This article will serve as a guide for Coordinated Entry System (CES)-participating Housing Providers and their general HMIS workflow.
Workflow Overview and Quick Links:
Step 1: Receive referrals through Counts Reports
Step 2: Contact the client - Accessing Client Contact Information for Incoming Referrals
Step 3: Update the Referral Needs Status using the Coordinated Entry Timeliness Standards
Step 4: Complete standard enrollment
- Rapid Re-Housing ESG Specific Workflow
- LMS Course: Singles - Permanent Housing and Rapid Rehousing Workflow Training
- LMS Course: Families - Permanent Housing and Rapid Rehousing Workflow Training
- Housing Move-in Date
- Coordinated Entry Transfer Policy
- Coordinated Entry Transfer Workflows
Step 1: Receive Referrals by setting up a Counts Report
Counts Reports are an easy way to manage the flow of referrals to your project. In addition, they provide a quick means of accessing the client record directly.
Providers should use the following article to set up a Counts Report on their dashboard for Incoming Referrals: Creating a Counts Report
Through this report, you may navigate directly to the referred client's profile:
Step 2: Contact the Client
Once the referred client is retrieved through the Counts Report, the next step is to contact the client. In the Client's profile, navigate to the Client Profile tab to view their Contact Information.
If the user is also a Housing Resource Specialist and has access to 1474, they may view other Social Service contact information within the Coordinated Entry Custom assessment in the Entry or Interim. This information can also be used to contact the client should the information found in the profile is insufficient.
Step 3: Update the Referral Needs Status
Referral Need Statuses are the primary communication mechanism to track progress through Coordinated Entry. Need Statuses have two purposes. They help
- people experiencing homelessness access housing
- projects keep their units filled.
Providers are expected to keep need statuses updated throughout the housing process.
- Referrals are located in the Service Transactions tab of the client record.
- When the participant is initially referred to a Housing Provider, the Referral Need Status is set at CES: Matched: Awaiting response by Housing Provider.
*See this article for the complete list of Referral Needs Statuses and their corresponding descriptions and timeliness standard: Coordinated Entry Timeliness Standards
Step 4: Complete a standard enrollment
Once the client has been contacted, providers should follow the standard workflow for enrolling the client and completing and updating the appropriate assessments:
Each client must be enrolled in the provider's project in the HMIS to appear to be serviced by the provider. Once the client has been housed, a Housing Move-in Date must also be entered in their record.
Should the client be unable to receive services from the provider for any reason and a transfer is required, see the following: