- Housing System Navigation Projects
- General Overview
- Housing System Navigation Referral Requests
- Count Reports
- Client Notes
- Contact Information
- Enrollment
- Services
- Interim
- Exit
- DFSS Funded Housing System Navigation Project Requirements
- Pre-Recorded Webinar
- Reporting
Agencies participating in Housing System Navigation:
- (1420) Heartland Health Outreach - Housing System Navigation Project
- (1564) Ignite - Housing System Navigation
- (1630) North Side Housing & Supportive Services - Housing System Navigation
- (1808) Christian Community Health Center - Housing System Navigation
- (1607) SAMHSA Road to Health and Housing - R2H
General Overview:
- All users should have a Counts Report set up with the “Incoming Referrals” report applied to your agency Housing System Navigation project.
- The client is referred to your agency
- Open your client’s record and enter them into your Housing System Navigation Project
- You can enter the client into the HSN project without first having to obtain a client consent form, however, this form should be collected/resigned as soon as possible
- Update the Referral Need Status
- Open the entry into the Skilled Assessor’s project to collect your client’s contact information
- Use “Client Notes” in the Client Profile tab to provide notes that all agencies can view
- Create Service Transactions when services are provided to the client.
Housing System Navigation Referral Requests:
Housing System Navigation programs will request referrals by completing this form. A referral email will be sent by the Matching Team and the referral will be initiated in HMIS.
Count Reports:
Count reports would be the best way to identify new referrals to your Housing System Navigation project. Below is instruction on how to add a count report to your ServicePoint dashboard. For more instructions on count reports please see our article here.
Detailed Instructions:
Create a Counts Report to monitor incoming referrals to your project. 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.
From the HMIS Home Page, click the icon next to Customize Home Page Dashboard.
Click Add Counts Report.
Click the icon in the Counts Report Dashlet to bring up the settings.
Set the Report Name to Incoming Referrals, set the Dates to All Dates, set the Provider Type to Provider, and set the Provider as the specific project that will be receiving referrals (i.e. All Chicago - PSH Project), then click OK.
Note: Please do not select the parent provider. For example, select All Chicago - Housing System Navigation instead of All Chicago.
Once completed, you will see the number of referrals your project has received. You can click the number to display the list of Client IDs corresponding to the individuals referred to your project and click the Client ID to view the individual’s Client Profile.
Client Notes:
Client Notes should be added so that the Housing Providers that are also working with the client can be aware of any client updates as you work with the client. Below are details on how to add client notes for Housing System Navigation. For more instructions on client notes please see our article here.
Create Client Notes to update Housing Providers.
To create a Client Note, click on the Client Profile Tab, and scroll down to Client Notes. Click Add New Client Note.
Enter your note in the text box and click Save.
Contact Information:
View the CES Assessment data to gain contact information to begin to attempt to contact the client to complete an intake. View and download any documentation you need, which has been uploaded by a Skilled Assessor.
When a referral is made to your project, the Matching Team will allow you to view the
client’s Assessment data gathered in the Chicago CoC Standardized Housing Assessment. On
the Client Summary Tab , click on the icon next to the client’s entry into the Chicago
Coordinated Entry System (CES) Skilled Assessor Project, and then click Save &
Continue.
Scroll down to view the client’s assessment, but please do not change any data. View the
client’s contact information to get in touch with the client.
If you are unable to view the client contact information, please reach out to Helpdesk@allchicago.org.
Enrollment:
From the Summary Tab, Click Add Entry/Exit to begin the process of adding an Entry.
Select your Housing System Navigation Project in the Provider menu, the type will be HUD, and click Save & Continue to open the assessment.
Complete the HUD CoC & ESG Entry assessment. For more guidance on this process, see the Getting to Know ServicePoint guide by clicking here. Projects that are funded by DFSS will also need to complete the DFSS and IDHS Supplemental Assessment.
Please ensure that all questions are completed on the HUD CoC & ESG Entry assessment. Once completed please click Save and Continue. (If the project is DFSS Funded click Save and scroll to the top of the page to complete the DFSS and IDHS Supplemental Assessment.)
Services:
System Navigation projects are required to document services provided to the client via Service Transactions in HMIS. Below is a list of service types that DFSS will be measuring during Quarterly reports. These service types do not match 1:1 with the HMIS Air Taxonomy services types available. For this reason, below we have provided a chart that will provide an Air Taxonomy service type that closely matches what will be captured in the Quarterly reports.
| DFSS Services | HMIS AIRS Taxonomy |
Definition / When To Use |
| Case Management | Case/Care Management PH-1000 | Interaction with client surrounding their basic needs and goal achievement. This may include motivational interviewing, trauma-informed conversations, goal setting, etc. |
| Counseling - Financial | Financial Management Support TP-2100 |
Supporting the client in obtaining income such as creating and following up with client goals to apply for social security, food stamps, TANF, and beyond. |
| Counseling - Life Skills | Life Skills Education PH-6200.4600 |
Supportive conversations or referral to services that will aid the client to live independently and/ or care for personal needs. |
| Counseling - All Other | Counseling Services RP-1400 |
Motivational interviewing and/or trauma-informed conversations to support the client’s overall well-being. Referral to counseling or therapy. |
| Alcohol Abuse Services | Alcohol-Related Harm Reduction Programs RX-8470.0500 |
Educating the client on harm reduction practices as related to alcohol use. Referral to harm reduction and substance use programs/ services. |
| Child Care | Child Care Providers PH-1250 |
Referral to child care and/ or supporting client in obtaining safe child care. |
| Children's Services | Child Advocacy Centers FT-3000.1450 |
Interaction with clients whereby you provide resources for children or minors under their care. |
| Domestic Violence | Domestic Violence Intervention Programs FF-0500.9100-180 |
Addressing the client’s crisis need for safety if domestic violence is presented. This could look like referring a client to the Chicago DV Hotline at 1-877-863-6338 or additional DV resources. |
| Education | Education H |
Supporting client goals related to their education i.e. obtaining a high school diploma, enrolling in job training programs, applying for higher education, etc. |
| Employment Services | Employment ND |
Referral to employment resources or supporting client goals in obtaining employment. |
| English as Second Language | English as a Second Language HH-0500.8000-150 |
Interacting with clients in their primary language other than English or utilizing translation services. |
| Health / Dental Service | Health Care L |
Referral to health care providers, transportation to doctor’s appointments, supporting client goals related to their health. |
| HIV/AIDS Related Services | AIDS/HIV Clinics LT-1750.0500 |
Referral to HIV/AIDS-related services. |
| Housing Placement/Inspection | Housing/Shelter BH |
Supporting client and housing provider in locating unit(s) for client and/or aiding in document collection per housing provider requirements. |
| Mental Health Services | Mental Health Support Services RR |
Referral to mental health services. |
| Legal Service Referrals | Legal Services FT |
Referral to legal services. |
| Outreach | Outreach Programs TJ-6500.6300 |
Interactions with clients that require locating them in person and/ or utilizing outreach services from partner agencies. |
| Substance Abuse Services | Substance Use Disorder Services RX |
Referral to harm reduction and substance use services and/ or providing education surrounding harm reduction and providing harm reduction materials and supplies such as Naloxone, clean needles, etc. |
| Transportation | Transportation BT |
Providing CTA “bus” cards or transporting clients in personal/ agency vehicles. |
If any service in this chart is not available to use in HMIS, please submit a ticket to helpdesk@allchicago.org
When creating a Service Transaction, first click Add Service. This can be done via the client Summary page or in the Service Transaction tab.
When choosing a Service Type, this should represent the service being provided to the client. Please use the chart above to help determine the correct service to use.
For more information related to creating service transition in HMIS please see our Service Transaction Helpdesk article.
Interim:
As things change with the client such as housing status, income, and noncash benefits we want to ensure we document these updates via an Interim review.
If the client is housed, a Housing Move-in Date should be added to the interim. Following this, the client should be exited from the project.
Exit:
Clients should be exited from the Housing System Navigation Project once the client has been housed by the Housing Provider or if it has been a significant time since being in contact with the client.
The Reason for leaving should be one of the "CES:" responses in the pick list. Below is a list of the available responses.
- CES: Client declined offer of Permanent Housing (PH) - Veterans
- CES: Client has been Diverted from CES
- CES: Client Housed (in Chicago)
- CES: Client Housed (Outside of Chicago)
- CES: Client is not homeless (should not appear on One List)
- CES: Client not living in Chicago (Not eligible for CES)
- CES: Client participated in day project only
- CES Navigation: Not able to locate client
The destination should be consistent with the client's current housing status. For DFSS-funded projects, there are specific destinations that will indicate if a client was permanently housed. Below is a list of the available responses that indicate the client was permanently housed.
- Owned by client, no ongoing housing subsidy
- Owned by client, with ongoing housing subsidy
- Permanent housing (other than RRH) for formerly homeless persons
- Rental by client, no ongoing housing subsidy
- Rental by client, with other ongoing housing subsidy
- Rental by client, with RRH or equivalent subsidy
- Rental by client, with VASH subsidy
- Staying or living with family, permanent tenure
- Staying or living with friends, permanent tenure
- Safe Haven
Once done click, Save.
Next, ensure that all data on the HUD CoC & ESG Entry (if DFSS funded - DFSS and IDHS Supplemental Assessment) is up to date.
Once done click, Save and Exit
DFSS Funded Housing System Navigation Project Requirements:
DFSS Funded Housing System Navigation Projects are required to complete and continue to update the DFSS and IDHS Supplemental Assessment as the client moves through the project. It's important that DFSS-funded projects complete this assessment as the question are tied to the quarterly reporting process.
Within the Enrollment (entry, interim, and exit), at the top of the screen will be Select and Assessment. From here you will be able to click on the DFSS and IDHS Supplemental Assessment.
Once click you will be able to complete the questions on the DFSS and IDHS Supplemental Assessment.
Pre-recorded Webinar:
Reporting:
There is a report available to providers via BuissnessObjects that can be generated to see Housing System Navigation referrals to specific providers. This section will walk through the report parameters that will need to be set when generating the report. Please click the links for instructions on Accessing SAP BusinessObjectsorRunning and Scheduling Reports in SAP BusinessObjects.
The System Navigation report available to providers is titled System Navigation Referrals Made. This report can be located by following the folder structure below.
Public Folders/chicago_live_folder/Chicago CoC Reports (Secure)/CES/
Click on the report name to begin generating the report.
The next screen will be the Report Parameters (Prompts)
This report has three prompts that will need to be completed, which are the Referral Start Date, Referral End Date, and System Navigation Project.
- Referral Start Date / Referral End Date - Referrals created between the Start and End date will generate in the report
- System Navigation Project - Select the system navigation project(s) for your agency.
Once complete click Run
If you have any questions, please email helpdesk@allchicago.org