San Luis Obispo CoC HMIS Newsletter - Navigating Reports in Clarity

Navigating Reports in Clarity

Check out a newly updated article with descriptions and links to help users navigate system reports in Clarity with confidence! Review the updated directory of reports available in the Data Analysis screen with this Knowledge Base Article.

Important Reminder regarding Bell Data Systems

Bell Data Systems was the SLO County CoC HMIS database prior to launching Clarity HMIS in March 2024. The last day to access Bell Data Systems HMIS is October 31, 2024. Agencies (who retained access) are reminded to pull any data to archive as soon as possible. All access to Bell Data Systems will end on November 1, 2024.

SAMSHA Webinar: Identifying and Addressing Behavioral Health Needs in Encampments on November 13, 11AM - 12:30PM

Outreach workers, health workers, and homeless service providers are part of an essential team aiming to foster relationships and trust with encampment residents. Join the Substance Abuse and Mental Health Services Administration (SAMHSA) for a webinar discussing core principles and engagement techniques for providers to serve as a bridge to care for mental health, substance use, and medical needs.

It's Federal Reporting Season!

The HMIS Support team is preparing for federal reporting season, beginning with the Longitudinal Systems Analysis (LSA) submission approaching in early January 2025. Users and Agency Administrators can expect to hear from the HMIS Support Team with targeted outreach to resolve issues that may require editing client and program data. Stay tuned for communication from the team. We appreciate your partnership!

HMIS Office Hours on Wednesday, November 6 from 3 - 4PM

Join the HMIS Support Team for the monthly HMIS Office Hours. This is an opportunity to build community among users across agencies and ask questions direct to the HMIS Support Team. The first 20 minutes contain a learning opportunity focused on updating client records with accurate start and end dates to mitigate overlapping enrollments in HMIS.

Join the HMIS Office Hours here

Question: Sometimes staff may accidentally enroll a clients in a program before we officially learn they've been accepted - which means, if a client is not accepted into a program I need to delete a client's program enrollment. How can you help with this?

Answer: We understand the need for timely data entry, and that sometimes it can be exciting to think of clients gaining access to specific programs. Be sure to work with your staff to make sure that you are not just timely in your data entry, but accurate! And if a client has been enrolled into a program and their enrollment needs to be deleted for any reason, accidental or otherwise, reach out to the HMIS Support Team directly at ss_HMISsupport@co.slo.ca.us to take care of updating the client's enrollment. Be ready to include 1) the program enrollment to be deleted and 2) the unique Clarity Client ID to ensure no personally identifying information (PII) is communicated electronically. Once the HMIS Support Team deletes the enrollment, they will reply with the status to confirm.

Question: I have questions but I work the night shift at the Shelter so I know I won't hear from anyone until the morning. What can I expect for response time?

Answer: Thank you for your work in the nightshift! We know how crucial nighttime support is for homeless service providers! When folks reach out to HMIS Support, they can expect on average, depending on the request, most questions are answered on the first reply and within a one-business day turnaround. When the team gets a challenging question or a configuration request, we often need a little more time to work on it, but we will always keep the users informed. Be sure to let the HMIS Support Team know how we're doing! In each reply there is an option to provide real-time feedback and we love hearing from you - example image of the recurring feedback request posted below.

A message from the CES Management Entity

The CES Management Entity works within the Continuum of Care to develop policies, coordinate care among service providers, and advance the core elements of Coordinated Entry: Access, Assessment, Prioritization, and Referral.

What is the CES Manager working on?

Actively matching for open units - specifically working on Anderson and Tiburon Projects.
Further developing matching guidance in partnership with Housing Providers.
Updating Knowledge Base Articles specific to CES policies.

Tips for Case Managers from the CES Manager:

Please ensure your clients have updated status assessments in their Coordinated Entry enrollment so their eligibility for referrals is accurately measured.
Make sure you have a program-related activity or assessment at least every 120 days to keep your client active on the Queue.

Need to enroll a client after they were auto-exited from the queue due to lack of activity? Check out this newly added Knowledge Base Article with step-by-step instructions for adding clients back to the Community Queue.

Questions regarding best practices and CES user support

can be directed to the CES Management Entity

HHAP-5 Funding Released

The County of San Luis Obispo was awarded $4.32M of Homeless Housing, Assistance and Prevention (HHAP) funding from the California Department of Housing and Community Development. Learn more about HHAP-5 funding, including when to expect the RFP, in this county press statement.

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