SCAP Quick Guide - LAHSA Documents
Contents
1. All Members a Activity must be a Go to the Supplemental Assessments page een ouseno e e bers bef b Create an Assessment Service under the Screening and Assessment component a A questions from c Enter the Assessment Date as the Activity Date This is the date of the full Assessment being even completed same as the When was the Standardized Assessment completed question a 3 Last Revision 09 18 2015 d Enter the answers to the Assessment Questions This includes the Coordinated Assessment questions and HUD Program Entry Questions 4 Fill out Self Sufficiency Matrix Questions HOH only a Go to the Supplemental Assessments page b Create a Self Sufficiency Matrix Service under the Screening and Assessment component c Enter the Assessment Date as the Activity Date This is the date of the full Assessment being completed same as the When was the Standardized Assessment completed question d Enter the answers to the Self Sufficiency Matrix Questions This helps guide the level of assistance required for housing and help create the case plan 5 Fill out Housing Survey HOH only a Go to Services page and add FSC Coordinated Assessment Component b Go to the Supplemental Assessments page c Create a Housing Survey Service under FSC Coordinated Assessment Component d Enter the Assessment Date as the Activity Date This is the date of the full Assessment being completed same as the When was the Standardiz2. slot and location 5 Click Reserve Slot to reserve the Appointment Note If you completed a screening and referred the client to another SPA you will need to schedule an appointment at that SPA STEP 4 How to complete an Assessment i iMt enrolling You are required to enter full Assessment data into HMIS This is comprised of the Coordinated O i se HOH make sure that Assessment questions HUD Program Entry Questions Self Sufficiency Matrix Follow these steps to all dates program complete an Assessment A suayenots assessment match 1 A New Clients Update the all household member client information to complete the client eke record a Go to the Client Intake v5 5 page in the Navigation Panel b Uncheck the Outreach checkbox Oe c Complete the remaining required fields All missing required questions are required to be ae collected see HMIS 100 User Manual for details on Client Intake dee unless they 2 A FOR NEW CLIENTS ONLY Go to the Program Entry page in the Navigation Panel and go to the pee Snapshot Management Tab There should be one 1 snapshot at this stage after Screening for new clients In order to fill in the incomplete data from the Screening with the rest of the data follow these steps a Click Reset b Change the Snapshot Date to the Screening Date c Click Save Date to save the Snapshot Date d Click Save to save the entire snapshot 3 AXFill out Assessment Questions
3. and CA HMIS program under Program Entry page Required HMIIS will track appointments and some reports will use this data Record motel hotel activity under screening component Enter under Supplemental Assessment Page Enrolled automatically to only the screening component and will need to manually enrolled clients to other components if needed Enter destination and reason for leaving there will not be an exit questions None under Screening and CA HMIS program 6 Last Revision 09 18 2015 Reason We need to capture the total number of clients going through providers to accurately determine the pool of clients diverted ineligible and eligible for HFSS We need to capture the total number of clients going through providers to accurately determine the pool of clients diverted ineligible and eligible for HFSS Serves 2 purposes 1 houses screened clients and 2 houses Assessed clients Allows a more streamlined process and ability to collect less data at screening To enhance some data collection efforts The service can now be tracked via the Service Detai and will be included in services if the client is Assessed Standardizes and simplifies data collection Follows logical process and allows tracking of Screened and Assessed Client completes Screening which now occurs at Program Entry the Assessment is then done in Supplemental Assessment report This is a check amp balance measure to prevent enroll
4. e dropdowns and date picker 3 Select Custom from the Schedule dropdown to create a custom schedule of slots 1 Last Revision 09 18 2015 4 Select Slot Times in one hour increments 5 Select Days of the Week 6 Click Generate Slots to create the Appointment Slots Note To remove slots follow steps 1 through 5 and click Remove Slots instead 7 You can use the search bar on top to search for the generated slots Note Create schedule at least one 1 week of Appointment Slots so that you have them available for use throughout the week STEP 1 How to complete a Screening AII families must be Screened whether or not they are eligible or ineligible for HFSS programs or whether or not they are in your SPA This informs the total and complete volume of families who are Q screened by your staff Follow these steps to complete a Screening Mi Make sure to P F search the client 1 Create a partial client record T creating a new record a Go to the Client Intake v5 5 page in the Navigation Panel b When creating a client record see HMIS 100 User Manual for details check off Outreach checkbox c Enter at least two 2 out of four 4 required data elements Any combination of First Name Last Name DOB and DOB Code Physical Description d Suggested Repeat for all household members if you have their information 2 Fill out Screening Questions a Go to the Program Entry page in the Navigation Pane
5. e same across HFSS programs le 2 3 4 Go to the Program Exit page in the Navigation Panel Click Begin Exiting Client out of Program in the Exit Program Tab Enter the answers to the Destination and Reason or Leaving if applicable Enter the Exit Date and exit clients from the program in the Exit Tab References and General Contact Information Relevant Links and Contact Information below HMIS Main Website HMIS Training Website HMIS Document Library HM SSupport lahsa org Main inbox for HMIS Support including account password issues training registration LAHSA Training lahsa org Main inbox for HMIS Training 5 Last Revision 09 18 2015 Ineligible Clients Screening Coordinated Assessment Program Screening Appointment Scheduling via HMIS for Face to Face Motel Hotel Voucher during Screening HUD Program Entry questions Program Components Ineligible Client exits Eligible Clients exits Old Not recorded Track only eligible clients that were assessed through Coordinated Assessment Enter screening information under Eligibility HMIS page Not used by entire HFSS Universe Tracked this information in screening question Enter under Program Entry page Enrolled automatically to all program components funding sources Not recorded Answer exit questions from exit page New Recorded Track both HFSS eligible and ineligible clients Enroll into modified Screening
6. ed Assessment completed question e Enter the answers to the Housing Survey Service This helps guide the level of assistance required for housing and help create the case plan STEP 5 How to provide a Service Case Management during or after Assessment You can provide Services or Case Management as normal see HMIS 100 User Manual for details Follow these steps to provide Services or Case Management based on the funding source 1 Goto the Services or Case Notes page in the Navigation Panel 2 Click New in the Program Component section 3 A Select the appropriate component in the Program Component section based on the family s eligibility 4 Click Save in the Program Component section 5 Select the Milestone in the Milestones section 6 Select the Service in the Activity dropdown in the Service section not needed in Case Notes CH Non HFSS STEP 6 How to Exit from SCAP al For SCAP only Destination and Reason for Leaving are required All clients regardless of HFSS oe rae eligibility are required to have a Destination and Reason for Leaving There are no Program Exit enana appear for the Questions for SCAP but other HFSS programs are required to answer Exit Questions All responses appointment and or it has been 30 days since the appointment and Last Revision 09 18 2015 no contact client disappeared etc 4 including Destination Reason for Leaving and Program Exit Questions if applicable must be th
7. ing the client in the unappropriated component and providing incorrect services We need to capture the total number of clients going through providers to accurately determine the pool of clients diverted Non HFSS eligible and HFSS Eligible The exit questions for CA are not required less data entry Troubleshooting 1 Unable to Copy questions to other members d b Error Message Question list does not exist for the selected client Fix You must add an Assessment activity in Supplemental Assessment to the other members of the household before you copy the questions to them Select all questions with the exception of 4 Please indicate all housing assistance utilized in the past iii Update question 4 afterwards either by completing it for one member and then copying to the others or updating it for each member 2 Unable save create Case notes C d b Incorrect Component Fix i li Correct Component no activity or wrong activity Fix In Case Note page make sure the correct component is selected and that HMIS has refreshed the page Make sure the Correct Component is selected FSC Coordinated Assessment or FSC HSP Coordinated Assessment In Case Note page make sure the correct component is selected and that HMIS has refreshed the page 3 Other Household members not showing up with HOH e f Issue 1 Members may not have been enrolled i Fix Enroll members Issue 2 Membe
8. l Q b Enter the Screening Date as Program Entry Date This is the date you performed the ate Eat screening date they called walked in et eae grouping issue later c Enter answers to HMIS Tab Questions You must answer these questions but may enter Leen ree Data Not Collected and 0 values for this step section for information on grouping d Enter answers to Screening Questions in Questions Tab HOH only Suggested STEP 2 How to provide a Service prior to Assessment at Screening You are able to provide services to families at the Screening stage prior to Full Assessment e g Motel Hotel Vouchers Follow these steps to provide a Service at the Screening stage 1 Go to the Services page in the Navigation Panel 2 Select the Assessment component in the Program Component section 3 Select the Milestone in the Milestones section 4 Select the Service in the Activity dropdown in the Service section Note No DPSS funded services can be provided at the Screening stage 2 Last Revision 09 18 2015 STEP 3 How to schedule a Face to Face Appointment for Assessment You are required to track appointment statuses as noted above Follow these steps to reserve an appointment 1 Goto the Appointment page in the Navigation Panel 2 Select the Location in the Location dropdown 3 Click Search 4 Select an available Appointment Slot The number in the slot s represents the number of staff available for that time
9. rs were enrolled after HOH and you see below image when you click on Save in program entry a Select Household Members z 4 Cami DAAE 7 g1 a 51 7 Last Revision 09 18 2015 Make sure that all dates program entry snapshot dates assessment match HOH Click on save button in HOH program entry application uncheck HOH Go to other member and click on save button in that member s program entry page you should be able to check all members click on select 8 Last Revision 09 18 2015
10. szaLos Angeles Homeless Services Authority a joint powers authority of the city amp county of los angeles HMIS SCAP Data Entry Guide Purpose This document intends to inform users on the interim data entry procedure for the Homeless Family Solutions System More specifically the document will guide users on the new steps in the revised process HFSS SCAP Process Client Intake Outreach check box for new clients only Screening Program Entry SCAP Program HFSS Eligible Assessment SCAP Exit No Program Exit questions Destination Reason only Enrollin other Programs Normal Process Assessment Case Mangement under FCS CA or HSP Components Assessment Assessment Self Assessment All Sufficiency Matrix HOH girs erie Members REQUIRED only KEY Screening Occurs in Screening flow of program Assessment Occurs in Assessment flow of program Cc Screening Flow Assessment Flow PRE STEP Create Appointment Slots You are required to track appointment statuses to inform program performance in HFSS In order to update statuses and reserve appointments you must first set up the appointment slots to be filled Appointments are open to all SPA s Follow these steps to create Appointment Slots 1 Goto the Manage Available Appointments page in the Navigation Panel 2 Select the Location Staff Name Start Date and End Date using th
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