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1. Employment Status Employed C Name of Employment Macys Farmer fw Employment Tenure Seasonal Looking For Work No 2 v Education Currently In School or working toward a degree No Highest Grade Completed 10th grade X Vocational training or apprenticeship cert Yes X General Health Status General Health Status Excellent Pregnancy Status Pregnant No lt 1 All fields with a red asterisk are REQUIRED fields and must be answered before you can move on to the next screen 2 Domestic Violence Non Cash Benefits amp Employment Status are fields controlled by conditional logic When you answer YES to the original question additional questions will appear to capture the detailed information If you say NO to the original question the additional fields will not appear 3 Non Cash Benefits List will allow multiple selections if the client has more than one If you select one accidentally you can simply click on it to remove it from the list 4 The Pregnancy Status field will only appear for Female clients 5 If you are enrolling any children with the family you will see an additional field Child Education when you get to their portion of the workflow Child Education Currently enrolled in school or working toward a degree Type of school School Name Problem enrolling child Connected to McKinney Vento liaison Date of2. Dupe Check Birth Date Age SSN O Check For Duplicates a Man 03 13 2013 34 F 0 wa a Ethnicity Hispanic oLaino Relation toHOH Chis Race Bat Man 4 13 1960 53 657 33 4765 Male 1 If enrolling a single person without family members click Save to proceed to the next page located in the bottom right corner 2 If enrolling a family complete the following steps Revised 2014 06 05 Page 5 of 20 a Click Add Row to enter additional family members click this for each family member you need to add b Add all family members BEFORE clicking the Save button c Check for Duplicates is required for each additional family member If no matches are found you must click the This is a new client button to proceed 3 Click Save to proceed to the next page located in the bottom right corner Organization Empowered Solutions Group The standard release period for Connecticut is 2 years a shorter period can be used if desired The release of information provided for the head of household will be automatically applied to all minors by default Section Release Share Status 3 Full Data Share with ALL participating agencies EXCEP Section Il Other Service Providers Release agree to share with other service providers x Release Start Date 49 91 2013 am Release End Date 12 11 2015 m Witness staff has signed Release Yes Client has sign
3. Expected to be long and impair one s ability to live independently Yes s lt sSCiS x Re Received Substance Abuse Services or Treatment Yes d 16 of 20 HIV AIDS Status No o y 1 Answering YES to any of the Disabling Conditions questions will prompt additional questions to appear 2 Click Save to proceed to the next page located in the bottom right corner COMPLETING THE INCOME SPREADSHEET FORM AT EXIT Area Median Income United States 2012 Is Metro Income Last 30 Days Yes Q Search Income Type Received in the last 30 days Interval Amount Monthly Amount Earned Income i e employment income 0 00 SNaN Unemployment Insurance 0 00 SNaN Supplemental Security Income SS Social Security Disability Income SSDI Monthly 1 500 00 Veteran s disability payment 0 00 SNaN Private disability insurance 0 00 SNaN Temporary Assistance for Needy Families 0 00 SNaN General Public Assistance GA 0 00 SNaN Retirement income from Social Security 0 00 SNaN Veteran s pension 0 00 SNaN Pension from a former job 0 00 SNaN Child support 0 00 SNaN Alimony or other spousal support 0 00 SNaN Other Income 0 00 SNaN No Financial Resources 0 00 SNaN Social Security Income 0 00 SNaN Worker s Compensation 0 00 SNaN Total 591 872 00 1 500 00 Enter the client s Income Information at the time of their exit If they have no income click the bubb
4. in the bottom right corner You will be brought back to the Resource Reservation Check in page 11 Click Done to proceed to the next page located in the bottom right corner 12 The client s have now been checked into a bed in your program Revised 2014 06 05 Page 18 of 20 COMPLETING THE BEDLIST ENROLLMENT IF NOT COMPLETED IN WORKFLOW FOR CLIENTS WITH AN OPEN ENROLLMENT BUT NOT APPEARING ON THE CHECK IN SCREEN This is NOT a daily process and should only be done once for a client that is enrolled in your program but is not showing up on the Check In screen 1 2 Using the left side menu Click on Program Tools Click on Bedlist Resource Check In S Case Management afa Client information Program Assessments C7 Program Tools Current Chent Chart Program Bar Wait List Create Print Scan Card Badge Scan Card Services Program Chent Service Mo Shelter Stay in 30 days The Resource Reservations Check in screen will appear s Case Management Resource Reservation Check in CT HMIS A Client Information Category Program Assessments LEG Resource Usage Resource Type Enrolled Today we Emergency Housing Bedlist Front Room 30 bed Housing Emergency 1 we Emergency Housing Bedlist Back Room 20 bed Housing Emergency 50 1 GP Program Tools Current Client Chart Program Bar Wait List Create Print Scan Card Badge Scan Card Services Program Client Service No Shelter
5. WORKFLOW AT ENTRY Shelter Checkin CT HMIS Category Q Search Resource Usage Resource Type Capacity Enrolled Today Resource ID P Housing Can 1 Front Office 999 0 1625 Q Housing Can 2 Front Office 999 0 1626 fe Emergency Housing Bedlist Front Room 30 bed Housing Emergency 4 187 2 Emergency Housing Bedlist Back Room 20 bed Housing Emergency 10 188 1 The client can be entered into the Bedlist Enrollment and checked in to a bed from the workflow in the Shelter Checkin form page 2 Click on the gear next to the Bedlist you want to enroll the client in 3 Click on Bedlist Enrollment in the pop up dialog box that appears screenshot below Resource 4 The Bedlist Enrollment screen will appear so that you can enroll your client into the Bedilist Bedlist Enrollment Chent Start Date End Date Ferrell Will Ferrell Will AM 5 Click on the bubble next to the client you wish to enroll It will turn blue 6 Change the Start Date to the date you want the client enrolled should be the check in date Bedlist Enrollment Chent Start Date End Date sel Ferrell Will 01 01 2014 12 31 9999 12 31 9999 EE epee j p b Ferrell Will AM 01 10 2014 Revised 2014 06 05 Page 12 of 20 7 Click Save to proceed to the next page located in the bottom right corner You will be brought back to the Shelter Check in screen 8 The number of clients under the Enrolled Today column will inc
6. bottom right corner You will be brought back to the Shelter Check in page 7 Click Done to proceed to the next page located in the bottom right corner 8 The workflow is now complete screen will appear Click Done Program Assessment Input New CT HMIS tmurray 1 10 2014 Chron Homeless and Dis Cond input CTHMIS tmurray 1 10 2014 Financial SpreadSheet tmurray 1 10 2014 Emergency Shelter input CTHMIS tmurray 1 10 2014 Service Spreadsheet CT HMIS tmurray 1 10 2014 Shelter Checkin CT HMIS tmurray 1 10 2014 Program Assessment Input New CT HMIS Chron Homeless and Dis Cond input CTHMIS Financial SpreadSheet OOOOOD Service Spreadsheet CT HMIS e Shelter Checkin CT HMIS Revised 2014 06 05 Page 13 of 20 HOW TO EXIT A CLIENT OR FAMILY FROM A PROGRAM 1 Under Case Management left menu click on Program Enrollment Program By Clients an Case Management Basic Demographics Address and Contact Info Family and Contacts Cant Photn Test Program Emergency Shelter Program Enrollment 4 LD AYO OGEI Employment Reten itor Test Program 5WF tion Goals Test Program ESG RR Services Referral In Test Program PATH Outreach Enrollment Referrals Case Notes Test Program ESG HP Test Program PSH Test Program PATH Outreach Prescreen D Group Case Note Files and Documents Chent Calendar ProgramName 2 Click on the gear next to the Program Enrol
7. 4 12 01 Begin Date 79 01 2013 31 End Date present 31 SOY Program X Provider Test Provider HUD PSH M Orcs eee ce urs Nothing pon saving the enrollment record ECM will create a Case Manager Assignment for the client based on the selected Case ManagelSWns Test Assign Case Manager Test Program DSS AIDS HOPWA NO HOPWA Funding Test Program DSS AIDS HOPWA STRMU Test Program ESG HP Test Program ESG RR Test Program ESG SO Test Program Emergency Shelter 1 Enter the client family s Begin Date This is the Admission Start date for your program 2 Select the program that client family is being enrolled into 3 Click Save to proceed to the next page located in the bottom right corner Do not ever enter an END Date on this screen for any client CCEH Enroll Family Members to Program CTHMIS 2 2 Choose the family members you want to include in this enrollment from the list below by clicking the circle next to their name A Member enrollment dates must either fall between or be equal to the enrollment begin and end dates for the HoH Client Provider Restriction Begin Date End Date Test Provider Emergency Shelter 6 5 2014 1 Click the bubble next to family member s names if not already blue 2 Make sure all the pre populated data Provider Restriction Begin Date etc is correct 3 Click Save to proceed to the next page located in the bottom ri
8. CT HMIS wf Measuring Success Created by Nutmeg Consulting NUMEO Revised 2014 06 05 CT HMIS Emergency Shelter User Manual for Empowered Case Management System ECM Phone 860 256 4822 Fax 866 622 9487 Email hmis nutmegit com Web www NutmeglT com Page 1 of 20 Contents OVE IIE W ape ccnratucacacscunecotatenwsecussevests E A 3 Getting CT AMIS Help and Training ssssesessesesececscsesececececsesesecececsesesecececscsesececececsesesecececsesesecececsesesesececeeseseseceee 3 L gg ine In tO ECM noniis EEEE i 3 Changing your role and or provider in ecm s ssssssssssssssesssesosssoseeoseeosssossesosesosesosseosseosssosssessesosesosesosssosseosseesssessse 4 Howto SEAN CIN ON a CEntre E E EOE EEE 4 How to Enroll a client into a program esesessesecesessesesecececsesesececececsesececececsesececececsesesececscsssesecececsesesecececseseseseceeesee 4 Completing the Add client form in the enroll client workflow at entry ssessessessessessecsecsecssssessecsecsesseoseosecsssseo 5 Completing the add family member spreadsheet Form at entry cesccecccsccsccecccsccscceccesccscceccesccncceccesccscceccess 5 Completing the release of information Form at ENtry ccccscssccecccsccsccecccsccscceccesccscceccesccscceccesccscceccesconcceccess 6 CCEH client security exceptions FORM at Cnt ry csccsccsccsccsccsccsccsccscescecceccnccsscnsceccsccscoscoscescescesceccesceccuscn
9. Enroll Client workflow 4 All fields with a red asterisk are REQUIRED fields and must be answered before you can move on to the next screen Revised 2014 06 05 Page 4 of 20 COMPLETING THE ADD CLIENT FORM IN THE ENROLL CLIENT WORKFLOW AT ENTRY 1 Search for the client by entering a few letters of their first and last name 2 Click the Check for Duplicates button Add Client CTHMIS identifying First Name Tes Last Name Tes Create an Anonymous Client SSN Check For Duplicates This is anew client Name SSN Birth Date test test Test Test 456 74 8418 10 3 1990 12 00 00 AM test Test Family Member 10 8 2013 12 00 00 AM Gender Relation to HOH Sof Race Choose Opis y Ethni O l l If your client is listed click on their name The client s Basic Demographic information will populate e This is a new client Birth Date 31 Ful e Age NaN m Save Cancel Ean Save Print Badge A If the client is not listed client on the This is a new client button For new client s enter their Basic demographic information date of birth gender race etc Click Save to proceed to the next page located in the bottom right corner aS e COMPLETING THE ADD FAMILY MEMBER SPREADSHEET FORM AT ENTRY Add Family Member Spreadsheet CT HMIS 2 Review and update the client s Family Click the Add Row button to add additional members ORAA Row First Name Last Name
10. Stay in 30 days Click on the gear next to the Bedlist you want to enroll the client in Click on Bedlist Enrollment in the pop up dialog box that appears screenshot below Resource Usage cp Bedlist Enrollment Bedlist Check In w Bed Unit Assignment The Resource Reservations screen will appear so that you can enroll your client into the Bedlist s SR Case Management Resource Reservations Client Information Reservation Date Between 01 19 2014 34 and 01 25 2014 34 Program Assessments Gp Program Tools Current Client Chart Program Bar Wait List Create Print Scan Card Badge Scan Card Services Program Client Service No Shelter Stay in 30 days 7 Change the start date for Reservation Date Between to the date the client should be Enrolled checked in for Click Add Row Your screen will add a row to allow you to search for your client Revised 2014 06 05 Page 19 of 20 Resource Reservations scans eservation Date Between 12 01 2013 34 29d 12 07 2013 31 LEG Client Start Date End Date e Q 01 20 2014 ST 12 31 9999 ST HF Q Lease Lookup a Q 8 Click into the Client name field near the magnifying glass and you will be brought to a Client Lookup search screen 9 Enter the client s information and click Search 10 Click on the client s name when it appears in the search screen Client Lookup x Last Name T First Name T Name Birth D
11. Universal Intake Assessment Housing Status 1 Enter the client s current Housing Status 2 Click Save to proceed to the next page located in the bottom right corner Reason For Leaving Completed program 7 Exit Destination Domestic Violence Domestic violence survivor Non Cash Benefits Received in the last 30 days i Non Cash Benefit Non Cash Benefits List Employment Information Employment Status Hours Worked Last Week 39 Looking For Work Currently In School or working toward a degree Highest Grade Completed 42th grade No diploma Vocational training or apprenticeship cert Wo OO o General Health Status General Health Status Crand 1 Enter the Reason for Leaving amp Exit Destination 2 Answering YES to the Domestic Violence and Non Cash Benefits questions will prompt additional questions choices to appear 3 Answering Employed to the Employment Status questions will also prompt additional questions to appear 4 Click Save to proceed to the next page located in the bottom right corner Disabling Conditions Physical Disability No lt Chronic Health Condition No ssi y Mental Illness Yes v Expected to be long and impair one s ability to live independently Yes v Received Mental Illness Services or Treatment Yes ssi v Developmentally Disabled No Substance Abuse Both Alcohol and Drug Abuse
12. ate Scan Card ID A eT Search Birth Date Current Reserved In Bar Program Bar Atten Service Bar Enroll Ser Tip test 2 3 1977 11 Your screen will update and appear as seen below Resource Reservations E eservation Date Between 01 19 2014 31 and 01 25 2014 31 search Client Start Date End Date Locker S Tip test Q 01 20 2014 3 12 31 9999 31 Soe Q Lease Lookup Q 12 Change the Start Date to the date you want the client enrolled should be the check in date 13 Click Save to proceed to the next page located in the bottom right corner You will be brought back to the Resource Reservations Check in screen 14 The number of clients under the Enrolled Today column will increase based on the number of client s you enrolled in the Bedlist This client is now ready to be checked in Revised 2014 06 05 Page 20 of 20
13. cceccesccncceccesccncceccsccncceccesconcceccscescceccuss 14 Completing the exit enrollment for all family Members Form at CXit cccssccseccssccssccsccssccssccesccesccnsccsscesces 15 Completing the HUD universal data assessment Form at exit csccsccsccsccsccnccnccnccnccsccsccscescescesceccecceccescnccnces 16 Completing the Program assessment Form at exit csccsccsccsccsccsccccecceccecceccnccnccnccsccscoscscescescescesceccecceccnsonees 16 COMPLETING THE CHRONICALLY HOMELESS amp DISABLING CONDITIONS ASSESSMENT AT EXIT 16 Completing the Income spreadsheet Form at CXit sccsccscssccsccsccccecceccncceccnccnccnccsccnccscscescescescescecceccnccnsonces 17 CHECKING CLIENTS IN DAILY PROCESS cscveccscucscsstacccncsnscansacsaceancapecastancacesseasaccssatsanceseanaanygedacateneasecaeanesccase 17 Revised 2014 06 05 Page 2 of 20 Completing the Bedlist enrollment If not Completed in Workflow ccccssccsccscccscceccesccscceccesccscceccescessceccescs 19 OVERVIEW This guide provides a walkthrough on how to properly enter an Emergency Shelter client and household into the Empowered Case Management ECM system Updating client s information via the New During Program Assessment and the Exit Enrollment Workflow are also covered Not all possible scenarios are included and not all sections are provided with step by step instructions GETTING CT HMIS HELP AND TRAINING Technical supp
14. eat the above workflow for each family member If you refer to the left side of the screen you will see where you are in the workflow process The star icon Bed indicates which form you are on Service Spreadsheet CT HMIS Category Program Nothing Basic Case Management Child Care DD Children DD Employment DD Employment 2011 DD Intake Services em 1 If you don t offer any services at your agency simply click Save to proceed to the next page located in the bottom right corner 2 The Program will be pre populated by default 3 Choose the type of service you provide if applicable from the Category drop down menu and then click the Search button Revised 2014 06 05 Page 11 of 20 4 Click on the bubble it will turn blue for any applicable services you provide and then enter the Begin Date which matches the client family s enrollment date Please note that only the Head of Household will receive this service not every person in the program enrollment Service Spreadsheet CT HMIS Category Basic 7 Program Test Program Emergency Shelter X r Search Begin Date End Date Units Unit Of Measure Unit Value Total Bathing Facilities 1 00 NaN 1 00 NaN e Health Care 1 00 NaN 1 00 NaN Laundry Facilities 1 00 NaN 5 Click Save to proceed to the next page located in the bottom right corner COMPLETING THE BEDLIST ENROLLMENT IN THE ENROLLMENT
15. ed Release Yes Include Children in HoH s ROI All None Some Enter the Section I Release Share Status designated by the client Enter the Section Il Other Service Providers Release Enter the Release Start Date Enter the Release End Date o NOTE It will automatically populate the year Make sure to match the month and day with the Release Start Date 5 Choose Yes or No for o Witness case manager staff has signed Release o Client has signed Release o NOTE Answering No to the above questions will prevent you from proceeding to the next page 6 Click Save to proceed to the next page located in the bottom right corner aS CCEH Client Security Exceptions Input Dates Start Date MAKE ST End Date 12 11 2015 ST Release Level ID All Information Total Rows 6 el Search Organization Release Level W Ireland House test No Information W Joe s shelter and Supportive Housing test No Information This screen will only appear if the Section Release Share status is an option that includes exceptions f the client Refused or agreed to a Full data share this screen will not appear 1 Enter the Start and End dates for the ROI 2 Click on the bubble next to an agency to select it it will turn blue 3 Click Save to proceed to the next page located in the bottom right corner Revised 2014 06 05 Page 6 of 20 Program Enrollment Add Edit Family Spears Brittany 197
16. ght corner If enrolling a Single person not in a family simply click Save to proceed to the next page Revised 2014 06 05 Page 7 of 20 COMPLETING THE HUD UNIVERSAL DATA ASSESSMENT FORM AT ENTRY HUD Universal Intake Assessment Housing Status Disabling Condition Veteran Information Veteran Status Branch of military Months of active duty Service Era Served in a war zone War zone name Number of months in war zone Received friendly or hostile fire Discharge Status Prior Residence Information Living Situation the night prior to program entry Length of Stay at prior night s residence Prior Zip Code Quality Full Prior Zip Code 9 1 2013 Test Program PSH At Entry Literally Homeless Yes v Yes X Marines v aD Post September 11 2001 September 11 v Yes X Afghanistan v lt lt lt Yes 5 Honorable bd s Substance abuse treatment or detox center X s More than three months but less than one year Full gt 06095 Q 1 The Disabling Condition and Veteran Status fields are controlled by conditional logic When you answer YES to Disabling Condition or Veteran Status additional questions will appear to capture the detailed information If you say NO the additiona fields will not appear 2 When selecting FULL for Prior Zi
17. ically Homeless status is calculated based on the information you enter for the client 3 The above screenshot shows you how the screen will appear if YES is answered to all of the original questions 4 Click Save to proceed to the next page located in the bottom right corner COMPLETING THE INCOME SPREADSHEET FORM AT ENTRY Assessment EAF Rie tesa aces oss ea Va ag Area Median Income United States 2012 Is Metro Income Last 30 Days Yes Cl Search Income Type Received in the last 30 days Interval Amount Monthly Amount 3 Earned Income i e employment income 0 00 SNaN O Unemployment Insurance 0 00 SNaN O Supplemental Security Income SSI 0 00 SNaN e Social Security Disability Income SSDI Monthly 1300 1 300 00 g Veteran s disability payment 0 00 SNaN O Private disability insurance 0 00 SNaN O Temporary Assistance for Needy Families 0 00 SNaN O General Public Assistance GA 0 00 SNaN O Retirement income from Social Security 0 00 SNaN O Veteran s pension 0 00 SNaN O Pension from a former job 0 00 SNaN O Child support 0 00 SNaN O Alimony or other spousal support 0 00 SNaN O Other Income 0 00 SNaN O No Financial Resources 0 00 SNaN O Social Security Income 0 00 SNaN O Worker s Compensation 0 00 SNaN Total 591 685 00 1 300 00 1 Choose an option for Area Median Income If entering a new client choose CT 2014 SMI amp Fed Poverty Tables For client
18. last enrollment 6 Click Save to proceed to the next page located in the bottom right corner Revised 2014 06 05 Page 9 of 20 Assessment EMIA Riyal gem Coot ae eas eV LL Chronically Homeless Questions Homelessness In last 3 years the number of episodes Two orthestimes How long since you had a home perm place to live 4 to 2 years Disabling Conditions Physical Disability Currently Receiving Physical Disability services or treatment Chronic Health Condition Currently receiving Chronic Health services or treatment Mental Illness Currently receiving Mental Illness services or treatment Developmentally Disabled Currently receiving Developmental Disabled services or treatment Substance Abuse Both Alcohol and Drug Abuse Currently receiving Substance Abuse services or treatment HIV AIDS Status Currently receiving HIV AIDS services or treatment Yess o o The following field displays the determination of whether the chent ts chronically homeless based upon information provided above Chronically Homeless Calculated Yes 1 The questions in the Disabling Conditions section are also controlled by conditional logic When you answer YES to the original question additional questions will appear to capture the detailed information If you say NO to the original question the additional questions will not appear 2 The Chron
19. le next to No Financial Resources Click Save to proceed to the next page located in the bottom right corner The workflow is now complete screen will appear Click Done THOT i CHECKING CLIENTS IN DAILY PROCESS 1 Using the left side menu Click on Program Tools 2 Click on Bedlist Resource Check In oe Case Management Program Assessments GA Program Tools Current Chent Chart Program Bar Wait List Create Print Scan Card Badge Scan Card Services Program Client Serice Mo Shelter Stay in 30 days 3 The Resource Reservations Check in screen will appear case Management Resource Reservation Check in CT HMIS ctient information Program Assessments eT Search Resource Resource Type Enrolled Today we Emergency Housing Bedlist Front Room 30 bed Housing Emergency we Emergency Housing Bedlist Back Room 20 bed Housing Emergency 50 1 cp Program Tools Current Client Chart Program Bar Wait List Create Print Scan Card Badge Scan Card Services Program Client Service No Shelter Stay in 30 days Revised 2014 06 05 Page 17 of 20 4 Click on the gear next to the Bedlist that you want to check the client into a bed in 5 Click on Bedlist Check In w Bed Unit Assignment in the pop up dialog box that appears screenshot below Resource Usage cP Bedlist Enrollment Bedlist Check In w Bed Unit Assignment Date 01 20 2014 31 Event ao 01 20 2014 M
20. lment that has ended f Case Management Enrollment Member CT HMIS Basic Demographics PPPE pEr pa oe Enrollment Status Program Begin End Dates _ Contacts Enrolled In Program Test Program Emergency Shelter 6 1 2014 Present Chent Photo e aee ean ae Toor Test Program Emergency Shelter 5 1 2014 5 31 2014 nentor i 4 Empl o i m E R etention 3 Click on Exit Enrollment Emergency Shelter This will launch the Exit workflow Enrollment Member CT HMIS Enrollment Status Program E Edit cP New During Program Assessment 2 Edit Exit Enrollments for Family Members V Exit Enrollment Emergency Shelter View Assessments A F Delete dp Exit No assess Admin 4 Click on Family even if exiting a single individual Workflow al Question Exit whole family Family Exit Member only Member O Member A WF Exit Enrollments WF Exit Member Resevation Family Cancel I Enrollment Members Wi a th 5 Click Save to proceed to the next page located in the bottom right corner Revised 2014 06 05 Page 14 of 20 Workflow WF Exit Member Resevation 7 Question Client Usage Name Start Date End Date ES Test ES_TEST 1 1 2014 i WF Exit Member Resevation B WF Exit Enrollments 6 The Exit Member Reservation form is where you end the client s bedlist enrollment 7 Click on the bubble next to the reservation and enter the End Da
21. ogout OT HMIS af Jaring Success 1 Click on the Role Emergency Shelter ES example role in above screenshot This option is only available if you are assigned more than one Role NOTE Click on the words not the arrow icon 2 Click on the Provider Test Provider Emergency Shelter for which you will be entering data a You will need to complete these steps each time you need to enter data as a different Provider and or Role HOW TO SEARCH FOR A CLIENT e Find Chent i 1 Click on the Find Client Button 2 Type in the client s Name and Social Security number SSN 3 Click the Search button Find Client CTHMIS First Name TES Last Name TES Birth Date 31 SSN ECM ID Legacy HMIS ID Birth Date Relation To HoH ECM ID Legacy HMIS ID test test Male Self 4186 Test Test 10 3 1990 Male XXX XX 8418 Self 4225 Test Family Member test 10 8 2013 Female Child 4231 test test 10 15 1987 Male XXX XX 3123 Self 4384 4 Review the list of possible Nose carefully If your client is listed click on their name to load the record If not proceed to the Enroll Client workflow HOW TO ENROLL A CLIENT INTO A PROGRAM 1 Click the Enroll Client button cs Enroll Client 2 Choose the appropriate PROGRAM from the list In the example below you would click on the Enroll Emergency Shelter Client CSEnroll Client Find Client cp Enroll Emergency Shelter Client 3 This will begin the
22. onday All day 6 Change the date to the date of Check in 7 Click Search to find all clients enrolled in the Bedlist for that date 8 Click on the bubble next to the client or client s that you need to check in The bubble will turn blue to indicate the client s will be checked in for the Start date visible upon clicking save Bedlist Check In w Bed Unit Assignment Date 01 01 2014 31 Event i oe Min Max Reserved Checked In 01 01 2014 Wednesday All day 0 50 4 1 Client Start Date End Date bd Test Tachica Bed 1 1 2014 1 1 2014 test test ll Ferrell Will Bed1 O 01 01 2014 01 01 2014 End Reservation a e dll Ferrell Will AM Bed10 OQ 01 01 2014 37 01 01 2014 34 End Reservation z Z 9 The bed name number will be selected by default If the bed selected is not the correct bed that the client will be or was sleeping in click on the magnifying glass icon next to the bed name You will be given the option to choose a different bed Slot 1st FL Overflow 01 OQ FL Overflow 01 Q n st FL Overflow 01 Allocated Open Open Open st FL Overflow 05 Open 1st FL Unit 1 Bed 1 Open 1st FL Unit 1 Bed 2 Open 1st FL Unit 2 Bed 1 Open 1st FL Unit 2 Bed 2 Open 1st FL Unit 3 Bed 1 Open 1st FL Unit 3 Bed 2 Open 1st FL Unit 4 Bed 1 Open 1st FL Unit 4 Bed 2 Open 10 After reviewing confirming the Start date is correct Click Save to proceed to the next page located
23. ort is available from our Help Desk via a variety of methods for any questions regarding either the Empowered Case Management software or with Policy and Procedure standards e Phone Support 860 256 4822 e Email hmis nutmegit com e Online request form http www nutmeghelp com J Online Resources and Information http www cthmis com LOGGING IN TO ECM 1 Access the Live CT HMIS site by going to https app myecm net CCEH dev ecm 2 Enter your Username and Password If you forget your password simply enter your Username and then click the Forgot Password link Production ead Forgot Password 7 _ e 3 You will be brought to the ECM homepage Case Management tmurray Test Provider HUD PSH Supportive Housing SHP v Logout __ Bat Man ae G7 Man Bat 1960 04 13 CHeEnrol cient Find client Case Management Finances Over Time Basic Demographics a Address and Contact Info Finances Over Time Family and Contacts Program Enrollment income Case Managers Mentor a Expense Client Photo Employment Retention Goals Services Referral In Referrals Case Notes Group Case Note Files and Documents Client Calendar e 9 1 2013 9 1 2013 12 11 2013 12 24 2013 Assessment Date O Client Information Other Assessments Las v2 My ECM Revised 2014 06 05 Page 3 of 20 CHANGING YOUR ROLE AND OR PROVIDER IN ECM Test Provider Emergency Shelter Emergency Shelter ES L
24. p Code Quality the Full Prior Zip Code field will appear 3 Clicking into the Full Prior Zip Code field will launch the Zip Code Lookup screen in a pop up window Full Prior Zip Code Lookup Zip Code 4 Inthe Full Prior Zip Code Lookup screen you can enter the zip code if you know it or simply search by City and State It is not necessary to search by County if you know the city and state 5 Click Search and choose from the list of options NOTE If there s only one applicable zip code it will return you to the workflow page Full Prior Zip Code Lookup Zip Code City bridgeport Zip Code 06601 06602 City BRIDGEPORT BRIDGEPORT BRIDGEPORT BRIDGEPORT BRIDGEPORT BRIDGEPORT BRIDGEPORT BRIDGEPORT BRIDGEPORT BRIDGEPORT BRIDGEPORT State ct County FAIRFIELD FAIRFIELD FAIRFIELD FAIRFIELD FAIRFIELD FAIRFIELD FAIRFIELD FAIRFIELD FAIRFIELD FAIRFIELD FAIRFIELD 6 Click Save to proceed to the next page located in the bottom right corner Revised 2014 06 05 Page 8 of 20 Assessment EMAV EEA Coa uceie eos ee aa Domestic violence survivor Yes Domestic Violence When experience occurred Three to six months Non Cash Benefits Received in the last 30 days Non Cash Benefit Yes Non Cash Benefits List Choose Options SNAP Food Stamps a Health Insurance Employment Information
25. rease based on the number of clients you enrolled in the bedlist COMPLETING THE CHECK IN WITH BED UNIT ASSIGNMENT IN THE ENROLLMENT WORKFLOW AT ENTRY 1 Click on the gear next to the Bedlist that you want to check the client into a bed in Shelter Checkin CT HMIS Category Resource search Resource Type Enrolled Today Resource ID amp Emergency Housing Bedlist Front Room 30 bed Housing Emergency 30 2 187 e Emergency Housing Bedlist Back Room 20 bed Housing Emergency 50 5 188 2 This time click on Bedlist Check In w Bed Unit Assignment in the pop up dialog that appears Resource amp 06 05 2014 Thursday All day 3 Change the Date to the date of Check in 4 Click Search to find all clients enrolled in the Bedlist for that date a a f F Date 01 01 2014 34 Event Min Max Reserved Checked In 01 01 2014 Wednesday All day 0 50 4 1 Client Start Date End Date 69 Test Tachica Bed1 1 1 2014 1 1 2014 Q test test Jl Ferrell Wil Bed1 O 01 01 2014 34 01 01 2014 End Reservation dl Ferrell Will AM Bed10 O 01 01 2014 S1 01 01 2014 End Reservation O 5 Click on the bubble next to the client or clients that you need to check in The bubble will turn blue to indicate the client s will be checked in for the Start date visible upon clicking save 6 After reviewing confirming the Start date is correct Click Save to proceed to the next page located in the
26. s entered prior to 2014 you can choose the United States 2012 option Revised 2014 06 05 Page 10 of 20 2 Answer the Income Last 30 days question a If Yes than choose an Income Type from the list and follow the steps below b If they have no income answer No and click on the No Financial Resources bubble 3 Choose an Income Type from the list by clicking on the bubble next to the correct type Multiple Income Types can be chosen from the list 4 Choose the Interval Daily Weekly Monthly etc Enter the dollar amount 6 Click Save to proceed to the next assessment Emergency Shelter edit CTHMIS Related Assessment FAAA Mam uenue ie ai ceiat ee ts A lay Og Primary Language Spoken English v Additional Contributing Factors Criminal Justice Involvement Yes Legal Eviction Or Foreclosure Yes o Es Expense Exceed Income Yes Fi Was doubled up could no longer stay with friend family Yes zi i Homelessness Primary Factor Expenses Exceed Income v 1 Answer all the fields on this screen NOTE Any field that you answered Yes to in the Additional Contributing Factors section or in the previous Chronically Homeless amp Disabling Conditions Assessment form will populate as an option for the Homelessness Primary Factor for you to select 2 Click Save to proceed to the next page located in the bottom right corner NOTE If you are enrolling a family at this point you will rep
27. scuss 6 Completing the program enrollment Add EDIT form at CNtry ccccsscccssscccessccssscccesscccessecesscecesceeesssecseseusecs 7 CCEH enroll family Members to program Form at CNtry ccssccsccecccsccsccecccsccscceccesccncceccesccscceccescscceccescoscceccess 7 Completing the HUD universal data assessment Form at CNtry ccsccsccsccsccsccsccnccnccncceccecescesceccecceccecceccnscnsones 8 Completing the Program assessment Input Form at ENtry ccscccsccesccecccecccsccesccnsccnsccesccescceccceccesccesccsccuscees 9 Completing the chronically homeless amp disabling conditions assessment at CNtry cssccsccssscssccsccsscssccsscsscess 9 Completing the Income spreadsheet FORM at Cnt ry ccscssccscseccccsccsccncceccnccnccsccnccsccscscescescescescecceccescnscnces 10 Completing the emergency shelter assessment at entry cccsecsececcscceccnccsccsccnccnccncceccscescescescesceccecceccescnsonces 11 Completing the Service Spreadsheet Form At Entry sccscssccscssccccsccsccsccsccnccnccnccnccsccscscescescescescecceccnccnsonees 11 Completing the Bedlist enrollment In the enrollment workflow At Entry sccssccssccssccssccssccssccssccsseesees 12 completing the check in with bed unit assignment In the enrollment workflow At Entry ccccssscccsssseeees 13 How to exit a client or family from a program sccsccssccscceccesccscceccesccn
28. te 8 Click Save to proceed to the next page located in the bottom right corner Workflow V WF Exit Enrollments 7 Question WF Exit Member Resevation F To exit the Household from the enrollment click on the enrollment status and select Complete Exit Assessment WF Exit Enrollments Status Program Begin Date End Date enrolled In Program Test Program Emergency Shelter 6 1 2014 Present 9 Onthe next page do NOT click the action gear Instead click on the hyperlink that says Enrolled In Program Status Test Program Emergency Shelter Complete exit assessment View Assessments cP New during program assessment 10 From the drop down click Complete exit assessment with the red X icon COMPLETING THE EXIT ENROLLMENT FOR ALL FAMILY MEMBERS FORM AT EXIT Exit Enrollment 2 You are exiting this Family from the below program Family Man Bat 1960 04 13 Enrollment Status Exited From Program Program Name Test Program DSS AIDS HOPWA STRMU Organization Empowered Solutions Group Enrollment Date o9 02 2007 choose the Exit Enrollment Date below This will be applied to all household members that share the enrollment End Date 44 41 2013 Si 1 Enter the client or family s exit date in the End Date field 2 Click Save to proceed to the next page located in the bottom right corner Revised 2014 06 05 Page 15 of 20 HUD
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