San Luis Obispo CoC HMIS Newsletter - Using the Attendance Module

Using the Attendance Module

Following a client's Program Enrollment, go to the Attendance Module in the launchpad menu near the mailbox, to manage daily attendance depending on the program set up of your agency. Follow this step-by-step guide for using the Attendance Module in Clarity HMIS with this Knowledge Base Article.

Thank you for taking the 6-month User Survey

Thank you to those who completed the HMIS User Survey in celebration of 6 months in Clarity HMIS. Users shared that the online training platform is a helpful resource and that the HMIS Support email is fast and responsive. The HMIS Support team will continue to solicit feedback and welcomes input from users anytime!

Space Still Available in the South County HMIS Training

There are spaces available for current HMIS users to receive live, in person training from the HMIS Support Team. Join the team at the Dept. of Social Services Arroyo Grande location at 1086 E Grande Ave. on Wednesday, October 9 from 9 - 11am. Training is designed for current users and will have ample time for questions. No registration is necessary - just stop by!

Advancing Data Quality

The HSOC Data and Performance committee recently approved an addition of a Data Quality Improvement Plan to serve as a template for future Data Quality (DQ) Improvement projects. Identified agencies and HMIS projects in need of improvement will go through an iterative process to identify sources of common errors and make changes as necessary. The DQ Improvement projects will be an opportunity to collaborate and problem solve as a team. Projects are not expected to start before Spring 2025. Learn how HUD prioritizes data quality here.

Pronouns Now in the Client Profile

As of September 30, the client profile now contains a field for client pronouns. Clients have the opportunity to choose multiple options for pronouns as well as can prefer to not share. Asking a client their pronouns during intake shows respect while acknowledging the power dynamics of those in the room. Advancing gender equity throughout the system of care builds trust through transparency.

Learn about centering gender equity in client interactions

with this HUD resource.

Question: Is there a paper version of completing a client's profile in HMIS?

Answer: Yes! Bitfocus Clarity and the HMIS Support Team have designed a paper version of the data that is to be collected at intake to complete a client's profile. Download the form directly and learn more with this Knowledge Base Article.

Question: Who can I contact for questions about client processes or HMIS configuration?

Answer: The HMIS Support Team is available Monday - Friday at ss_HMISsupport@co.slo.ca.us. Reach out with any questions, and the team usually responds within one business day. Be sure to not include client personal identifying information (PII), but rather use the Clarity ID to identify clients if that is necessary for assistance. The team is here to serve YOU and ensure HMIS is a tool that works for your agency.

Introducing Behavioral Health Bridge Housing Program with TMHA

Transitions Mental Health Association (TMHA) is excited to roll out the new Behavioral Health Bridge Housing (BHBH) program which provides stable, supportive housing for individuals experiencing homelessness with serious behavioral health conditions, including severe mental illness and/or substance use disorder. The primary focus of BHBH is to help clients move out of homelessness by accessing meaningful services and return to independent housing. A key component of the program is a multi-disciplinary, tenant-centered collaboration between County of San Luis Obispo Behavioral Health and TMHA.

The BHBH program consists of two components: a 10-bed licensed facility with 24/7 supervision that is modeled after TMHA’s current Adult Transitional Program (ATP) and an 8-bed step down transitional housing program. BHBH includes housing navigation to assist graduating residents in locating and sustaining independent housing.

Referrals to the BHBH program are received by County Behavioral Health with eligible participants referred to TMHA for appropriate site placement. Behavioral Health will prioritize placements for participants from the Community Assistance, Recovery and Empowerment Court (CARE Court).

Learn about this impactful low-barrier, Housing First model

of support on Behavioral Health's website 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.

Policy Updates at HSOC

As part of the annual review of HMIS Policies and Procedures, the Data and Performance committee of HSOC will continue reviewing relevant documentation to ensure HMIS success. View the HSOC Data and Performance Calendar on the DSS website here.

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