September 28, 2021

Agency Admin Meeting

September 28^th, 2021

Via Webinar

Attendees:   Carly Walker, Lise Stuart, Theresa Kolford, Mike Fleck, Daniel Dickens, Jackie Low, Melinda Zugelder, Lacey Haight, Susanne Fendler, Roxann O’brien, Marcia Ledbetter, Samantha Adams, Meagan Chandler, Norm Ingbretson, Kevin Douglas, Marci Lecompte, Misty Inman, Alyssa Hoekman, Daphne Weller, Marie Hickman, Marianne Schlies, Michaela Olivieri, Amanda Borta, Carl Kerns, Mirtha Strugo, Ana Conterras, Ilana Jakubowski, James Ewell, Tracey Eppler, Rae VanZandt, Arwen Maas-Despain, Danielle Bautista, Sonya Spencer, Summer Denney, Danielle Wade, Noel Lamour, Leonie Daniel, Teresa Roark, Zach Goodenough, Kayla Pollard, Cameron Sigler, Hope Birrell, Scott Eastburn, Jodi Hecht, Katie Dockery, Mona Bronson, Nick Sifuentez, Rene Speer, Lora Ashworth, Jolene Bettles, Samantha Cooper, Amy Wilson, Mike Yoshioka

• Front Door Assessment updates – Melinda
  1. Melinda is now reviewing all FDAs
  2. She will email you if your FDA is pending. Correction period will be shorter – 2 weeks instead of 1 month
  3. Upcoming training for most common FDA mistakes and how to fix them
• Freshdesk – Carly
  1. Ticketing side has been live since 9/1. All emails to the hsdhelpdesk@lanecountyor.gov are automatically going through FreshDesk
     • Please remember to email the help desk email with your questions
     • Please remember to not send Personally Identifiable Information like Name or DOB through email. Use the client ID 
  2. Agency admins already have accounts with FreshDesk, we just have to send an activation email. This can be done at any time and will give you the ability to login and see all of your agency’s tickets
  3. Knowledge base side will be live by 1/1. We will notify all users when it’s ready and post the link on the LC website. You will also be able to submit tickets through that site but can still use email if you want
• RRH guide – Carly 
  1. Workflow guide is complete and will go out soon. More workflow guides for other project types coming soon
• Contact information updating 
  1. Make sure you end date the old one before you create a new one 
• Agency Admin Training – Melissa 
  1. First week of October,  3 different days offered
  2. This is not diving into everyone’s data.  This is going over Roles/Responsibilities and how to find information you are looking for 
• 2021 Data Standards – Melissa   
  1. Race 
     • 5 fields available for race 
     • Remember DO NOT put the same race twice
  2. Ethnicity
     • Updated the pick list names
  3. Gender
     • Updated pick list values and you have the ability to select multiple options simultaneously 
     • Client doesn’t know, Client Refused and Data Not Collected (Which we don’t use) are explanations for missing client data and not gender responses.  If you pick one of these options the other possible picklist values are disabled 
     • If you choose anything but Client doesn’t know, Client Refused and Data Not Collected (Which we don’t use) you will not be able to choose these three options  
     • Questioning and Client doesn’t know are not the same thing. Questioning is about exploring one’s gender identity.  
  4. Relationship to Head or Household 
     • Now required
  5. Housing Move-In Date
     • Occurrence point of HMID must be project start and project end date.  
     • HMID must not auto-populate from one enrollment record to another
     • WellSky is working on the logic on this one. It will be released in a later update
  6. Renaming pick lists
     • Mental health problem renamed to Mental Health Disorder
     • Alcohol Abuse renamed to Alcohol Use 
     • Drug Abuse renamed to Drug Use
     • Both Alcohol and Drug Abuse renamed to Both Alcohol and Drug Use 
  7. CoC PSH NEW Required Element
     • This is captured on HoH at Project Start, Annual Assessment and Project Exit 
     • Well-Being questions
       1. Client perceives their live has value and work 
          1. Responses: Strongly disagree, Somewhat disagree, Neither agree or disagree, Somewhat Agree, Strongly Agree, Client Doesn’t know, Client refuse
       2. Client perceives they have support from others who with list to problems
          1. Responses: Strongly disagree, Somewhat disagree, Neither agree or disagree, Somewhat Agree, Strongly Agree, Client Doesn’t know, Client refuse
       3. Client perceives they have a tendency to bounce back after hard times
          1. Responses: Strongly disagree, Somewhat disagree, Neither agree or disagree, Somewhat Agree, Strongly Agree, Client Doesn’t know, Client refuse
       4. Client’s frequency of feeling nervous, tense worried, frustrated or afraid 
          1. Reponses: Not at all, Once a month, Several times a month, Several times a week, At least every day, Client Doesn’t know, Client refused
     • Move On Assistance 
       1. Captured HoH at Occurrence Point
       2. Responses: Subsidized housing application assistance, Financial assistance for moving on (e.g., security deposit, moving expenses), Non- Financial assistance for Moving on (e.g., housing navigation, transition support), Housing referral/placement, Other (please specify)
  8. RHY
     • Update wording In picklist 
  9. SSVF
     • Updates to wording in picklist
     • Changes to the HP Targeting Criteria
       1. Captured for HoH at Project Start 
• New entry flow – Melissa 
  1. New flow – same questions, but they will be in a different order
  2. Now required elements
     • Relationship to HoH
     • DOB
     • Client location
     • Household Type  
  3. When you go to save you will get a reminder of specific things are not completed. Such as income, disabilities, client residence
  4. Descriptions will be added to many of the questions when you hover or click on the question text. These will have tips about what the question means
• We would prefer that agencies do direct data entry instead of paper forms
  1. Some Lane County contracts require direct data entry. Federal partners discourage using paper forms
  2. Why are agencies still using paper forms?
     • Some clients are more comfortable with paper
     • Limited time/staff with HMIS access, need to collect the information right now
     • Computer/wi-fi accessibility
     • Working in the field – staff don’t always feel safe taking computers
     • Need paper copies on file
  3. Intake forms will be updated with the new information. We will also get them translated into Spanish.  We will let you know when they have been updated

• Next Meeting 
  1. November is the next meeting
  2. Doodle poll will be sent soon