The purpose of this article is to communicate the service transactions that Unsheltered Homelessness Initiative (UHI) - Triage programs are required to record in HMIS.
- Stabilization services are an integral part of the Triage program model. Therefore, Triage projects are required to track services provided to participants after enrollment. Please refer to the table below, which outlines the services you need to track. You are not required to track any services beyond those listed.
- Providers should enter a new service transaction each time they provide that service to the participant. Common services such as case management, counseling, and transportation should be recorded as frequently as they are provided.
- If the same service is provided twice on the same day, it should be recorded only once. Since services capture the interactions between providers and participants over time, recording the same service twice on the same day is unnecessary.
Table of Contents:
- Data Entry Timeliness
- How to Enter Services in HMIS
- Services and Definitions
- Example Scenarios of Service Provision
Data Entry Timeliness
Please ensure that each service listed below is entered into the HMIS system within two business days of being provided to a participant.
How to Enter Services in HMIS
Services are entered in the Service Transaction tab of the client record > Add Service
For more information on how to enter services, please see this article.
Services and Definitions
The Chicago CoC's HMIS uses AIRS codes to keep service transaction records consistent. To help match the services provided by each program, the table below explains each service and shows the corresponding Service Type to choose.
Each service is designated as required or individualized. Participants should receive all required services. However, individualized services may or may not be applicable depending on the needs of each individual participant.
| Service Provided | HMIS Service Type | Definition | Required or individualized |
| 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. | Individualized |
| 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. | Required |
| Case/Care Management | Case/Care Management, PH-1000 | Case management activities and interaction with client surrounding their basic needs and goal achievement, including in-person assessment to determine a client’s needs and how they can be met by the program. This may include creating a client centered plan with use of motivational interviewing, trauma-informed conversations, goal setting, etc. | Required |
| Mental Health Services | Mental Health Support Services, RR | Referral to mental health services. | Individualized |
| 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. | Individualized |
| Employment Services | Employment, ND | Referral to employment resources or supporting client goals in obtaining employment. | Individualized |
| 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. | Individualized |
| Health / Dental Service | Health Care, L | Referral to health care providers, transportation to doctor’s appointments, supporting client goals related to their health. | Individualized |
| 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. | Individualized |
| Tenancy Skill Building | Tenant Readiness Education Programs, BH-3700.8500 | Budgeting, understanding rights and responsibilities of renting, cleaning and maintaining unit, developing positive communication between landlord and neighbors. | Individualized |
Example Scenarios of Service Provision
| Interaction Between Provider and Participant | Services Provided |
|
The provider meets with the participant. They create goals that include increasing income and regularly visiting a doctor. The provider gives the participant a referral to a local doctor, and they plan to visit together. The provider and participant discuss the maintenance of their apartment and how best to communicate with the landlord. |
|
| This interaction is not Employment Services because although income was discussed, no referral to employment services was made. | |
|
The provider calls the participant to confirm the participant’s first doctor’s appointment the next day. They review the logistics of when and where they will meet. |
Case management |
| This interaction is not Health / dental service because a new referral was not made; instead, they engaged in case management by ensuring that the participant meets their goals. | |
|
At the participant’s request, the provider refers the participant to another healthcare provider. During the same interaction, they also refer the participant to a dental provider. The provider gives the participant several CTA passes. |
|
| Since both referrals are provided on the same day, Health / dental service should only be entered once. | |
|
The provider and participant discuss the participant’s well-being, and the provider relies on motivational interviewing. The participant is interested in a therapy group, and the provider makes that referral. |
|
| While this could be considered "Case Management" since the service provided is "Counseling – All Other", there is no need also to record it as case management. |