Long-Term Rent Assistance (LTRA) Workflow

As you work with an LTRA client, you will document most of your work using HMIS. You will generally follow the ClientPoint workflow, with a few additional instructions detailed below.

TABLE OF CONTENTS

• Entry
• Interim Reviews
• Service Transactions
• Exit
• LTRA Reports
• Documenting housing and household changes (FAQs)

Entry

Please create an entry for your client on the date they are determined eligible and remember to fill out all assessment questions. This entry date (also known as Project Start Date) will be the anniversary date for quarterly and annual reviews. Make sure the Housing Move-in Date is empty. Clients should enter your project as unhoused (no Housing Move-in Date) and you will mark them as housed later using an Interim Review.

Interim Reviews

Interim Reviews should be recorded every 90 days to check client income levels, and anytime there are changes to the client’s housing status or verification tables like income and insurance. See the Interim Reviews guide for instructions on how to record these.

To enter the housing move-in date, select Housing Move In Date as your Interim Review Type and click Save & Continue. Make sure to fill out the Housing Move-in Date for all household members and update any other questions that need updates. Remember that the HMID should be the date that the client actually started living in the unit, even if that comes after the start date on the lease.

For all quarterly reviews except your annual review, select 90-Day Review for your Interim Review Type. Select Annual Assessment for an annual review, or Update for any other updates. Remember that for annual reviews, your review date should be the same date as the anniversary date.

Review all of the questions in the interim assessment and update any information that has changed. Make sure you complete the assessment for every household member. Then Save & Exit.

Service Transactions

Before you get started, remember:

• The client should have an entry before you record any services.
• Include all household members from the entry on each service transaction.
• You should create the transaction from the profile of the head of household. This will automatically mark the head of household as the Primary Client for each transaction.
• The start date and time of every transaction must occur after the entry date and time. If an arrearage payment is recorded before the entry date and time, it will not be counted.

Full instructions on creating a rent payment transaction are in the Rent Assistance Service Transactions guide. In addition to the usual rules for rent service transactions, when making LTRA rent payments you must fill out the section for fair market rent (FMR), located under the Notes section. 

The FMR limits for each type of unit can be found on the Lane County page for:

Fair Market Rent (FMR) and Rent Reasonableness Tables and Certification

When entering the funding amounts, enter only the amount that is being paid for with the LTRA fund. Do NOT include the client copay. This is designed to save you time and help you and the county to distinguish how much the program paid, since the total rent amount will already be listed in the FMR section. 

You may record other transactions like Case Management. These will have a Start and End date of the day the service was provided, and funds do not need to be attached.

Exit

Clients should be exited after your last service. This may be when they receive their last rent payment, or after the last service if you continue to provide case management.

LTRA Reports

You should run the following reports at least once per month to make sure that your data is accurate and up-to-date.

• ESG CAPER or APR (WellSky Report) – look for errors on entry assessments in data quality sections 6a-6c, accurate prior living situations and exit destinations
• DQ for UDE PLUS (Business Objects Report) – look for missing information on entry assessment. You can run this less frequently if your CAPER is up to date
• Client Served (WellSky Report) – make sure all services have a fund attached and see how many services have been provided
• Fund Usage Report (WellSky FundManager) – make sure spenddown is accurate
• Annual Reviews (Business Objects ) – find out which clients need an annual review recorded
• RRH and PSH Move-in dates (Business Objects) – make sure all housed clients have a housing move-in date. Look for any clients marked as unhoused in case their HMID was missed on an interim review
• Service Transaction History [Provider] with detail (Business Objects) – check service units, units, amount, and notes to make sure they all match. Make sure that all service transactions have a vendor attached (if the transaction was voided, it should be deleted)

Documenting housing and household changes (FAQs)

Client was housed but lost the housing

• Exit the client from your project. Make the destination the living situation they exited to
• Create a new entry for your client on the same day as their exit. Make sure their prior living situation is the same living situation as it was on the exit.
• This client will have a new annual review date. Annuals will be completed on the anniversary of the new project entry.

A household member moved out

• Exit the individual from your project on the day they moved out
• Add an interim review for the same date and update the household size and any changes to household income

A household member moved out but has moved back in

• Exit all remaining household members
• Create a new entry in your project with all household members who are now living together. Change the Housing Move-in Date to be this new entry date. Remember to update any household information (income, household size, etc) that has changed.
• This household will have a new annual review date. Annuals will be completed on the anniversary of the new project entry.

A new household member moved in after the entry

• See Client Joins Household after Entry Date