Date: Thursday, July 2nd, 2020
Time: 2:00PM– 3:30PM
Place: ZOOM Only Meeting

Agency Admin. Lead and/or Representative in Attendance:

First Name Last Name Agency Name
Rani Jain Abode Services
Luis Gonzalez Abode Services
Aida Tesfai Abode Services
Lorena Madrid BHSD
JoEllen Reece BHSD
Guillermo Munoz BHSD – Whole Person Care
Laura Foster Bill Wilson Center
Sujata Panda Bill Wilson Center
Anthony Ortiz, Jr Breakout Prison Outreach
Julian Delgadillo California Youth Outreach
Consuelo Collard Catholic Charities of Santa Clara County
James Alvarado CityTeam
Maria Del Villar Community Solutions
Mark Fries Community Solutions
Alex Senegal Destiny Re-Entry
Alexander Le Family Supportive Housing
Alisha Parret HomeFirst
Jan Stokley Housing Choices
Traci Pickett HVEHF
Andrew Lam LifeMoves
Marty Estrada Midtown Family Service
Steven Tong Office of Supportive Housing
Elisha Heruty OSH
Leila Qureishi OSH
Aiko Yep PATH
Roseann Martinez Pathway Outpatient-Santa Clara
Rita Anzualda Pathway Society Inc.
Paulina Soto Sacred Heart Community Service
Shawna Cagle Santa Clara Family Health Plan
Cassandra Brenzel Santa Clara Social Services – SSI Advocacy/Vocational Services
Rebecca Siqueiros SCC OSIT
Lorna Lindo SCVHHS Ambulatory
Cindy Parra SJSU Service Navigation
Catherine Farry Sunnyvale Community Services
Roxanna Frias Superior Court of California, County of Santa Clara
Hameeda Sharifi Telecare
Cindy Sutter-Tkel The Salvation Army
Maria Magallanes VA Palo Alto Health Care System
Lindsay Cross Valley Homeless Healthcare Program
Jade Bradley WVCS

Slides from the presentation are here:

07. July 2020 Agency Admin. Meeting

Please use this link to download slide deck if desired. 

Agenda

  • COC|Coordinated Assessment|UPLIFT Updates
  • HMIS Newsletter
  • Coordinated Entry (CE) Go Live
  • Data Quality (DQ) Outreach
  • New Features
  • HIC/PIT
  • COVID-19 Updates
  • Reminders

CoC|Coordinated Assessment Updates

  • Still awaiting CoC NOFA release.  We will share any updates as soon as we hear anything new.
  • The CoC is finalizing the community plan, which was approved by the CoC Board.  We will be taking it to the county board of supervisors and city councils beginning in August and through the fall.  We will share dates for board and council meetings as soon as they are scheduled.
  • OSH and the Emergency Operations Center continue to operate a shelter hotline.  Clients are offered non-congregate or congregate shelter through the hotline.  Placement is determined by medical team and is based on vulnerability to complications of COVID.  The team has made over 1600 placements since 4/2.  The hotline operates M-F, 9-6pm and the EOC handles COVID+ placements over on the weekends and holidays.

UPLIFT Updates

  • VTA is still not collecting fares – clients can ride for free until further notice.
  • We are not processing any UPLIFT requests at this time since fares aren’t being collected. 
  • Please don’t send in any requests. When VTA indicates they’ll begin collecting fares, we’ll send out an email; then we’ll begin processing requests.

If there are changes who your UPLIFT Point of Contact is – please inform us @ UPLIFT@hhs.sccgov.org

For all UPLIFT related inquiries please email UPLIFT@hhs.sccgov.org

HMIS Newsletter

June 2020 Newsletter included:

  • It’s Here! Coordinated Entry Updates in Clarity
  • Message from Bitfocus CEO, Rob Herdzik
  • Adding Household Members
  • Reporting Spotlight: [HUDX-225] HMIS Data Quality Report
  • Upcoming Events

Web link to the newsletter

Quiz Time

CE Related Questions

  1. Each Agency will have a Coordinated Entry Program
    • True
    • False
  2. Coordinated Entry Assessments are only recorded in the Coordinated Entry Program
    • True
    • False
  3. A Current Living Situation Assessment is required only when completing a Coordinated Entry Program enrollment.
    • True 
    • False– Project start, CE assessment, “A contact is defined as an interaction between a worker and a client designed to engage the client. Contacts include activities such as a conversation between the worker and the client about the client’s well-being or needs, an office visit to discuss their housing plan, or a referral to another community service”. 
  4. A Current Living Situation assessment is required for all adults and children in the household
    • True
    • False
  5. I can complete a VI-SPDAT in HMIS prior to verifying a completed ROI.
    • True
    • False

Coordinated Entry (CE) Go Live – Recap

  • All Coordinated Entry Assessments will be recorded within a program enrollment.
  • Assessment Only agencies will be required to complete an enrollment into a Coordinated Entry program.
  • Current Living Situation assessment must be recorded for all adults at enrollment, assessment, and meetings about their well-being or needs.

Data Quality (DQ) Outreach

Data Quality Outreach to Agency Administrators will resume this month

  • HMIS Data Quality Review (Quarterly)
      • Each Agency Administrator will receive a copy of the HUDX -225 HMIS Data Quality report for programs at the agency.
      • Review last month’s Agency Admin slides for a recap of DQ action items to address findings from this report.
  • Coordinated Entry Data Quality Outreach  (Ongoing outreach)
    • A Bitfocus team member will reach out if we see the following DQ errors:

      • CE Assessments (VI/VI-F-SPDATs) not referred to the CQ 
      • Clients with more than one CE assessment within 365 days
      • Profiles/CE Assessments/Referrals set to private

Please refer to the slide deck to see images shared at the meeting. 

New HMIS Features

  1. Display ‘Home’ Agency for Additional Agency Access
  2. Add Program Type to Client Program History Tab
  3. Require and Rename Denial Message on Referral Screen

HIC/PIT

THANK YOU!

Thanks to everyone for helping with the Housing Inventory Count (HIC) and Point In Time Count (PIT)!

The HIC and PIT were submitted on time, by the June 30th deadline. HUD will review the information and ask follow-up questions if needed.

HIC and PIT results will be shared after HUD finishes their review.

The Housing Inventory Count (HIC)  is a report is on shelter and housing programs (ES, TH, RRH, PSH), including non-participating HMIS programs (e.g. DV programs) and includes:

  • Bed/unit capacity
  • Federal funding source
  • HMIS participation
  • Location 
  • Utilization rate 

The Point In Time (PIT) Count is a count of sheltered and unsheltered people experiencing homelessness on a single night in January

  • Number of households and clients served the night of the PIT
  • Number of children, adults aged 18-24, adults over 24
  • Race, Ethnicity, Gender, Chronic Homelessness
  • Substance Abuse, Mental Illness, DV, HIV/AIDS

COVID-19 Update

Please refer to the slide deck to see images shared at the meeting. 

Reminders

Office Hours

Where Are Office Hours Held?

Looker Office Hours are conducted from the comfort of your own office! Each Office Hours session is hosted online by your Santa Clara County Clarity System Administration team. You can connect using your computer (recommended so that you can see demos and post questions) and/or dial in by phone using the following Zoom (click here to access)

When Every other Monday of the month from 2:00pm-3:00pm

Clarity (HMIS) Office Hours will take place on Zoom every other Thursday  from 10:00am-11:30am 

COVID ROI HMIS Guidance

  • SCC is currently using a revised ROI to allow clients to give electronic consent to have their data entered into HMIS. 
  • Please use the most recent version of the ROI dated 3-11-2020.
  • Verbal consent is not permitted.

Update Contact Information in HMIS

  1. Log into HMIS
  2. Click on the logo of your initials and/or photo 
  3. Got to ACCOUNT SETTINGS
  4. In the Phone Number field please update your phone number, be sure to include your extension

SAVE CHANGES when done

Clarity HMIS Training Site

Want to hone your skills at data entry without compromising actual client data? 

Use the End User Clarity HMIS Training Site

SCC Virtual Suggestion Box

We value your opinion and insight. Please share with us your suggestions by using our new SCC Virtual Suggestion Box. You can access it by using the link above or directly from the HMIS Support page under the CONTACT tab and scrolling to Virtual Suggestion Box option.

Next Agency Admin Meeting

Meeting Location: Zoom Link

When: Thursday, August 6th, 2020

Time: 2:00pm – 3:30pm

Dates and locations for 2019 meetings are listed on the OSH website:

https://www.sccgov.org/sites/osh/continuumofcare/osh-events/pages/home.aspx

Bitfocus Contact Information

Support Team: sccsupport@bitfocus.com

Bitfocus System Administration Team: scc-admin@bitfocus.com 

Janel Fletcher (janelf@bitfocus.com)

Trevor Mells (trevorm@bitfoucs.com)

Alison Wilson (alisonw@bitfocus.com)

Lesly Soto (leslys@bitfocus.com)