January CES Scoop

coordinated entry

 

January 2020

This month, in the Scoop:

  • Year in review: 2019 Coordinated Entry Data
  • Data Entry Tips and Reminders
  • CES Connect
  • Leadership Committee Recap

Coordinated Entry Data

Review of 2019 Coordinated Entry System data.

Average inflow per month: Average number of people added to priority list per month:

Total: 224 per month
Singles: 171 per month
Families: 53 per month


Average number referred per month:

Singles: 125 per month
Families: 50 per month

 

Average number of people entered into programs per month

Total: 134 per month
Singles: 78 per month
Families: 42 per month
Head of Household not specified: 14 per month

 

Total number of people entered into a program (not necessarily housed)

Singles: 943
Families 505

Data Entry Tips and Reminders

Housing Providers: Remove a housed client from the priority list

The day a client moves into housing is a really great day. Seeing the sense of relief and new sense of hope makes the long days a little easier. It is definitely worth celebrating!  

When that celebrating is done, there is some important documenting to do. Along with creating an entry into your housing program, it is important that housing providers remove their client from the priority list. Here is how you do that. 

(You can find these instructions on page 14 of Hennepin's HMIS workflow)

 

1. Enter EDA mode as the provider that housed the individual or family.

2. Open the client’s record. When prompted, enter the date that the client was housed and click on Set New Back Date.

3. Click on the Entry/Exit tab, then find the Coordinated Entry Assessment program entry and click on the edit pencil next to the empty Exit Date field.

4. In the Edit Exit Data pop-up, fill out the following fields:

a. Exit Date: The date that the client was housed. Adding this Exit Date will remove the client from the Priority List.
b. Destination: Select the appropriate destination that matches your housing project type.

5. Click on Save & Continue.

6. Close the CES exit assessment without making any changes to it.

 

What to do if you enter a client into your program but they become unreachable and you do not house them?

If a Housing Provider admitted a household into their program (had a Project Start Date in HMIS) but didn’t house them, the housing provider needs to do TWO things in HMIS.

  1. Exit the household from their program (create an EXIT to that Project State Date)
  2. Cancel the referral (Deny the referral and REMOVE the household from the Priority List)

*See instructions on how to do that here. Please note, you must create an EXIT to the Priority List.

Remember: Update the Housing Referral Tracking

 

What to do if you enter a client into your program but they become ineligible and you do not house them?

If a Housing Provider admitted a household into their program (had a Project Start Date in HMIS) but the household becomes ineligible prior to being housed, the housing provider needs to do TWO things in HMIS.

  1. Exit the household from their program (create an EXIT to that Project Start Date)
  2. Decline the referral (deny the referral and leave the household on the Priority List)

*See instructions here. Remember: Update the Housing Referral Tracking

CES Connect

CES Connect is a Hennepin County tool used for Coordinated Entry

CES Connect is an alternative to HMIS (Homeless Management Information System) that allows for secure assessment of populations who cannot or chose not to have their assessment completed in HMIS. It also provides a combined priority list for CES Administrators to fairly assess which clients are eligible for housing vacancies. 

Tips for CES Users

• Referrals of CES participants that are assessed in CES Connect will be sent via encrypted email from CES team. A standard email template will be used. The email will contain a PDF of the assessment completed in CES Connect.
• The majority of assessments will still be completed in HMIS and therefore referred through HMIS
• Outcomes of referrals sent via encrypted email need to be reported utilizing the Referral Outcome Form (attached) and emailed to CES team (ces.hennepin@hennepin.us). Please note, there is no space to enter the name of the participant, please utilize the Client ID provided in the assessment.
• These referrals should be treated the same way as referrals made through HMIS
• Something to note: Many of the assessments entered into CES Connect are de-identified. No name, full DOB, or direct contact information is collected at the time of assessment. Housing Providers need to work with assessors to get in contact with referred participants. CES Connect Assessors have been informed and trained on this component. CES Team does not know the name or contact information of the de-identified clients, we have the same information provided to Housing Providers in the assessment.

 

Coordinated entry Leadership Committee Recap:

Singles' and Youth Coordinated Entry Leadership Committee 

Families' Coordinated Entry Leadership Committee

hennepin h


www.hennepin.us/coordinated-entry