ShelterPoint is a module of ServicePoint that is used to track clients that occupy beds in a particular program. ShelterPoint uses Unit Lists, also referred to as Bed Lists, to track client bed assignments. In Chicago, ShelterPoint is being used to document how many beds a program has in their program, as well as how many beds are currently occupied and unoccupied.
A primary function of ShelterPoint is assigning clients to beds. When clients are assigned to beds, a Shelter Stay record is attached to the client’s record. Shelter Stays are recorded as Service Transactions.
You will find the ShelterPoint module in the left hand navigation bar.
When you open the module, you will be prompted to select a few details.
The Provider drop down will give you a list of various programs at your agency. Only projects that are listed as emergency shelters, safe haven, transitional housing, and interim housing should be utilized when checking clients into a bed. If you wonder what project type your program is considered, use this page.
If your agency has not submitted a unit list to us, then you will not be able to select a program or unit list.
The Unit List drop down will allow you to select a preset list from your agency. You must have a unit list selected to be able to submit the request.
After successfully submitting the request, you will be able to see various tools in the ShelterPoint Dashboard.
The different Dashboard modules are as follows (the modules bolded are the most relevant to your work):
- Check Client In - This is where you can check in both Single and Multi-Person Households. Using this module would require you to designate what unit a client is occupying.
- Express Check In - This is a quick way to check in single clients (and ONLY single clients) using their HMIS ID or by scanning their HMIS ID in.
- Check In Reservation
- Check In Referral
- Hold ALL Empty Beds
- Print ID Cards - ServicePoint allows agencies to print out cards with bar codes that can be scanned to represent HMIS IDs.
- Update Confirmation List
- Transmit Today's Check Out List
- View All - This shows you a list of all occupied and unoccupied beds, along with information on clients currently checked into beds. This will take you to the Shelter Inventory Information page.
Shelter Inventory Information Page
After either checking in a client or clicking on view all, you will be taken to the Shelter Inventory Information page.
The columns for the Shelter Inventory are as follows:
- Check-in/out Button - Initiates the process of checking in or checking a client
- Date In - Indicates when the client was checked into the bed
- Floor - Designates the floor of the unit
- Room - Designates the room of the client
- Bed - The actual bed itself
- Hold - Allows you to set a bed aside for a client that is set to arrive to your project
- Example: If a client is placed at your shelter by the city and you are awaiting their arrival, you can place a hold on the bed so no one takes their place
- Client - Displays the client's name and ID if the bed is occupied
- If the bed is not occupied, clicking on 'EMPTY' will initiate the checking in process
- Date of Birth - If the date of birth for the client was answered in the entry assessment, it will appear here
- Gender - If the gender of the client was answered in the entry assessment, it will appear here
- Group ID - This indicates that a client is part of a household
- This field will be empty for single people
- This field MUST HAVE an ID if a multi-person household is being entered
- On Premises - Says whether the client is on premises
- Exempt From Curfew - If a client is allowed to come in after curfew, this would indicate that to staff