Loading...
HomeMy WebLinkAbouthcs-training-service-documentation-standardsall-staff-5-18-26-accessibility-check-06-24-26 Housing Community Supports Welcome! Please put your name, role, and Org in the chat, and make sure your mic is muted May 18, 2026 Documentation in HMIS 2 Next StepsPart 4: •HCS Service Note Quality StandardsPart 3: •HCS HMIS Projects: New Service Category StructurePart 2: •Navigation(HN) Services OverviewHCS Tenancy and Sustaining Services(TSS) and Housing Part 1:•Today’s Training 3 direct consumer contact. person or telephonic if they include Encounters may be inA: No. person contact? -face/in-to-* facerequireQ: Do encounters *Meets quality documentation standards;•using appropriate service category; properly documented in HMIS Is •Services activities; HCS Housing Navigation or Tenancy Sustaining allowableFalls within •An encounter is a distinct, documented service event that; What is an “Encounter”? 4 Community Supports Policy GuideDHCS Program requirements are designed to be in accordance with •intent and contract requirements. Accurate service documentation ensures client activities align with program •Why this matters:and stable tenancy after housing is secured.: Activities that help clients maintain safe Tenancy Sustaining Services•move into permanent housing, and : Activities that help clients identify, obtain, and Housing Navigation•HCS Services As Needed contracts.HN and TSS services must stay within the scope of work defined in Allowable HCS activities 5 Making referrals or warm handoffs to ECM or community supports.•eviction.Offering mediation, lease compliance support, and crisis planning to prevent •Coordinating with property managers or landlords.•Supporting budgeting and rent ledger reviews.•Providing education on tenant/landlord rights and responsibilities.•Tenancy Sustaining: Helping obtain necessary documentation (e.g., ID for SSI applications).•needs.Assisting with housing search and offering housing options appropriate to client •Housing Navigation: Examples from approved service specific activities include (not an exhaustive list): Examples–Allowable HCS activities 6 scope of workTo strengthen alignment between documented services and HCS defined Why the Change? Options.Housing Search Assistance / Presenting New corresponding HMIS category: •Allowable HN activity: “Assisting in searching for housing and presenting options.”Example: allowable HN and TSS activities.Services will be documented using multiple new categories aligned directly with •(expected launch 6/1/26)Future Change ”Individual Meeting“Case ManagementThese activities are documented as “•services occurred”person or via phone/other technology) during which HN/TSS -interaction (either inConsumer --Billable encounters are defined as “An instance of direct Provider•Current System Introducing New HMIS Service Categories 7 the wrong service allowable activities over a sustained time period, they are likely enrolled in if the services a client is receiving consistently fall outside of the 3) Improved safeguards that services reflect enrollments of HN/TSS services being providedproviders will be able to demonstrate (and analyze via HMIS reporting) the full range 2) More accurate reflection of the services provided Ensures HN/TSS services are aligned with contracted scope of work defined in the HCS contracts1) Better alignment of service documentation with allowable activities A: Q: Why is this change happening? New HMIS Service Categories 8 Categories:Multiple •New Structure: New HMIS Service Categories 9 there was direct contact or not. is because those activities are not billable services regardless of whether option. This “No contact/not billable” Some categories only have the Note: associated direct contact with the clientuse when the service provided did not have #2: “No contact/not billable”direct contact with the clientuse when the service provided had associated #1: “Direct Contact Encounter” subcategories: Two •New Structure: New HMIS Service Categories 10 Housing Navigation Billable services crosswalk 11 Housing Navigation Billable services crosswalk 12 Housing Navigation Billable services crosswalk 13 Tenancy Sustaining ServicesBillable services crosswalk 14 Tenancy Sustaining ServicesBillable services crosswalk 15 Tenancy Sustaining ServicesBillable services crosswalk 16 Example 17 Service without successful client contact Example 18 Client encounter and service happen on different days Example 19 single encounterMultiple services across different allowable activities happen during a Example 20 person, phone, or video-Must Be Direct Contact •ANDand outcomes; barriers encountered, actions taken, client/partner involvement, Provide a clear account of the encounter’s purpose, Narrative •category aligned with allowable activities;HN or TSS and select the appropriate HMIS service Service Type •Every billable encounter must include:Required ElementsHCS Service Note Quality Standards 21 progress counts.even incremental —What resulted from the encounterOutcome: •advanced the housing goal.Who you communicated with and how it Client/Partner Interaction: •that were planned. What you did, what the client did, and any next steps Actions Taken: •impacted progress (if any).level obstacles that -, or task-, system-Describe clientBarriers: •or not yet achieved.What was the goal of this encounter? Goals may be ongoing Purpose: •Include the following in every encounter noteWriting a strong narrative NarrativeHCS Service Note Quality Standards 22 the work completed.Show the connection between the selected service category and •stability).activities (supporting housing TSStoward obtaining housing) or activities (working HNDemonstrate how the encounter aligns with •with client”).Be concise but specific, avoiding generic statements (e.g., “spoke •housing goals.for the client’s why it matters and what occurredClearly explain •There is no required template, but your narrative must:NarrativeHCS Service Note Quality Standards 23 client said they are doing fine”)hallway and said ‘Hi’” Or “visited the client to check in and offer services and the Welfare checks with no service engagement (e.g., “saw the client in passing in the •Incidental contact (e.g., “the client dropped by to pick up her mail”) •client is #3 on waitlist”)—party updates (e.g., “Homestretch emailed-Receiving third•hour”)Community activities without involvement (e.g., “the client attended weekly coffee •Examples include: not involving direct provision of a service. Administrative updates•scheduling, internal meetings, routine supervision, training).not tied to the client’s housing goals (e.g., Administrative tasks •direct client contact.withoutServices •What is NOT considered an encounter•HCS Service Note Quality Standards 24 schedule TBD-specific office hours starting in June-Service documentation•Optional, drop in to listen/ask questions as needed•12:30–Follow up Q&A session: Thursday 5/28, 11am •available now!-View and test new service categories in HMIS training site•Guidance Documents/FAQs•What’s Next? 25 THANK YOU!