Coordinated Assessment and Homeless DocumentationMAY 2014

Why Coordinated Access?

HUD is requiring CoCs to develop and implement a coordinated access and assessment system for all

CoC and ESG funded programs

Research shows that coordinated access systems help communities to end homelessness

What is Coordinated Access?HUD Definition (CoC Interim Rule, Section 578.3)

A centralized or coordinated process designed to ◦ Coordinate program participant intake, ◦ Coordinated assessment, and ◦ Coordinate the provision of referrals.

A centralized or coordinated assessment system ◦ Covers the geographic area, ◦ Is easily accessed by individual/family seeking housing or services, ◦ Is well advertised, and ◦ Includes a comprehensive and standardized assessment tool.

What is Coordinated Access?Move people through the system

Reduce duplication of efforts

Serve clients effectively

Assist with ending chronic homelessness

Make a better match of services to clients’ needs, reducing returns to homelessness◦ Diversion & Prevention◦ Interim / Transitional Housing◦ Rapid Rehousing◦ Permanent Supportive Housing

Coordinated Access Guiding Principles

Focus on solutions with a housing emphasis

Allow for consumer choice in the program, geographic location, and services

Ensure it is used by both CoC- and non-CoC-funded programs

Include an open, transparent, and consistent way to ensure all programs are using the system

Contain a uniform intake and assessment form

Coordinated Assessment Process to Determine

Housing Exit Strategy

Transitional Housing

Rapid Re-Housing

Permanent Supportive Housing

Homelessness Prevention

Community Supports

Coordinated Access System

TCHC Coordinated Assessment &

Prioritization Process

5 Steps to Prioritization Step 1: Collect The Documentation

Critical Documents Establish HomelessnessDocument Disability

Step 2: Upload The Data

Upload the documentation into HMIS

Step 3: Request The DOPS

Email Request to Coordinated Assessment Staff

Step 4: Process The DOPS

Coordinated Assessment Staff to process documentation, assign priority status and notify case manager

Step 5: Pursue Housing

Present completed DOPS form to housing provider along with Request for Inspection Form

Step 1: Collect the Documentation

Case Manager Collects Relevant Client Documentation •Establish Homelessness•Document Disabilities

Who is Homeless: HUD Definition

Four Categories of Homeless◦Category 1: Literally Homeless◦Category 2: Imminent Risk◦Category 3: Homeless Under Other Federal Statutes ◦Category 4: Fleeing / Attempting to Flee Domestic Violence

Literally Homeless: Category 1

• Sleeping in a place not designed for or ordinarily used as a regular sleeping accommodation

• Living in a shelter designed to provide temporary living arrangements

• Exiting an institution 90 days or less (literally homeless prior to entering)

An individual or family who lacks a fixed, regular and adequate

nighttime residence, meaning:

Homeless Documentation: Category 1HUD RequirementsOn the Streets or in Emergency Shelter◦ Written documentation by an outreach worker; or◦ Written referral by another housing or service provider; or◦ Certification by the individual or head of household that they were living on the streets or in emergency

shelter

In an Institution◦ One of the documents above; AND◦ Discharge paperwork or written / oral referral; or◦ Written record of intake worker’s due diligence to obtain the above evidence and certification by the

individual that they exited an institution

Homeless Documentation: Unsheltered TCHC RequirementsPrefer:

◦Documentation of Homeless Affidavit

◦HMIS Generated Service Record

OR If client can not complete affidavit:

◦Outreach team certification on agency letterhead to include:◦ Client Name ◦ Date of Birth◦ ETO ID Number (if local)◦ Contact information for shelter staff◦ Attach HMIS Generated Service Record

Plus:

◦Campsite / Car picture for currently unsheltered persons

Examples of Campsite Photos

Homeless Documentation: ShelteredTCHC RequirementsPrefer:◦Shelter staff certification on agency letterhead to include:

◦ Client Name ◦ Date of Birth◦ ETO ID Number (if local)◦ Contact information for shelter staff◦ HMIS Generated Service Record

OR If shelter does not participate in HMIS or client refused HMIS entry:◦Documentation of Homeless Affidavit

Example of Shelter LetterDear Awesome Case Manager!Re: CLIENT NAME

Client stated above with the DOB of 1/1/1901, HMIS ID #12345, was admitted on July 5, 2011 into our shelter and remained in our shelter until October 27, 2012. If you have any further questions regarding his residency with us we may be contacted at the phone number of 867-5309.

Please see attached HMIS Generated Service History Report which includes a stay at the Winter Shelter from January 6, 2011 to March 3, 2011 and a stay at the Summer Shelter from March 4, 2011 to July 4, 2011.Thank you for working so hard to house CLIENT NAME!

Sincerely,Helpful Shelter Case Manager

Homeless Documentation: Time in Institution (90 days or less)

For Previously UnshelteredPrefer:◦ Documentation of Homeless Affidavit◦ HMIS Generated Service Record if

available

Plus:◦ Discharge paperwork from institutionIf Institution was contacted butwill not provide paperwork:◦ Written record of attempts to obtain

discharge paperwork AND certification from client that they exited institution on specified date.

For Previously ShelteredPrefer:◦ Shelter certification on letterhead◦ HMIS Generated Service History

Plus:◦ Discharge paperwork from institutionIf Institution was contacted butwill not provide paperwork:◦ Written record of attempts to obtain

discharge paperwork AND certification from client that they exited institution on specified date.

Imminent Risk of Homeless: Category 2

Individuals / families who will imminently lose

their primary nighttime

residence within 14 days; AND

Have no subsequent residence

identified; AND

Lack the resources or

support networks needed to

obtain other permanent

housing

Homeless Documentation: Category 2HUD RequirementsA court order resulting from an eviction action that requires the individual or family to leave their residence within 14 days after the date of their application for homeless assistance; or

A Notice to Quit, or a Notice to Terminate issued under state law; or

Self-Certification by individual or head of household that they must vacate within 14 days after the date of their application and verified by the intake worker to be credible

If unable to contact landlord, written record of intake worker’s due diligence to obtain the evidence; AND

Certification that no subsequent residence has been identified; AND

Documentation that the individual or family lacks the financial resources and support necessary to obtain permanent housing

Homeless Documentation: Category 2TCHC RequirementsOwn Apartment or House: Prefer◦ Court order resulting from an eviction

◦ Must state that the client has to leave and by when (within 14 days of date of application for assistance)

OR If unavailable◦ Documentation of Homeless Affidavit

◦ Must state that the client has to leave and by when (within 14 days of date of application for assistance)◦ Must be verified by Case Manager

ANDo Case Manager certification at attempts to locate other housing and none available (Case Notes okay)

o Documentation showing lack of financial resources to support housing without assistance

Homeless Documentation: Category 2TCHC RequirementsHotel / Motel StayPrefer:◦ Evidence that the client lacks financial

resources to stay◦ Must be verified by Case Manager◦ Example: Request for payment by motel and a

client bank statement

ANDo Case Manager certification at attempts to locate other

housing and that none is available (Case Notes okay)

TCHC RequirementsDoubled UpPrefer:◦ Written statement from owner of

property that client must leave◦ Must be verified by Case Manager◦ Example: Family member stating their brother

can not stay with them any longer

ANDoCase Manager certification at attempts to locate other housing and that none is available (Case Notes are fine)

oEvidence that client lacks financial resources to support housing without on own without assistance

Homeless Under Other Federal Statutes: Category 3

• Meet homeless definition under another federal statute; AND• Have not had lease, ownership interest, or occupancy agreement in

permanent housing at any time during the last 60 days; AND• Have experienced two or more moves during the last 60 days; AND• Can be expected to continue such status for an extended period of time

because:• Chronic Disability; or• Chronic physical health or mental health condition; or• Histories of domestic violence or childhood abuse or neglect; or• Presence of a child or youth with a disability; or• Two or more barriers to employment

Unaccompanied youth under 25 or

families with children and youth

who do not otherwise qualify as homeless, but

who:

Homeless Documentation: Category 3HUD RequirementsMust have HUD approval

Certification by a nonprofit, state or local government that the individual or head of household meets the criteria of homelessness under another federal statues; AND

Documentation that the individual or family has moved 2 or more times in the past 60 days; AND

Documentation of disability or 2 or more barriers

Fleeing/Attempting to Flee DV: Category 4

•Have no identified subsequent residence; AND

• Lack the resources and support networks needed to obtain other permanent housing

Individuals / families fleeing or attempting to flee domestic violence, dating violence, sexual

assault, stalking, or other dangerous or life-threatening conditions

related to violence, who:

Homeless Documentation: Category 4HUD RequirementsOral statement by individual or head of household that they are fleeing and do not have the financial resources or support network to obtain permanent housing

Documentation from a victim services provider

When the safety of the individual or family is not jeopardized, any oral statement must be documented

Intake workers must document due diligence in attempting to obtain written documentation

Homeless Documentation: Category 4TCHC RequirementsPrefer:◦ Documentation of Homeless Affidavit◦ Self Statement from client indicating they are:

◦ Fleeing Domestic Violence◦ Have no subsequent residence◦ And lack resources to find housing on their own

◦ Where safety allows for it, claims should be certified by Case Manager

Additional Steps for Documentation

Chronic HomelessnessAn individual or family who:

◦ Has been continuously homeless for 1 year; OR◦ Has been homeless on at least 4 separate homeless episodes in the last 3 years;

AND

◦ Has at least one family member with a disabling condition

So what does “Homeless Episode”

mean exactly? And what is a “Disability”?

Disabling Conditions

A Disabling Condition is a physical, mental or emotional impairment, including an impairment caused by alcohol or drug abuse, PTSD, or brain injury; or a development disability.

Includes:◦ Physical, mental or emotional impairments◦ Developmental Disabilities◦ HIV/AIDS

Documenting Chronic HomelessnessHUD RequirementsMay only accept homeless persons with qualifying disability◦ Verification from a professional who is licensed by the state to diagnose and treat that

condition, or◦ Social Security Administration (SSA) can verify for persons receiving disability benefits

Verification must state that the disability◦ Is expected to be long-continuing or of indefinite duration; AND◦ Substantially impede the individuals ability to live independently; AND

Could be improved by the provision of more suitable housing conditions

Documenting Chronic Homelessness: Disability

TCHC Requirements

◦Disability Award Letter◦ SSA.GOV

OR

◦Documentation of Disability Form

Documenting Chronic Homelessness: Continuous or EpisodicTCHC RequirementsContinuous◦Refer to Category 1

documentation requirements and ensure client is documented for span of one or more years

◦A break in homelessness for less than 15 days is allowable

TCHC RequirementsEpisodic◦Refer to Category 1

documentation requirements and ensure client is documented as having 4 episodes over last 3 years◦An episode of homelessness

must be at least 15 days long

Example of Episodic Chronic Homelessness(1) In a Shelter 46 days

(2) Moves in with a Friend or Family Member for 8 months

(3) Stays in a Homeless Camp for 72 days

(4) Goes to jail for 12 months and is diagnosed with a mental health condition

(5) Released to living on the street for another 98 days

(6) Obtains independent housing and a job for 6 months

(7) Looses job, currently staying in a shelter for last 150 days

= 4 episodes in the last 3 years

Additional Supporting DocumentationPhoto ID

Drivers License

Birth Certificate

Voter Registration

Military ID / DD214

Discharge Documentation

Proof of Income

Medicaid / Medicare / Health Insurance

Social Security

How to Pull an HMIS Generated Service Report

HMIS Generated Service Report1. My Dash Board

2. Last Name only in Review Participant Box◦ Report will open in new screen

3. Find your client and click link to Service Report

4. Dashboard Tab: Demographics & Services Received

5. Occupancy Tab: Nights sheltered

6. Document / Save To My Computer As / Excel

7. Save to later upload as a critical documentClick on “My Dashboard”Search for client by Last Name Only

HMIS Generated Service Report

Find correct client, click “Service History”Click “Document” / “Save to my Computer As” / “Excel”

Step 2: Upload The DataCase Manager uploads documents

into HMIS

• How to upload training• In Client Dashboard• “Record Touchpoints”• “Critical Documents”• A1 Documents (3) required• Upload all other relevant forms• “Save”

A1- Document Upload Required for Prioritization

Step 3: Request The DOPS

• Mario@ahomewithhope.org• Include:• Client Name • Date of Birth • HMIS Assigned ID Number

Case Manager Requests

Documentation of Priority

Status (DOPS) via email

TCHC Documentation of Priority Status - DOPS

Client Name: Client Date of Birth:

Client HMIS/ETO Number:

The Tarrant County Homeless Coalition Coordinated Assessment System office verifies that the above named client holds the following priority status documented in the HMIS as of [DATE HERE]:

P1 – Priority 1

Individual with a disability that has been documented by a medical professional or receiving Supplemental Security Income or Social Security Disability Insurance benefits. Living or residing in a place not meant for human habitation, safe haven, or in emergency shelter for at least 2 years.

P2 – Priority 2 Individual or a family with at least one individual or an individual that has been documented by a medical professional and is receiving Supplemental Security Income of Social Security Disability Insurance benefits. Living or residing in a place not meant for human habitation, safe haven, or in emergency shelter for at least 1 year or on at least 4 separate occasions in the last 3 years.

P3 – Priority 3 Non-chronic homeless individual or household with children that is unsheltered or residing in an emergency shelter. They have been assessed and determined to be a priority sub-population:

DV - Victims of Domestic Violence VET - Veteran HIV/AIDS

FAM - Household with children under the age of 18 MH – Mental Health UY – Unaccompanied Youth

NP – Non Priority Individual does not meet housing priority status. Reason for NP status:

Authorizing Official Signature

____________________________ Mario Puga CoC Housing and Resource Inventory Specialist (817) 996-7666 mario@ahomewithhope.org

DOPS

DOPS Prioritization Levels

◦ Priority 1◦ Individual with a disability that has been documented by a medical

professional or receiving Supplemental Security Income or Social Security Disability Insurance benefits. Living or residing in a place not meant for human habitation, safe haven, or in emergency shelter for at least 2 years.

◦ Priority 2◦ Individual or a family with at least one individual or an individual that

has been documented by a medical professional and is receiving Supplemental Security Income of Social Security Disability Insurance benefits. Living or residing in a place not meant for human habitation, safe haven, or in emergency shelter for at least 1 year or on at least 4 separate occasions in the last 3 years.

◦ Priority 3◦ Non-chronic homeless individual or household with children that is

unsheltered or residing in an emergency shelter. They have been assessed and determined to be a priority sub-population: ◦ Victims of Domestic Violence◦ Veteran ◦ HIV/AIDS ◦ Household with children under the age of 18◦ Mental Health ◦ Unaccompanied Youth

◦ Non Priority◦ Individual does not meet housing priority status.

Step 4: Process The DOPS

• Results will be attached to client HMIS record

• CAS staff will also email DOPS form and Priority Status directly to Case Manager

Coordinated Assessment

Staff will process the DOPS form & assign a

Priority Status

Priority Status

Step 5: Pursue Housing

Case Manager pursues housing upon receiving DOPS Prioritization Status

Completed DOPS form must be presented with housing application or request for inspection to prevent “Side Door Entry” into housing resources

Coordinated Access to act as the Gatekeeper of Resources

Request for ReconsiderationThere is always room for a difference of opinionTo appeal a prioritization decision◦ Complete the “Request for Reconsideration” ◦ Submit to: Mario@ahomewithhope.org◦ Requests for Reconsideration will be reviewed

every Friday◦ Reconsideration Responses will be sent by close

of business on the Friday they are reviewed◦ Reconsideration decision will be final and cannot

be reconsidered a second time

TCHC Request for Reconsideration Form

To request a Reconsideration of Priority Status:

Please submit this form, along with any additional supporting documentation to: mario@ahomewithhope.org All requests will processed on the Friday of the week they are received by the TCHC Reconsideration Committee. Request response will be sent by the close of business the day it was reviewed.

Client Name: _______________________ Client Date of Birth: ______________

Client HMIS/ETO Number: _______________________________________________

Why are you requesting a reconsideration of prioritization for the client? Please be specific.

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Agency Representative Date Submitted

___________________________________ ___________________________________

Reconsideration Committee Response:

Approved Not Approved

Reason: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

RRF

Maintaining Priority StatusLoss of Priority Status◦ Client Housed◦ Client disappears for more than 15 days◦ Client moves awayChange in Priority Status◦ Client hits 2 plus years of homelessness◦ Client receives a new diagnosis◦ Change in client statusRequired renewal◦ Priority over 90 days old

5 Steps to Prioritization Step 1: Collect The Documentation

Critical Documents Establish HomelessnessDocument Disability

Step 2: Upload The Data

Upload the documentation into HMIS

Step 3: Request The DOPS

Email Request to Coordinated Assessment Staff

Step 4: Process The DOPS

Coordinated Assessment Staff to process documentation, assign priority status and notify case manager

Step 5: Pursue Housing

Present completed DOPS form to housing provider along with Request for Inspection Form