It is important to note that, in HMIS, you cannot create a referral from your program directly into another Program. You must create a referral to one of the virtual CAA holding programs known as Program Transfer - CAA or Housing First Graduates - CAA. Please follow the steps below to complete the process successfully minimize delays that may impact that client. If you are working with a client who needs a transfer to another Housing First program in the Homeless Serving System of Care, please refer this person through Program Transfer. If you are working with a client who is ready to graduate from your Housing First program, please refer this person through Housing First Graduates.
1. Ensure you EDA (Enter Data As) under the correct Program (if your user profile has more than one provider/program associated with it). You must complete the following steps under the program which your client currently has an active entry in and is being transferred out of.
2. Open the client record in ClientPoint and ensure you follow the Golden Rule of HMIS Data Entry. Data can only be completed on a tab once the data elements in the previous tab have been completed.
3. Under the Client's ROI tab, ensure there is a valid Agency/Program ROI.
4. Upload a valid CAA ROI to the Agency/Program ROI row.
- a valid CAA ROI must include the following:
- be completed on the most current version available
- participant name and birthdate
- participant signature and date OR Verbal Consent line completed
- witness name and signature
5. Under the Entry/Exit tab, confirm the client is active in your program. The should only be one active entry per program. A client is active if they have an entry date and no exit date in your program.
6. Under the Client's Assessment tab, complete the following assessment(s) for the correlating program:
- For Referrals to Program Transfer - CAA:
- Program Transfer Application
- For Referrals to Housing First Graduates - CAA:
- Housing First Graduates Application
7. Navigate to and click on the Service Transactions tab.
8. Click on the Add Referrals button
9. Family Programs need to ensure ONLY the Head of Household (HoH) is selected, not the whole family.
10. From the Service Code Quicklist window, select by highlighting 'Housing/Shelter (BH)'
11. Click Add Terms.
12. Scroll down to Search for Providers section, and type one of the below programs in the Search Field, and then press Search:
- Program Transfer - CAA
- Housing First Graduates - CAA
13. Scroll down to Search Results and press the green button with the white plus next to the appropriate program.
14. Scroll down to Referral Data section, and check off Check to notify ServicePoint Providers by Email
- this will send HMIS an email notifying us that there is a referral to process.
15. Scroll down to Referrals section, and ensure the Housing/Shelter box is checked
16. Scroll to the bottom of the page and click Save All
You should now see the Referral to Program Transfer - CAA or Housing First Graduates - CAA has been made. The referral will be processed and moved onto the transfer list for the applicable placement committee. Please email the HMIS Support team with the Client ID to confirm that the referral has been created and processed.
Please note, if the participant is waiting on the Program Transfer or Housing First Graduates list for longer than 90 days, you will be required to update the applicable assessment by using the validation field at the bottom. This will confirm that the information contained within the assessment is still accurate. Simply access the assessment completed previously, confirm all information is still valid, and press the calendar button to update with today's date:
