ATTN 8/3/21: The known issue involving the VI-SPDAT was resolved as of 8/1/21. Previous guidance given on 6/23/21 on this page for the VI-SPDAT workaround is no longer needed.

I only have a client’s name, and there are multiple records displaying in HMIS with a similar name. I don’t have any other information to allow me to deduplicate or determine if the client is one of these existing records. What should I do?

Enter the client into HMIS with a new record. Note the client ID so that you can return to this specific client as you build rapport with the client and record more information. Once you have enough information to determine whether this is a duplicate, you can go back and compare this client’s record to other clients with a similar name. If you see a client that is clearly a duplicate, submit a Spiceworks ticket and we can merge the records. The HMIS Team also regularly merges records for clients who are clearly duplicates. Ultimately, it is better to have a new, duplicated record of that client which we can correct over time than to not have a record of that client in the system.

I encountered a client for the first time, but when I found them in HMIS, they already were enrolled in CAS. What should I do?

Confirm your organization is Dallas & Collin Counties CAS. Then complete a CAS Update Assessment for that client on their CAS enrollment. If you have new documentation, upload it! Do not complete a new enrollment or new VI-SPDAT. Your documentation upload will help the client stay active on the CAS Queue, and your update assessment will ensure that we have the data we need to match your client to the most appropriate intervention.

If I’m enrolling my client in CAS, or Coordinated Entry, why do I also need to enroll them in my program?

Coordinated Entry (CE) is a shared program across the whole community with the goal of facilitating collaboration between programs to connect the client to housing. The purpose of the CE program, and the data collected for it in HMIS, are different than the purpose of your program. For example, a street outreach program will provide services to clients unique to the program that are not provided by Coordinated Entry. Both program’s enrollments and services need to be tracked in HMIS.

Program-specific data elements also differ across program types, and your program will be required to collect data that is not required by Coordinated Entry. Completing the entry assessment for your program ensures that this data is collected.

Can I use the “default last assessment” button on my program enrollment after enrolling a client into Coordinated Entry? 

Yes, you can use the default button on any assessment in the system. Remember that this is only a tool to have the system pull the most recently recorded information for the client. It does not take the place of a conversation with the client. You should always confirm with the client that the information is correct.

If I placed a client on the CAS Queue, how will I know when my client is referred to a program?

Access Point case managers are strongly encouraged to attend weekly Access Point case conferencing calls in support of their clients. Case Managers can also view a client’s referral status on the CAS Queue, and view a client’s CAS referral details once a referral is made to aid in case conferencing and collaboration with the referral provider.

After the diversion assessment, if a client or family is at risk of homelessness, can I still add them to the CAS Queue? 

No, if the client/family is diverted, they are not enrolled in Coordinated Entry and not placed on the CAS Queue. The purpose of the CAS Queue is to identify and track individuals experiencing homelessness and connect them to housing, so a diverted client/family would not go on this list.

Is there a way to turn off notifications after I have enrolled a client?

There is not a way to turn off all notifications inside ClientTrack. If you enroll a client but are not the best person to receive notifications about their status, you can reassign the case manager on the client’s enrollment to the person who should receive those notifications.

I have enrolled a client in Coordinated Entry. When do I exit them? 

Clients should be exited from CAS if:

• They are no longer in need of permanent housing resources.
• They have left the CoC geographic area.
• They are enrolled into a permanent housing (RRH/PSH) program.

If your client has been inactive for longer than 90 days, you should leave enrolled and inactive in CAS and:

• make effort to locate and/or contact your client
• document due diligence to contact via Case Notes