San Luis Obispo CoC HMIS Newsletter - Searching for Clients in Clarity

Searching for Clients in Clarity

Remember to follow the rule of three: Search for a client in Clarity HMIS at least three different ways prior to creating a new client profile. For example, search by name, partial name, alternate spellings, date of birth, or any combination. Searching efficiently prior to creating new profiles is the best way to avoid record duplication and foster quality data. Learn more with this Knowledge Base Article.

A Successful First Meeting of the Data Workgroup

The newly formed HSOC Data Workgroup met for the first time this past Tuesday to discuss methods to share HMIS data publicly. The Workgroup viewed examples of dashboards from other CoC's in California and nationwide, especially related to client outcomes. New dashboards and data sharing present an exciting opportunity to both myth-bust and engage with the wider public regarding the amazing work being done at all homeless service organizations. Drafts and Workgroup progress will be shared at the HSOC Data and Performance Committee.

Thank you to those who participated in the HMIS Newsletter Survey

Congratulations to Tamra D., an Agency Administrator with Family Care Network, who received a Bitfocus-branded YETI mug! Thank you all for reading and engaging with the HMIS Newsletter - we appreciate you!

Monthly HMIS Office Hours on Wednesday, September 4 at 11AM

HMIS Office Hours offer all users an opportunity to ask any questions direct to the HMIS team and build community with users across agencies. September Office Hours will focus on Entering Notes in Clarity and best practices for an efficient workflow for HMIS users. Friendly reminder: No client PII should be shared during Office Hours.

Join HMIS Office Hours here.

Training Opportunities Coming - Stay Tuned!

The HMIS Support Team is thrilled to offer in-person training opportunities for all HMIS users, in addition to the TalentLMS platform, in the next few months. The team anticipates covering such topics as: creating new profiles, case management practices, and keeping clients active on the queue- and more! Stay tuned for countywide training opportunities to grow your HMIS knowledge.

Q: I'm a Housing Provider and my current program and/or program services are growing. How do I add units to an existing HMIS project?

Answer: Hooray for housing expansion and serving more clients! The HMIS Support Team is available anytime to edit and enhance any current programs in HMIS. Have the Agency Administrator for your agency reach out to HMIS Support directly to add units and be prepared to discuss the type of unit, any accessibility needs, additional funding sources, if applicable, and importantly - whether any units will be utilizing Coordinated Entry referrals for placement. Housing Providers are encouraged to review the Housing Provider Training in TalentLMS and can reach out to HMIS Support whenever. HMIS is a tool for service provision and the team is here to support YOU!

Q: I'm a Homeless Services provider and we have reassessed how we manage our program. How do I add new projects, like housing navigation services, to our current HMIS portfolio?

Answer: The HMIS Support Team is in the process of form automation for the New Project Request Form. In the meantime, reach out to HMIS Support directly to be sent an editable template via email with the necessary program data elements to capture a new program in Clarity HMIS. Be prepared to share program/project details such as: Name, location, number and type of units, all funding sources, and more. If there are custom data elements for any projects, it is recommended to meet with the team directly to building custom needs in Clarity HMIS, so be sure to mention that with the New Project request. The HMIS Support Team is ready to help service providers expand and enhance service provision!

No Access to Bell Data Systems after November 2024.

Agencies are encouraged to pull any remaining data that they are interested in archiving from Bell Data Systems HMIS prior to October 31, 2024. Bell Data was the SLO County CoC HMIS Database previous to March 4, 2024. Agencies or users who need assistance archiving data are encouraged to reach out directly to HMIS Support.

A message from the CES Management Entity

REMINDER: Auto-exit Updates due to Inactivity

Coordinated Entry in Clarity HMIS automatically records a program exit for an enrollment when none of the enrollment's household members have program-related activity for 120 days. 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 your client active on the Community Queue with this Knowledge Base article for the Coordinated Entry Practices!

OPPORTUNITY: Coordinated Entry is Hiring

Join the impactful work of the Coordinated Entry Management Entity in such roles as Coordinated Entry Manager to CE Specialist. Review the list of positions available and read instructions for applying here.

EVENT: CE Case Management Monthly Meeting

Join the Coordinated Entry Management Entity at the monthly case conference meeting this Tuesday, August 27 at 1:30PM to discuss best practices and answer questions. Note: This meeting is for case managers utilizing Coordinated Entry practices only. Use this updated zoom link to join.

Questions regarding best practices and CES user support

can be directed to the CES Management Entity

Data and Performance Committee

The Data and Performance Committee functions as the governing body for HMIS by providing oversight and leadership. Review the HSOC Calendar here to receive the zoom link or location for the Tuesday, August 27 meeting at 11AM.

HMIS Website