• AIRS – Alliance of Information and Referral Systems
  • AHAR – Annual Homeless Assessment Report
  • APR – Annual Performance Report
  • ATA – Agency Technical Administrator
  • CAPER – Consolidated Annual Performance and Evaluation Report
  • CES – Coordinated Entry System
  • CDBG – Community Development Block Grant CoC - Continuum of Care
  • CH – Chronically Homeless
  • CoC – Continuum of Care
  • DOB – Date of Birth
  • DQSC – Data Quality Sub-Committee
  • DV – Domestic Violence
  • ES – Emergency Shelter
  • ESG – Emergency Solutions Grant
  • EVHI – Ending Veteran Homelessness Initiative
  • Homeless Emergency Assistance and Rapid Transition to Housing HIPAA - Health Insurance Portability and Accountability Act of 1996
  • HMIS – Homeless Management Information System
  • HoH – Head of Household
  • HOPWA – Housing Opportunities for Persons with AIDS
  • HPCC – Homeless Prevention Call Center
  • HUD – Housing and Urban Development
  • NOFA – Notice of Funding Availability PIT - Point in Time
  • NP - Non-Participating (Agency is listed as not using ServicePoint or no longer in operation)
  • PATH - Projects for Assistance in Transition from Homelessness
  • PPI – Personal Protected Information
  • PSH – Permanent Supportive Housing
  • RHY – Runaway and Homeless Youth
  • ROI – Release of Information
  • RRH – Rapid Re-Housing
  • SH – Safe Haven
  • SHP – Supportive Housing Program
  • SRO – Single Room Occupancy
  • SSI – Supplemental Security Income
  • SSN – Social Security Numbe
  • SSO – Supportive Services Only
  • SSVF – Supportive Services for Veteran Families
  • UDE – Universal Data Element
  • TANF – Temporary Assistance for Needy Families
  • TFA – Temporary Financial Assistance
  • VASH – Veteran Affairs Supportive Housing

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    Drop In Center Workflow

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    Matthew Robinson
    • Updated
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     A copy of this document can also be found in a PDF format. 

    The Drop In Center workflow has three distinctive parts - Entry Date, Last Contact, and Exit Date. The workflow identified below focuses on identifying and documenting Significant Dates.

    Note: This workflow is NOT applicable to data entry for skilled assessors, this is project level data.

     

    Significant Dates

    1. Entry Date

    Typically the first
    time a client visits the
    drop-in/day shelter. The
    entry date is established
    when the client is
    enrolled into the project
    in HMIS.

    2. Last Contact

    The Last Contact is generated
    when a service transaction is
    created for the client.
    The default service transaction
    to document for the client is
    "Drop In Centers".

    3. Exit Date

    When a client has not had an
    interaction with the drop-in
    center/day shelter in over 7
    days, that client should be
    exited from the project in
    HMIS.


    The exit date should be set to
    the last contact had with the
    client.

     

     

    Documenting Service Transactions

    Depending on the volume of clients that the drop-in/day shelter may see, there are a multitude of ways to document a
    client's service transaction.
    Regardless, the service transaction has to meet the following criteria:

    • Must be linked to the client
    • A service transaction must be created for each visit a client makes to the project
    • Service Transaction must be generated from the drop-in/day shelter project
      • Ex. The service would originate from "Agency - Drop-In Project", instead of just "Agency"
    • The default "service" provided to the client can be "Drop in Centers", though, if the agency provided the client with different services, those can be entered as well and still count as a last contact
      • Ex. If immunizations were offered to clients at the drop-in center, you can create a service transaction for
        "Immunizations" instead of "Drop In Centers" and that will still count as the last contact.

    Any agencies with a Drop-in/Day shelter project should email helpdesk@allchicago.org to receive assistance on setting this
    workflow up.

     

    Low Volume Projects

    Agencies that see a low number of clients can simply add a service to each client's record using the typical Service Transaction flow.

    For a quick preview of how a low-volume project would be creating a record, please see the section below.

    High Volume Projects

    Agencies that see a high number of clients coming through each day should consult with the HMIS team to best determine how to document daily service transactions in a
    way that does not unduly increase administrative burden. The most common method for doing so is through SkanPoint.

    If your project sees over 10 clients per day in your drop-in, please notify the HMIS team so we can assist you with getting a scanning workflow set up.  

     

    Single Service Transaction for Low Volume Providers

     mceclip2.png

    1. Service Transactions Tab is selected

    2. "Add Service" to add a service for this client

    3. The correct Service Provider* is chosen in this format: Agency Name - Drop In Center's Name

    4. The correct Service Type is Drop In Centers (TC-1700)



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