San Luis Obispo CoC HMIS Newsletter - Preview Notes with Icon Pop-up

Preview Notes with Icon Pop-up

Effective September 9, users can now quickly preview notes* by hovering over the 'Notes' icon. This provides an easier way to view note content within a client's profile at both the client and program levels. Learn more about entering notes in Clarity with this Knowledge Base Article.

*Note visibility may vary based on your agency's settings.

In Person HMIS Training Opportunities for All Users

The HMIS Support Team is offering in-person foundational training for HMIS users of all levels! The 90-minute training will cover such topics as searching for clients and common data quality errors. There are morning and afternoon sessions to choose from in Atascadero, San Luis Obispo, and Arroyo Grande. The last day to sign up is Friday, September 20.

Take the '6-Months in Clarity HMIS' User Survey - get swag!

The transition to Clarity HMIS these past six months has been filled with so much change! Complete the HMIS User Survey to help further the progress of a high functioning HMIS and a well coordinated system. HMIS users who complete the 6-month Clarity User Survey will be entered into an opportunity to receive branded swag from the HMIS software vendor, Bitfocus. There will be three lucky winners! The survey takes ~10 minutes to complete and closes on Friday, September 20 at 10pm.

Click here for the 6-Month Clarity User Survey

Housing First Training on Monday, September 30 at 11AM

The United States Interagency Council on Homelessness (USICH), the U.S. Department of Veterans Affairs (VA), California Department of Housing and Community Development (HCD), the California Interagency Council on Homelessness (Cal ICH), and the California Department of Veterans Affairs (CalVet) are offering a joint, virtual Housing First training. Training will provide evidence, research, and data on Housing First and an overview of California's Housing First Law.

No registration is necessary. Click here to join the webinar.

HMIS Monthly Office Hours on Wednesday, October 2

All users are invited to participate in the recurring monthly Office Hours taking place Wednesday, October 2 from 3 - 4PM. Office Hours offer users an opportunity to ask questions direct to the HMIS Support Team and build community with users across agencies. See you there!

Join the October HMIS Office Hours here.

Question: I have a new staff member. What is the turnaround time from requesting access to HMIS to being able to enter data?

Answer: We know staff training and onboarding is a lot of work! New HMIS End Users have fifteen days to complete their required training, which can vary depending on agency and access. Within two business days of completing training, users receive login credentials ready for live data entry direct from HMIS Support. There can be additional training required of HMIS End Users, such as 'Annual HMIS Privacy and Security Training' and there are also optional training opportunities available to all End Users such as the System Performance Measures course. Learn the step-by-step process for becoming an HMIS End User in this Knowledge Base Article.

Question: My client has passed away. Is there anything specific I need to do in HMIS?

Answer: The realities of homelessness can be distressing and this work can often expose us to trauma. Our commitment to our work is profound, and it's equally important to care for ourselves as we care for others. After reaching out for support and engaging in activities that center healing, there are steps that can be taken in HMIS to record a client's passing. Clients should be exited from their enrolled program due to death and the "date of death" should be added on the client's profile. Learn more about HMIS profile edits here and find resources for trauma-informed mental health support from Transitions Mental Health Association here.

A message from the CES Management Entity

Check out the below resources for ensuring client-centered support:

C larity HMIS Coordinated Entry Knowledge Base .
Remain engaged with clients with a program-related activity every 120 days to keep your client active on the queue. Program-related activities includes services, or program-level assessments such as annual, status, or current living situation (CLS) as well as custom assessments within an enrollment record. Keep clients active on the Community Queue with this Knowledge Base article.
Note: Auto-exit has been turned off temporarily while a functionality issue is investigated.

Questions regarding best practices and CES user support

can be directed to the CES Management Entity

No Access to Bell Data Systems after November 2024

Agencies are reminded to pull any remaining data they are interested in archiving from Bell Data Systems HMIS prior to October 31, 2024. All access to Bell Data will end as of that date. Bell Data Systems was the SLO County CoC HMIS database prior to March 4, 2024. Agencies or users who need assistance archiving data are encouraged to reach out directly to HMIS Support.

National Human Services Data Consortium (NHSDC) in October

Conferences from NHSDC provide best practices, peer-to-peer education, support, and lifelong learning to those who engage with human services data. Learn about the NHSDC Fall Conference in Portland this October here.

HMIS Website