewise if you are working with a report; in such cases the report date range should be entered here. Consumer Name - In this field, type the name of the consumer(s) whose records you were working with, or enter "N/A" if the question/problem is not related to individual consumer records. 10. Identify yourself and the steps you took to gather information prior to contacting the Help Desk by configuring the fields and options in the "User Information" portion of the form as follows: Name/Login ID - Click this drop-down arrow and select your name. If you are a member of the local Help Desk team and are reporting a problem for another user, please select that user's name rather than your own. Agency - Click this drop-down arrow and select the name of the agency you work for and/or are submitting a problem or question for. Program - Click this drop-down arrow and select the program you work for and/or are submitting a problem or question for. If you work with more than one program, the program you select here should be the one related to your problem or question. If the problem is happening for more than one program, or if your question is related to multiple programs, choose one of the "All" selections at the bottom of the list.

14 CRHMIS New User Packet P a g e 14 Were you able to replicate the problem? - Click this drop-down arrow and make a selection to indicate whether or not you attempted to replicate the user's problem prior to forwarding it to Foothold Technology. If you are forwarding a data change request, choose "N/A" from the selection list. This option is only included on the form for members of the local Help Desk team. If you are a member of that team, it is important that whenever possible you attempt to replicate the problem and include details of your work with the original problem report details. Browser - Click this drop-down arrow and make a selection to indicate which Internet browser the user was working in when the problem occurred. If the appropriate browser is not listed, select "Other" and type the name of the browser in the corresponding field that is then displayed. If you don't know which version of a browser you are using, you can typically find that information by selecting Help from the browser's file menu, and then choosing About. Operating System - Click this drop-down arrow and make a selection to indicate which operating system the user who experienced the problem has on his or her PC. If the appropriate operating system is not listed, select "Other" and type the name of the browser in the corresponding field that is then displayed. 11. If available, please attach screen shots or files related to your problem or question in the "Attachments" portion of the form. 12. Click SEND MESSAGE. If you are an end user, the message is sent to all members of your agency's/continuum's local Help Desk team, and any of those individuals (listed above the Subject field on the reporting form) may review your submission and respond to you. If you are a member of the local Help Desk team, the message is sent to Foothold Technology's Help Desk. 13. Periodically check your AWARDS Messages module inbox for a response to your problem report or question. When a response is received, review it carefully. In the event that the Help Desk was unable to investigate with the amount of information provided, you will be asked to supply additional details. Otherwise, you will be provided with information about the area of the application you were working with, or with a resolution to any problem you may have been experiencing. 14. If you are a member of the local Help Desk team, use the "Forward to original sender" button on the response to pass it along to the user who originally sent in the Help Desk item (if someone other than yourself). The process of submitting a problem report or question to the Help Desk is now complete.

15 CRHMIS New User Packet P a g e 15 Online Help Frequently Asked Questions The following frequently asked questions regarding AWARDS Online Help can be a useful reference when you have your own questions about that feature. Click a frequently asked question below to view its answer. How do I print Online Help information? To print the Online Help topic you are currently viewing, complete one of the following sets of steps based on the type of browser you are using: When Internet Explorer is your browser: 1. Right-click your mouse on the portion of the page containing the help text you want to print. 2. From the menu that is displayed, click Print. The Print dialo g box is displayed. 3. Click the Options tab. 4. In the "Print Frames" portion of the tab, click the Only the Selected Frame radio button. 5. Click Print. The selected topic is printed. When Firefox is your browser: 1. Click your mouse on the portion of the page containing the help text you want to print. 2. On the browser's menu bar, click File. 3. From the menu that is displayed, click Print. The Print dialo g box is displayed. 4. In the "Print Frames" portion of the dialog box, select The selected frame. 5. Click Print. The selected topic is printed. When Chrome is your browser: 1. Right-click your mouse on the portion of the page containing the help text you want to print. 2. From the menu that is displayed, click Print. The Print dialo g box is displayed. 3. Adjust the printer settings as needed. 4. Click Print. The selected topic is printed. For more information on how to use AWARDS Online Help, look up the Additional Online Help Resources in online help via the contents under "Online Help".

16 CRHMIS New User Packet P a g e 16 Creating a new Intake Record *because we use a single intake we start at the Online Help s step 6 6. Click Intake/Admission Menu. The Intake Records Search page is displayed. 7. Click the Program drop-down arrow and select the program associated with the consumer to be admitted. 8. Click the Database drop-down arrow and select "Data Entry." 9. In the First Name, Last Name, and/or Alias fields, type the consumer's name, initials, and/or alias. When using full names or identifiers such as SSNs, be sure to enter that information exactly as it was found in any existing records in step 5, if applicable. 10. Click SEARCH/CREATE. The Referral Search Results page is displayed. This page contains a list of any existing intake records for which the identifying information matches that entered on the Intake Records Search page. Click the heading of any column in the results table to sort the contents by that variable. 11. Review the search results on this page to determine how to proceed:

17 CRHMIS New User Packet P a g e 17 If the consumer has an existing intake record with an admission date and no discharge date, he or she is currently on the program roster and a new intake/admission should not be processed. If the consumer has an existing intake record with both an admission and discharge date, and he or she is being re-admitted to the program, a new intake/admission must be processed. Continue with step 12. If the consumer does not have an existing intake record, one must be created before intake/admission can be processed. Continue with step 12. It is also possible for a referral to appear in these results, if the admission process was started via the Household Composition re-direct to admit a household member, but the form was never processed. In that case, open the referral and continue to step From the "Applicant" column, click Create New Application. The Admission Form page is displayed. 13. Complete the admission form by configuring the fields and options on this page as necessary. If, in step 5, an existing record was found for the consumer, be sure to enter the same name, date of birth, and social security number used in that record. Residential programs that are set to collect household information contain a Residence dropdown list that is separated into two sections: Vacant Units and Occupied Units. The beds listed under Vacant Units belong to apartments/units were all beds are listed as vacant. The beds listed under Occupied Units belong to apartments/units where at least one bed is already occupied. Selecting a bed listed under Occupied Units places the client in a unit with roommates, which may be other household members. Programs set to submit the HUD APR require more data entry at intake/admission than non-apr programs, so the fields and options on the admission form may be different from program-to-program. 14. At this time, do one of the following: Admit the consumer - Click HOUSING ADMISSION or PROCESS ADMISSION (which label is used for this button is determined by the program type - residential or non-residential, respectively). The consumer's admission form is saved, he or she is admitted to the selected program, and a read-only report version of the admission form is displayed if the program does not collect household information. If the program is set to collect household information, the Household Composition page is displayed; skip to Processing Household Setup. Reject the consumer - Click Not Accepted Into Program. The consumer's admission form is then saved with the application status of rejected. To make changes to the intake/admission information at this time, click DATA ENTRY to return to the Admission Form data entry page. If any data entry errors are found by AWARDS after HOUSING ADMISSION / PROCESS ADMISSION or Not Accepted Into Program is clicked, the admission/rejection process is halted and the errors are listed in red at the top and the page. In the event that an error is received, make any necessary corrections, and click the appropriate button again before proceeding.

18 CRHMIS New User Packet P a g e 18 If the listed default referral source is correct, the intake/admission process is now complete. However, if the referral source needs to be updated, continue with step Click UPDATE REFERRAL SOURCE. The Referral Source Selection Settings page is displayed. Referral source information must be entered before intake or admission can be processed for a referral. 16. Click one of the "Referred By" radio buttons on this page to indicate who referred the applicant: Self - If the client was self-referred, click this radio button and continue with step 17. Agency - If the client was referred by another agency, click this radio button and continue with step Click CONTINUE. The referral source information is saved and the Referral Information Form page is redisplayed. Continue with step To limit agency selection by name, type the first letter of the agency's name in the Agency/Initial field. If this field is left blank, all agencies will be included in the referral source selection process. 19. Click CONTINUE. The Referral Source Agency Selection page is displayed. 20. Click the agency drop-down arrow and select the referring agency. If the referring agency is not listed, select "Add New Agency." The referring agency list is shared by all programs using AWARDS. If a new agency is added to this list using the "Add New Agency" selection, that agency will be available for selection as a referral source by all programs moving forward. Likewise, if an existing agency is selected here and changes are made to its information in later steps in this process, those changes will be seen by all programs. 21. Click CONTINUE. The Referral Source Agency & Contact Update page is displayed. 22. Make changes or additions to the referring agency information as necessary using the following fields and options: Agency (name), Program Type, Street Address, City, State and Zip (code). 23. Make changes or additions to the contact person at the referring agency as necessary using the following fields and options: Name, Phone, Title, and Phone/Fax Number. If the appropriate individual is not listed in the Contact Person selection list, select "Add new Contact Person" and enter his or her information in the fields below. 24. Click APPLY CONTACT UPDATE & CONTINUE REFERRAL UPDATE. The Admission Form page is displayed. 25. Click UPDATE FORM. The information is saved and a confirmation page is displayed. The intake/admission process is now complete. Once an admission is processed in a program that collects household information, users are redirected to the Household Composition page and must place the newly admitted client into a household. To complete the household setup for a newly admitted client, complete the following steps: 1. The Household Composition page displays differently depending on whether the newly admitted client is already a member of a household in the agency or not. If the client is currently NOT in a household, continue to step 2. If the client is current IN a household, skip to step If the client is currently not in a household and should be placed in a new household, select Create a new Household. This option creates a brand new household in AWARDS, and places the client into the household as the primary client. Continue with step 4.

19 CRHMIS New User Packet P a g e 19 If the client is currently not in a household and should be placed in an existing household in AWARDS, select Join an existing Household and continue to step The household composition of the client's current household is displayed. To confirm the client's placement in that household, select Client should remain in their current household and skip to step 13. To remove the client from the current household and place him or her in a different household, select Remove Client from current household and create/join a new household, and then click CONTINUE. The client is removed from the household and an updated Household Composition page is displayed, asking you to create a new household or have the client join an existing one. Return to step 2 to complete this page. 4. In the Start Date field, type the date on which the client became associated with the household, or use the date picker on the right. 5. Click CONTINUE. If the client is joining an EXISTING household, the Household Search page is displayed. Continue with step 6. If the client is entering a NEW household, AWARDS generates a new Household ID for the household and the Household Composition page is displayed, asking Would you like to add another member to this household? To add another household member to the household, select Yes, and then click CONTINUE. The Household Search page is displayed. Please refer to the Household Composition Instruction Sheet for the detailed procedure "Adding a New Household Member," and begin with step 4.

20 CRHMIS New User Packet P a g e 20 If no further household members should be added to the household, select No, and then click CONTINUE. The Household Composition page is displayed. The household setup is now complete. If the referral source needs to be updated, click the green check mark icon next to the client's name and the admission form is displayed. Continue with step 15 under Creating and Processing a Referral Record. 6. On the Household Search page, enter the First Name, Last Name, or SSN of an existing household member of the household the client is joining. 7. Click the Limit Search Results to drop-down arrow and select the number of matches that should be displayed in the search results. 8. Click CONTINUE. The Household Search Results page is displayed. This page contains a list of consumers and household members with records in the system for whom all or part of the identifying information entered on the previous page is a match. 9. Locate the household the client is joining, and click the radio button next to that household on the search results table. To see the details of a household on the table, click the View link and the Household Composition page for that household is displayed in a pop-up window over the search results page. From there, you can choose to Edit Household Composition of that household, or Close. 10. Beneath the table of search results, in the Living With Household field, if the household member being added does not actually reside with the primary client and you wish to capture that detail, click "No." "Yes" is selected by default. 11. Click the Relation to Primary Client drop-down arrow and select the relationship that describes the new household member in regards to the household's primary client, listed in the table. 12. In the Start Date field, type the date that the new household member because a member of the household, or use the date picker to the right. Determining when a member "joins a household" is defined by each individual program. Residential programs may define this as the date the household member moved

21 CRHMIS New User Packet P a g e 21 in with the primary client. Non-residential programs may define this as the date the household member became a member of the household, regardless of when agency services began. Due to this flexibility, this date is not tied to a program admission date or residential move in date. 13. Click CONTINUE. If a child was added, you may be taken to another household info form to collect additional data on the newly added household member; otherwise, the Household Composition page is displayed, showing the household composition and a question is displayed asking, Would you like to add another member to this household? To add another household member to the household, select Yes, and then click CONTINUE. The Household Search page is displayed. Please refer to the Household Composition Instruction Sheet for the detailed procedure "Adding a New Household Member," and begin with step 4. If no further household members should be added to the household, select No and continue with step Click CONTINUE. The Household Composition page is displayed. If all household members have program admissions in the program, the household setup process is now complete. If there are household members that are not currently admitted into the program, a question is displayed asking Would you like to admit a household member into this program?

22 CRHMIS New User Packet P a g e 22 If one of the household members displayed in the table should be admitted into the program, click the radio button next to his or her name, and then click CONTINUE. A prepopulated admission form is displayed for the selected program. Use this form to admit the household member into the program and complete the process. If no other household members are to be admitted into the program, click either FACESHEET or Opening Menu to navigate away from this page as desired. The household setup process is now complete.

23 CRHMIS New User Packet P a g e 23 Updating an Intake Record 1. From the AWARDS Opening Menu page, click Intake / Admission. The Intake Records Search page is displayed. 2. Click the Program drop-down arrow and select the program associated with the consumer for whom the referral is to be updated. 3. Click the Database drop-down arrow and select "Data Entry." 4. In order to access the referral record to be updated, a search must be performed from this page. Limit the results of this search in one of the following ways: By Name - To limit referral record selection by consumer name, type his or her name, initials, and/or alias into the First Name, Last Name, and/or Alias fields, respectively. Some agencies may also be able to search by other identifying information, such as social security number. By Screening Date - To limit referral record selection by date range, make adjustments to the default values in the "from" and "to" Date Range fields. Only those referrals with screening dates in the range entered here are included in the search results. 5. Click the Limit Search Results drop-down arrow and select the number of referral records to be displayed in the search results. 6. Click SEARCH/CREATE. The Referral Search Results page is displayed.

24 CRHMIS New User Packet P a g e 24 Click the heading of any column in the results table to sort the contents by that variable. 7. From the "Applicant" column, click the name of the consumer for whom the referral is to be updated. The Admission Form page is displayed. 8. Make changes or additions to the referral record as necessary by configuring the fields and options on this page. 9. Click UPDATE FORM to save your changes. The process of updating a referral record is now complete. Cloning an Intake/Admission 1. From the AWARDS Opening Menu page, click Intake/Admission. The Intake Search page is displayed. 2. Click the Program drop-down arrow and select the program associated with the client for whom the intake form is to be created. 3. Enter the client s First Name, Last Name, and SSN in the corresponding fields. Review and ensure that all information entered is accurate. For the cloning to work, the data in these three fields must be entered exactly as noted from the client lookup search results. 4. Click SEARCH/CREATE. The Referral Search Results page is displayed. 5. Click Create New Application. A new intake form is opened and displayed on the Intake Form page. Because you are cloning existing data many of the fields/options on the form will already be filled out. Others, which must be configured on a program-by-program basis will be blank. In our database the Special Needs section which would identify specific disability status is not transferred in a cloned intake. 6. Review all cloned data in the form to verify that it is still current. Make changes to the old data where appropriate, and then configure any blank fields/options as needed. 7. At this time, complete one of the following tasks based on the intake/admission process used by the program: When using single-step intake - Click HOUSING ADMISSION or PROCESS ADMISSION to admit the client (which label is used for this button is determined by the program type residential or non-residential, respectively). If the client is to be rejected rather than admitted, click Not Accepted Into Program. The client s intake form is then saved with a status of rejected. Processing a consumer s re-admission to the program 1. Click on Intake/Admission 2. Choose your program

25 CRHMIS New User Packet P a g e Put the consumers initials into the search boxes 4. Change Limit Search Results To box to 1000 instead of Hit Search/Create at the bottom of the page 6. If the consumer has been in the program before, his or her name should appear on the next page. Click the consumer name. 7. Choose Create New Admission 8. Put in current intake date and update any pertinent information 9. Hit Process Admission at the bottom of the page. That s it!

26 CRHMIS New User Packet P a g e 26 HMIS Discharge Procedure: To discharge a consumer from an agency program, complete the following steps: 1. From the AWARDS Opening Menu page, click Discharge. The Discharge Menu page is displayed. 2. Click the Program drop-down arrow and select the program from which the consumer is to be discharged. 3. Click the Database drop-down arrow and select "Data Entry." 4. To limit consumer selection by name, click the A-Z drop-down arrow and select the consumer's last name initial. An asterisk (*) in this field will include all consumers in the selection process. 5. Click Process Discharge. The Consumer Discharge Roster Selection page is displayed. 6. Click the Current Program Roster radio button. 7. Click CONTINUE. The Program Discharge Consumer Selection page is displayed. 8. Click the Consumer drop-down arrow and select the consumer to be discharged. 9. If the consumer is being discharged from a housing program, click the New Housing Program drop-down arrow and select the agency program to which the consumer is being discharged. If the consumer is not moving to another agency program, select "Discharge from Agency Housing." TIP: This option is not available if the consumer is being discharged from a day program. 10. Click CONTINUE. The Discharge Information page is displayed. 11. Configure the fields and options on this page as necessary. For more information, see Working with Discharge Record Contents. 12. Click APPLY. The discharge information is saved and a read-only report version of the discharge record is displayed on the Discharge Information page.

27 CRHMIS New User Packet P a g e 27 TIP: To make changes to the discharge information at this time, click DATA ENTRY to return to the Discharge Information data entry page. For more information on updating discharge records, see Updating a Discharge Record. TIP: When a consumer is discharged, his or her service plan is closed out in the program from which the discharge took place, regardless of whether he or she was discharged into another agency program. The process of discharging a consumer from an agency program is now complete.

28 CRHMIS New User Packet P a g e 28 Updating a Consumer Face Sheet To update a consumer's face sheet, complete the following steps: 1. From the AWARDS Opening Menu page, click Profile. The Consumer/Program Profile page is displayed. 2. Click the Program drop-down arrow and select the program associated with the consumer whose face sheet is to be updated. 3. Click the Database drop-down arrow and select "Data Entry." 4. To limit face sheet selection by consumer name, click the A-Z drop-down arrow and select the consumer's last name initial. An asterisk (*) in this field will include all consumers in the face sheet selection process. 5. If the face sheet to be updated is for a former (discharged) consumer, click the Roster Archives radio button. 6. Click Face Sheet. The Consumer Profile / Face Sheet Update Selection page is displayed. 7. Click the Consumer drop-down arrow and select the consumer for whom the face sheet is to be updated. 8. Click CONTINUE. The Consumer Face Sheet page is displayed. This page is broken into sections of like consumer information that can each be updated individually. 9. Update the face sheet information as necessary by configuring the fields and options in one or more of the available sections. For more information on those sections and their contents, please see Face Sheet Record Options. 10. When all face sheet information has been updated as necessary, do one of the following:

29 CRHMIS New User Packet P a g e 29 View the face sheet in report mode - To do so, click REPORT at the bottom of the face sheet. The report is displayed on the Consumer Face Sheet page, and can be printed as necessary using the browser's Print feature. Return to the Opening Menu page - To do so, click Opening Menu at the bottom of the face sheet. The AWARDS Opening Menu page is displayed. The process of updating a consumer face sheet is now complete.

30 CRHMIS New User Packet P a g e 30 Entering/Updating a Supportive Services Checklist (Contact Logs) To enter or update a supportive services checklist record, complete the following steps: 1. From the AWARDS Opening Menu page, click Services. The Client Services Menu page is displayed. 2. Click the Program drop-down arrow and select the program associated with the consumer for whom a checklist record is to be entered or updated. 3. Click the Database drop-down arrow and select "Data Entry." 4. To limit consumer selection by name, click the A-Z drop-down arrow and select the consumer's last name initial. An asterisk (*) in this field will include all consumers in the selection process. 5. If the checklist record to be entered or updated is for a former (discharged) consumer, click the Roster Archives check box. 6. Click Contacts Log. The Supportive Services Checklist consumer selection page is displayed. 7. Click the Consumer drop-down arrow and select the consumer for whom the checklist record is to be entered or updated.

31 CRHMIS New User Packet P a g e Click CONTINUE. The Individual Supportive Services Checklist Editing Index page is displayed. This page contains a list of all existing checklist records for the selected consumer that have dates within the editing window shown at the top of the page. Records for which there is a corresponding progress note are indicated by a "Yes" value in the Note Attached column on this page. Otherwise, that column contains "No." 9. Click the Selected radio button next to the record to be updated, or next to "Add New Session" when entering a new checklist record. 10. Click CONTINUE. The Supportive Services Checklist Settings page is displayed. 11. Click the Date drop-down arrow and select the date on which contact with the consumer occurred. The default value is today's date for new records, and the previously selected date for existing records. 12. Click the Contact Duration drop-down arrows and select or make changes to the length of the contact in hours and/or minutes. A contact duration is not required if the "Face to Face" option referenced in step 14 is set to "No."

32 CRHMIS New User Packet P a g e Click the Time of Contact drop-down arrows and select or make changes to the time at which the contact occurred in hours, minutes, and AM/PM. 14. Click one of the available Face to Face radio buttons to indicate whether contact with the consumer was face-to-face (in person). Available options are "yes" and "no." The default value for new contact is "yes." 15. Click the Location drop-down arrow and select or change the location of the contact. 16. Click the Primary Problem Area drop-down arrow and select or change the primary area of service for this contact. For new records the default value is the first service type in the selection list, so care should be given to changing that selection as needed. The value selected here appears as the service type on any progress notes written for this contact. It also appears as the service type for the contact if viewing the Services module, Utilization Reports, Contacts Log Report. It is not reflected on the Supportive Services Delivery Report. 17. Enter or make changes to the information in the Supportive Services Checklist portion of the page by configuring the following fields and options for each service provided: Service - Click the check box next to each service provided to the consumer during this contact. Units - In this field, type or make changes to the number of units of the selected service provided. If not units value is entered at this time it will default to "1" when the record is saved. Cost - In this field, type or make changes to the total cost for the units of the corresponding service. Cost is an optional field. If the cost field is not displayed in data entry mode and/or no cost is entered here, the unit rate entered for the selected service (if applicable) is multiplied by the number of units and the product is shown on the Supportive Services Delivery Report. (Unit rates are entered using the Fiscal/Program module's Cost of Services feature.) If the cost field is displayed in data entry mode and you enter a value in that field, it is understood to be the "total" cost for the specified units and no multiplication is done. Service Details - In this field, type or make changes to any notes about the service provided as needed. Funding Source - Click this drop-down arrow and select the funding source for this service if applicable. The default value is "Unknown." Funding Source is not available for selection in all programs. It must have been configured behind-the-scenes in order to be included on this settings page. 18. If a new checklist is being created for a client in a household with other active household members in the program, the Apply Service? option appears beneath the checklist table, which enables users to apply the checklist information to other members of the household.

33 CRHMIS New User Packet P a g e 33 Select "Yes" for each household member this checklist information applies to, or leave the "No" option selected if it does not apply. This option only displays when creating a new checklist and not when editing or deleting a checklist. If a checklist has been applied to a household member, an exact copy of the checklist appears on his or her Individual Supportive Services Checklist Editing Index page, as its own entry. If any edits or deletions are needed, it must be edited or deleted on each client's record, individually. 19. In the Progress Note text box, type the text of a progress note for this contact if appropriate. Progress notes added using this method are saved as "general chart notes" and are available from both data entry and report modes when using the Progress Notes feature in the Services module. 20. Click CONTINUE. The supportive services record is saved and the updated Individual Supportive Services Checklist Editing Index page is displayed. The process of entering or updating a supportive services checklist record is now complete.

34 CRHMIS New User Packet P a g e 34 HPRP/ESG/STEHP Service Definitions Service Case Management Credit Repair Housing Search and Placement Definition Time spent with the client. Can include eligibility determination, intake and discharge. Cash given to credit agencies to clear bad credit report and help acquire housing blocked by credit rating. Time spent assisting the client in locating and procuring housing, including speaking with the landlord on behalf of the client, etc. Legal Services Motel & Hotel Vouchers Moving Cost Assistance Legal services provided to client through HPRP monies ***LEGAL AID ONLY*** Payments for clients to stay in hotels/motels WHILE WAITING FOR PROCURED HOUSING TO BECOME AVAILABLE Labor and equipment Other Service Type N/A Outreach and Engagement Rental Assistance Security Deposits Utility Deposits Utility Payments Time spent explaining the program to prospective clients and assessing eligibility during the intake process Ongoing or back rent paid directly to a landlord to keep or procure housing for client Security deposit money given directly to a landlord to procure housing for a client Deposits given to the utility company/provider to initiate/reinstate service to the client s residence Back or ongoing payments to the utility company/provider to keep/reinstate service to the client s residence.

35 CRHMIS New User Packet P a g e 35 H.M.I.S. Supportive Services Checklist Guidelines for ESG/HPRP/STEHP programs Case Management Service *Units *Cost End Date 15 Minute Increments X Date of Contact Funding Source Credit Repair 1 Unit/1 time assistance Total dollar amount Date of payment confirmation Housing Search and Placement 15 Minute Increments X Date of Contact Legal Services 15 Minute Increments X Date of Contact Motel & Hotel Vouchers One unit = up to 1 month Total dollar amount Last day of the last month payments cover Moving Cost Assistance 1 Unit/1 time assistance Total dollar amount Date of payment confirmation Other Service Type Outreach and Engagement 15 Minute Increments X Date of Contact Rental Assistance 1 unit = 1 Month Total dollar amount Last day of the month payments cover (For arrears, day check is approved) Security Deposits 1 Unit/1 time assistance Total dollar amount Date of payment confirmation Utility Deposits 1 Unit/1 time assistance Total dollar amount Date of payment confirmation Utility Payments 1 unit = 1 month Total dollar amount Last day of the month payments cover (For arrears, day check is approved) ALL CONTACTS SHOULD HAVE A PROGRESS NOTE AND BE PRINTED FOR CONSUMER FILE * These are configured at the program level. This is an example of how Albany County DSS chose to configure the checklist for all HPRP/ESG programs.

36 CRHMIS New User Packet P a g e 36 Notes: