Housing Navigation Workflow (Housing Navigation Projects Only)

This workflow only applies to projects with Housing Navigation in their name. Please do not follow this workflow for any other project.

TABLE OF CONTENTS

• Entry
• Service Transactions
• Interim Reviews
• Exits
• Reports
  • ESG CAPER and CoC APR
  • Client Served Report 
  • Open Street Outreach EEs

Entry

Clients should be enrolled in your Housing Navigation project on the same day as they are enrolled in your ShelterPoint project. Because this assessment is longer than your ShelterPoint assessment, it may be easier for you to create this assessment before doing the ShelterPoint check-in. All services and contacts will be connected to this project entry, not your ShelterPoint entry.

On the entry, make sure you record the Date of Engagement (this should be the same date as your entry date) and the Current Living Situation (Contact). 2022 Update: This is the only time you will need to record a Current Living Situation since the client's living situation will continue to be your ShelterPoint project. 

To record the Current Living Situation, Click Add at the bottom of the list

Start Date, End Date and Information Date will all be the same date. Then click Save at the bottom of the pop-up window.

Service Transactions

Service transactions should be recorded when you provide a service to the client or have a meaningful contact with the client. The services you need to record will vary depending on your project. To record a general contact on a day when no other services were provided, record a service transaction for Case/Care Management.

To create a service transaction:

Click on the Service Transactions tab and then Add Service

Select the housing navigation project as the service provider, then enter the date of the service and the Service Type. Then click Save & Continue

You can add any service notes and follow-up information on the next page. Make sure that you fill out the Need information at the bottom of the page, then click Save & Exit when you are finished.

Interim Reviews

Interim Reviews record any information that has changed about the client since the entry assessment or subsequent interims. 2022 update: Interims are only required when information about the client has changed since the entry. You can use an Interim to update any question, like income or disabilities. To create an interim review:

Step 1 - Go to the client’s record in ClientPoint

Step 2 - Go to the list of Entry/Exits via ClientPoint
TIP: You will not see the required icons from the Client Summary Page!

You’ll see a new column in the Entry/Exit list:

Step 3 - Click on the Interim icon  

Step 4 - In the Interim Reviews Pop-up Screen, click on Add Interim Review button

Step 5 - Select the Review Type of “Update” and Date of Review as the date of contact, then click Save & Continue.

Step 6 – Update any information that has changed since the entry date (income, disabilities, domestic violence, etc). For any items in a HUD verification table, remember to end date the old record one day before the interim review date and add a new record. See the instructions on Updating HUD Verification for full details.

Exits

Clients should be exited from your project when they are no longer enrolled in your agency’s ShelterPoint project.

Reports

ESG CAPER and CoC APR

Use the instructions in this guide to determine who is enrolled in your project (section 5a), and identify data quality errors (sections 6a-6c). You should also pay attention to Section 15 to make sure that clients were eligible (all clients' Prior Living Situation should be a homeless situation) and that all positive exits were recorded in Section 23c.

Client Served Report 

Run this canned report (accessed in Reports section in left menu) to determine how many services were given in a date range. 

After you enter the Provider, Served Date Range, and click Build Report, scroll to the bottom of the report to see Service Counts.

Remember that these services are duplicated, so if a client received 2 of the same service during the date range they will be counted twice, and if multiple clients were listed on the same service they will all be counted in these aggregate totals.

Open Street Outreach EEs

Anyone with an ART license can run the report to view the list of clients who haven’t had any contacts or service transactions in the last 90 days. You may have to ask your agency admin to run this report for you using these instructions:

Run the Open Street Outreach EEs report available in the Street Outreach folder of ART.

Make sure to only select one project as your Provider. You will want to select Excel as the Report Format  (or export to Excel after you have run the report) so you can sort and filter the data.

When you have downloaded the report, open it in Excel and look for any clients who have not had a Review or Service Transaction in the last 90 days. These are the clients who should be exited.