Happy June HMIS
Wait? What? Stop it.
It's June already?
How did that
Before we talk about
anything else, we want to thank everyone who worked so hard cleaning up
historical data in preparation for the submission of the System Performance
Measures. You are all rock stars. Seriously! We genuinely appreciate all that
you did to get the data as clean as possible, from the relentless emails to the
sometimes endless phone calls, to finding old files and updating the records in
the AWARDS HMIS Database. THANK YOU!
Speaking of Data clean
up..... Data Completeness as well as Quarterly Reports will be posted up on our
website by June 5th, so keep your eyes peeled for the notice letting you
Remember, no matter
how busy things may get here behind the scenes, we are never to busy for our
users. If you have questions ALWAYS feel free to call or email us (but never
with client level information)
Disabling Condition Errors
When you look at your
APR do you see a number other than "0" in the Error Count Column for
Disabling Condition for Q 6.b Universal Data Elements? If you answered yes, read
on because we have some tipson how to trouble shoot this issue.
Look at the Individual Detail of the report to identify which client(s) are either missing this information or causing a "data error"
Open the identified client's admission record
(disabling condition is only collected at project entry)
Look at the "Special Needs" portion of the admission
If any of the special needs have a "yes" recorded take a
look at the 3 follow up questions to the right. If the first follow up question
has "Client Doesn't Know", "Client Refused", or "Data
Not Collected" recorded, this needs to be updated to either
"Yes" or "No" in order for Disabling Condition to auto
calculate with no data errors.
If any of the special needs have either a "Yes" or
"No" recorded, the additional follow up question has either a
"Yes" or "No" recorded and Disabling Condition is auto
calculating as "Yes" or "No" you will now need to open the
client's HMIS Info section of the Face Sheet
Do any of the Special Needs have an answer recorded that is
different than what was recorded on the admission record? Example:
Mental Health Problem = No in admission record and yes in
the face sheet when it was updated?
Delete this update using the red x that is found in
the HMIS Info Update History section of the face sheet.
Open the client's admission record and change the Special Need
to reflect the updated information.
We know, we know. We
are always telling our users to never record updates in the
client's admission record, that all updates need to be
recorded in the HMIS Info section of the client's face sheet. Going forward we
will be mindful to stress that our users are never to record updates in the
admission record unless it is updating a
client's disabling condition status. This confused us a bit as well so Kelli
reached out to HUD via the Ask a Question feature for clarification. Here is
how the conversation went:
We have a household
member that did not have a disabling condition at project entry, and was then
diagnosed with one later during their stay in PH. The HMIS Data Standards say
that Disabling Condition is collected at Project Entry and can be updated as
necessary, but it's not collected at other stages, this is causing an error in
the HMIS Data Quality Report since Disabling Condition at entry and update do
not match. How can we record this accurately without producing a data error?
Hi Kelli, and thank you
for submitting a question via the HUDExchange HMIS AAQ.
There should be one and
only one value for disabling condition for each project enrollment. There is
not a need to retain changing historical information about a client's disabling
condition over the course of a project stay. The value should reflect the known
status of a client's disabling condition.
Per the 2016 Data Manual, "For residential homeless
assistance programs, client intake as part of the program admission process
must be separated from the collection of disability information in order to
comply with Fair Housing laws and practices, unless this information is
required to determine program eligibility or is needed to determine whether
applicants need units with special features or if they have special needs
related to communication." For this reason, Disabling Condition may be collected at
a point later than program entry, but must be stored in HMIS on
the program entry record.
If you need to modify the
disability status based on new information from the client, do not create an
"update" record in HMIS. Instead, correct the stored value in the
"program entry" record in HMIS.
So, long story short....
Never update a client's Special Needs section in the HMIS Info section of the
face sheet. Always go back into the admission record to update if necessary.