Step 1: Use Enter Data As (EDA) mode to select provider Chicago Coordinated Entry System (CES) - Skilled Assessors Project (1474).
- A. Click Enter Data As* on the top right of the HMIS Homepage. Using EDA mode will ensure that the client’s information is visible to the matching team and other Skilled Assessors. If you do not use EDA mode, the data will not be visible and the client will not be matched to a housing provider.
*A few Skilled Assessors will not need to do Enter Data As mode since your only project within HMIS is the Skilled Assessor Project.
- B. Click the
icon next to the provider Chicago Coordinated Entry System (CES) - Skilled Assessors Project (1474).
Step 2: Create an Entry into the Chicago Coordinated Entry System (CES) – Skilled Assessors Project.
Note: If the client already has an open Entry into the Chicago Coordinated Entry System (CES) - Skilled Assessors Project, please do not complete another entry. If new information should be added, please complete an Interim Update Assessment. See Step 6 for details.
- A. Search for your Client using ClientPoint. Navigate to the client’s record. By default, you will view the Summary Tab.
- B. On the Client Summary Tab, click Add Entry/Exit.
- C. Ensure that the Project appears as the Chicago Coordinated Entry System (CES) - Skilled Assessors Project (1474) and select the HUD Type from the drop-down list. Do not include family members in the entry. Select the date that the assessment was completed. Click Save & Continue.
Step 3: Review the HMIS Client Consent for Data Sharing and Supplemental Client Consent for Data Sharing of Certain Disability Data and Health Information with the client in their entirety. Next, complete the Chicago Continuum of Care (CoC) – Standardized Housing Assessment.
Note: If the client chose to share their information as a locked file or if the client is a Survivor of Domestic Violence and/or Human Trafficking and/or is HIV positive, please lock the client’s record. See Step 7 for details.
- A. Complete the Chicago Continuum of Care (CoC) – Standardized Housing Assessment with the Client. You will automatically enter this assessment when creating an Entry into the Chicago CES Skilled Assessor Project.
- B. Based on the client’s decisions regarding the HMIS Client Consent for Data Sharing, make the appropriate selections to the consent items within the assessment. The client’s decision regarding the Supplemental Client Consent for Data Sharing of Certain Disability Data and Health Information will be entered separately.
Note: After completing the assessment, upload the signed HMIS Client Consent for Data Sharing into the Client Profile Tab in ServicePoint. See Step 5 for details.
- C. Complete the Housing History Tool
Housing History Tool determines the client's length of time homeless. Include all localities overlapping with the past five years.
- D. Complete the assessment and click Save. By selecting Save, you will remain in the assessment instead of being returned to the Summary Tab. This will allow you to complete the remaining items in the workflow more efficiently.
Step 4: Enter client’s decision regarding the Supplemental Client Consent for Data Sharing of Certain Disability Data and Health Information and complete the VI and Disability Assessment.
- A. Return to the top of the window and select the VI and Disability Assessment.
- B. Enter the client’s decision regarding the Supplemental Client Consent for Data Sharing of Certain Disability Data and Health Information.
Note: You will NOT upload the Supplemental Client Consent for Data Sharing of Certain Disability and Health Information.
- C. Complete disability and health related questions, and choose appropriate Vulnerability Index (VI) Tool based on the guidelines provided.
- D. Click Add beneath the appropriate VI to add a VI assessment.
- E. Complete the VI Tool and click Save.
- F. Complete Observational Questions for Individuals (not Households/Families) and click Save & Exit.
Step 5: Upload the HMIS Client Consent for Data Sharing to the File Attachments section in the Client Profile
- A. From the Summary Tab, click Client Profile.
- B. Scroll down to File Attachments and click Add New File Attachment.
C. Click Browse to find the scanned consent on your computer. Once selected, click Upload.
Note: All other collected documentation should be uploaded in the same manner via the Client Profile Tab. You can upload all supporting documentation together. Please just keep the consent form separate from the documents that may include proof of income, disability documentation, and other details.
Step 6: Update the Client’s assessment data when changes occur (such as a change in income, housing status, number of members in household, etc.).
Note: This can be completed by any Skilled Assessor who is currently engaged with the client. It does not have to be done by the Skilled Assessor who initially completed the assessment.
- A. Navigate to the Entry/Exit Tab and click the
icon in the Interims column in the row that includes the Chicago Coordinated Entry System (CES) – Skilled Assessors Project (1474) entry.
- B. Click Add Interim Review.
- C. Select Update as the Interim Review Type, select the date, and click Save & Continue.
- D. Select the assessment in which you will be updating information.
- E. Enter the new information in the appropriate fields and click Save & Exit.
Step 7: If the client chose to share their data as a locked file, lock the client’s record in HMIS.
Note: This step should only be completed for client’s who chose to share their data as a locked record on the HMIS Client Consent for Data Sharing, or for those clients who are fleeing Domestic Violence and/or Human Trafficking. Skip this step for all others.
- A. Find and click the lock at the top right of the client’s record.
Note: You will see one of three different locks ( 
, or 
).
- B. If you are ***Restricted*** from locking the record, stop here and contact hmis@allchicago.org so we can lock the record for you. Otherwise, continue to the next step.
- C. Click the
icon, to remove the Global Visibility Group.
- D. Click Exit.
