Host Home Workflow

Host homes are an exciting new way to support the community.  However, they do have their own specific workflow, so please read these instructions carefully to understand how to enroll clients in this project.

TABLE OF CONTENTS

• Accepting the Referral
• Host Home Enrollment
• Documenting Client Move-in 
• Service Transactions
• Exiting Client from a Host Home

Accepting the Referral

To find a list of Referrals to your project, see the instructions for the Referrals Report.  When you have found your referred Client, then:

In ClientPoint:

• Review the referred Client’s record to determine if they can be accepted into your project.  
• Go to the Services Transactions tab.
  • From the Dashboard, go to View Entire Service History

• Click on the Referrals tab

• From the Previous Referrals list, click on the pencil icon to begin processing the referral.

If you are accepting this referral:

• Update the Referral Outcome to Accepted  
• Change the Needs Status to “In Progress”
• Complete by clicking on Save Referral Information
• Proceed with the instructions for Host Home Enrollment

If you are declining this referral:

• Update the Referral Outcome to Declined and list your reason
    

• Leave the needs status as “Identified”
    

• Complete by clicking on Save Referral Information

Host Home Enrollment

All clients will be enrolled in the Host Homes project for the entire time you serve them, even if they only stay in a host home for part of the project. Create an Entry on the Entry/Exit tab for your Host Home project once you have accepted the referral. The Entry date for this client will be the date that you accepted the referral.

Please make sure you double check that all Household Members are correctly checked, make sure to choose FFEC – Alder Host Homes SSO [YHDP](7374) as your Provider and your Type as HUD.  

When you are filling out the entry assessment, make sure the Housing Move-in Date is empty and the Prior Living Situation is the housing situation the client is entering the project from. 

If the Client Contact Info is not correct, first ensure there is an End Date to the last entry.  If it does not have an End Date, click on the pencil next to the last entry to add an End Date (if the Client does not know specifically, you can estimate or put the End Date as the date before updating the new Current Living Situation).

Then, to create new contact information, click Add at the bottom of the list
 

The next table is Current Living Situation (Contacts).  You must add a new Current Living Situation (Contact) every time you meet with the client.  To do this, click Add.  

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

Important: Projects funded by the Youth Homelessness Demonstration Project (YHDP) can serve Category 2 (Imminent Risk of Homelessness).  To capture that a Client is Category 2, choose the correct “Current Living Situation,” and you must answer questions in the following way: 

• Start Date / End Date / Information Date: All the same – day you met with Client
• Current Living Situation: Can be a location that demonstrates imminent risk of homelessness (ex. Staying or living in a friend’s room)
• Is the client going to have to leave their current living situation within 14 days? Must answer Yes.
• Has a subsequent residence been identified? Must answer No. 
• Does individual or family have resources or support networks to obtain other permanent housing? Must answer No. 

Documenting Client Move-in 

To document when a Client moves into the host home, add an Interim Review on the Client’s Entry.  An interim review should be recorded on the client's Host Home enrollment anytime there are changes to the client’s housing status or verification tables like income and insurance. 

To do this, navigate to the Client Profile in ClientPoint.  Click on the Entry / Exit tab and then “Interims” to update the Client's living situation.   

Click Add Interim Review 

For initial Move-In, please change the Interim Review Type to Update. Click Save. 

Update the Current Living Situation.  Start Date, End Date, and Information Date will all be the same again.  Please choose Emergency Shelter for the Current Living Situation, answer the remaining assessment questions, and click Save.

Next, you need to update the Client Contact Info to include their show their Host Home address.  Under Client Contact Info, click Add. 

For Client Contact Info, choose today’s date and choose Unsheltered or Emergency Shelter as their Housing Status.  Add additional contact information if available, and please write somewhere that this is a Host Home so it is easy to understand by someone else.  You can leave the End Date blank. Click Save.

Please use the above instructions to add Interim reviews your Client may need going forward.  

Service Transactions

You can track Service Transactions for Clients in your Host Home.  For example, you may want to note that you met with the Client to discuss benefits / opportunities, or assisted them in their Housing Search.   To add a Service, navigate to ClientPoint and click on Service Transactions. 

Click Add Service.  

Select FFEC – Alder Host Homes SSO [YHDP] from the Service Provider drop down menu. Ensure the start date is correct (end date optional), and choose a Service Type from the drop down menu.  Click Save & Continue. 

You will then be asked for additional information about this service – this is optional.  You can click Save & Exit to complete the service.  

Exiting Client from a Host Home

To Exit a Client from a Host Home, you will need to go back to their Entry and complete an Exit assessment.  Navigate back to ClientPoint, and click on the pencil icon next to the empty exit date.

 A pop-up window will appear that asks for some exit information. 

• Exit Date - Please make sure the exit occurs after the last service transaction.
• Reason for Leaving - please be as accurate as possible and do not select any of the options that end with (HOPWA Only). If you select Other, please give more information in the field underneath
• Destination - see the Living Situations and Exit Destination Crosswalk if you are unsure what option to select. This can be entered based on client self report, or HMIS activity you see in the client's entry/exits. If you select Other, please give more information in the field underneath

When all questions are complete, click Save & Continue.  An exit assessment will then appear. Please fill out all assessment questions for the clients you are exiting. This information will be compared to the client's answers on their entry to evaluate project success.