Since its inception in 2004, BTG has utilized the HMIS to collect client-level data, as well as data on the provision of housing and services to at-risk and homeless individuals and families. BTG’s HMIS application enables homeless service organizations to improve case management by collecting information about client needs, goals, and service outcomes and allows for timely access to resources and prioritized referral information to better manage coordinated entry operations. The following forms are essential to compliance with client confidentiality and data security requirements, HUD Data Standards, PATH, and CES referral prerequisites.
Confidentiality of client information is of utmost importance in data collection. The following consent forms and policy documents support specific confidentiality and security standards to protect and inform both the client and provider.
The Statewide HMIS Data Committee and HMIS Lead recently approved the use of a new HMIS consent to share form. Effective Wednesday, July 5, 2017, all Homeless Providers contributing data into HMIS are required to use this new form.
The following forms must be completed and submitted to the HMIS admin team if new users require access to the system or if duplicate clients require merging. Please note that the training request form will need to be submitted along with the new user agreement form.
The HUD HMIS Data Standards are the foundation of any HMIS. BTG has chosen CaseWorthy as its HMIS solution. HMIS customizations often extend beyond the baseline HUD data collection specifications and support the need to collect BTG-specific data elements. The following HUD documents are available for download to help navigate and better understand the HMIS infrastructure.
The Projects for Assistance in Transition from Homelessness (PATH) Program participation in HMIS provides a platform for coordinating care and improving access to mainstream programs and housing resources and supports the generation of the PATH Annual Report. Guidance included in the following documents aligns with HMIS requirements as stated by the Substance Abuse and Mental Health Services Administration (SAMHSA):
The following entry/assessment and corresponding exit forms are intended to capture specific program requirements in each category: adults, youth and children.
The Vulnerability Index - Service Prioritization Decision Assistance Tool (VI-SPDAT) is a survey administered both to individuals and families to determine risk and prioritization when aiding homeless and at-risk homeless persons. The process not only helps to identify who is eligible for a specific housing and support intervention, but also who is in the greatest need of that intervention.