Key Objectives for the Outreach build:

 

  • Summary Tab adjusted and used for main landing page and data entry
  • Extra tabs hidden as necessary
  • Outreach Client Demographics assessment (contains elements from UDEs and Client Contact Info) to be added/swapped in and set to display on Client Summary Tab
  • Service Locations added – For Service Transactions data capture
  • Service Categories added - For Service Transactions data capture
  • Custom worksheet added if additional data needs to be captured at each touchpoint
  • Visibility Adjustments
    1. Internal Shared Visibility for the organization is maintained
    2. If the program is participating in Coordinated Outreach, add visibility group "Coordinated Outreach Shared Visibility" in Provider Admin --> Provider Visibility Tab
      • Add for:
        • Client Profile
        • Client Demographics
        • Needs  (this will share service transaction and referral data)
        • Case Managers
        • Client Notes
        • (Dynamic tab) Outreach Client Demographics
      • Add the new provider to the Coordinated Outreach Shared Visibility Group in Admin --> Provider Groups
  • Remaining Module Settings adjusted accordingly
  • If Outreach program is part of Coordinated Outreach, add them to the visibility group Coordinated Outreach Shared Visibility (in HMIS) and Coordinated Outreach - List of Participating Programs



Detailed Instructions are as follows:



Build the provider:

  1.    Navigate to Provider Admin and access the level 2 provider (parent organization) you will build the outreach program under.
  2.    Navigate to Maintenance Tab --> Add Provider.  
  3.    Click on Add Subordinate Provider
  4.    Follow the naming convention of this provider in HMIS and its programs and enter in the Outreach Provider name
    • Leave the checkboxes unchecked and create the provider 


            Note:  If this is an organization new to HMIS and there is no level 2 provider, complete steps 1-4 using The Calgary HMIS level 1 provider and build a level 2 provider using the Organization Name.  Once this is complete, access the newly created level 2 provider and follow steps 1-4 to build the level 3 provider.



Navigate to the newly built level 3 Outreach provider using Provider Admin and follow these steps:


        Provider Profile Tab:


              1)   Check Uses ServicePoint and Operational:

               


             2) Add a short description of the Outreach Program if you have it.  This will be viewable by users via ResourcePoint, so be sure not to include any confidential funding information.  Only include a program overview.  (can be pulled from schedule A or sometimes the website, or left blank if none available).  This can be considered optional as it does not affect function, but is nice to have.


             3) Ensure Module Access settings are set to the following (Shelterpoint should be selected for all program builds regardless of whether they use it or not. If a user's default provider is not set up to use Shelterpoint, but they have an EDA to a program that needs it, the Shelterpoint module will not appear. Therefore all providers should have this box checked):

                                            If this is a Mustard Seed program, ensure SkanPoint is also selected


            4) The remainder of the Provider Profile tab is optional.  Enter if you have the information otherwise leave blank.  


            5)  Click Save 


 

Navigate to Admin -->  Assessment Admin --> search and open the Outreach Client Demographics assessment


         1) Add this Outreach provider to "Providers with Access to Assessment" by clicking on Manage Providers      


         2) Save & Exit   


Navigate back to the Outreach provider using Provider Admin. 


Access the visibility Tab


     Visibility Tab:

        

  1. Visibility Adjustments
    1.  If all programs in that organization share an Internal Sharing Group, apply this Internal Sharing group to appropriate areas.  Check other providers that have already been built at that organization and what the visibility settings are for the organization.   In most cases all Static Tab sections, Client Contact Information, and UDEs are shared internally within each organization, so the following steps can be done:
      • Add Internal Sharing group for that organization to all categories in the Static Tab only.  This can be done by clicking the "Add Groups to ALL Objects" at the bottom of the page.  Do NOT do this for the Dynamic Tab.
      • IMPORTANT:   Click on the Dynamic Tab and add this Internal Sharing Group to Outreach Client Demographics
    2. If the Outreach program is part of Coordinated Outreach, add visibility group "Coordinated Outreach Shared Visibility" to the following areas.  If this outreach program is not participating in Coordinated Outreach, skip this step.
      • Add Coordinated Outreach Sharing Group to:
        • Client 
        • Client Demographics
        • Need   (this will share service transaction data)
        • Case Manager
        • Client Note
        • (Dynamic Tab) Outreach Client Demographics
    3. Once the above is complete, if you click to expand each category, it should look something like this

            

                Once complete, move on to the Services Tab.


    Services Tab:


           1) Areas Served and Geography Served can be ignored as we don't currently use them.


           2) For Services Provided, the following can be added as a standardized base for Outreach programs.   These categories were consolidated based off of data from service transactions within the system and commonly used categories.  If changes to categories are needed for the specific provider, they can be added, or removed as necessary.  The objective is to have the categories needed for the organization to capture the data in appropriate categories from their touchpoints with clients.  If they provide a service outside the scope of these services, please feel free to add those categories to ensure the data is captured.



        3) Under Service Settings --> Service Quick List, add the same services above, plus or minus any services you have added or removed: (list in Quick list should match the one above)



       4) Under Provider Service Locations, add in the service locations that will be selectable when users are entering Service Transactions.  If some providers have very specific or limited locations they would like to track, they can be entered here and limited to only those locations . If there are no location preferences, a condensed generic list of target Calgary Neighborhoods can be used:  Service Transactions Locations List - Calgary Neighborhoods .  These will need to be manually added one at a time per provider.  If the generic list is used, ensure to record that the program is using this list in the link, so that the HMIS team can track applicable providers.


               Example of a customized list:        


        5) Under Provider Specific Services, add in any sub categories specific to that provider that should be tracked when users are entering Service Transactions. This is optional and for some outreach programs this may be blank. Sometimes the service categories above are too broad and a program may want to track a more specific subcategory and this can be done here. This section controls what shows up here when entering a Service Transaction: 


       6) Under Service History Display, use the following in this order:


       Once complete, move on to the Module Settings Tab.


Module Settings Tab:


     ClientPoint Module Settings:

            

        1) Set the Client Information Tabs and Client Summary Dashlets to the following.  Ensure Summary has been set to default.  The order of the checked off items matters, so be sure they are ordered correctly relative to each other:



                   Note: If this is a special case and the provider will still be using Entry/Exit and/or Assessments tabs, they will need to be checked off in the Client Information Tabs on the left.


        2) The remaining settings can be set or left as follows:


                Once complete, Save & Exit out of this module and move on to Multiple Services Module Settings


  Multiple Services Module Settings:


         1)   While we try to encourage staff to add services one at a time rather than use the Add Multiple Services option due to worksheets not displaying through multiple services, it is important to adjust these settings in case they do use add multiple services to add service transactions.  Use the following settings:



            Once complete, Save & Exit out of this module and move on to ServicePoint Settings.           


    ServicePoint Settings:


            1) Use the following settings:



        Once complete, Save & Exit out of this module and move on to the Display Settings Tab.


Display Settings Tab:


        Assessments --> Assessment Availabilty Tab:

            

            1) While these settings won't affect display since the Assessment tab is hidden for Outreach programs, to keep settings consistent and to ensure other HMIS administrators know that the assessment is used by this Outreach program, Assign Outreach Client Demographics under assigned assessments:


                


        Assessments --> Assessment Display Settings Tab:


            1) In the Show on Client Summary row, select the Outreach Client Demographics to show.  Everything else can be left blank.  If there is something the Client Profile row, ensure it is cleared:



         Worksheets Tab:


                   1) Assign worksheets to services as needed.  See an explanation below.

  •          This is where you can set worksheets to appear when specific Service Transaction categories are selected when a user is adding a Service Transaction.  If no customizations are needed, the worksheet listed will either say default or blank and can be left as such.  Generally this is the case and unless something specific is required, most new outreach programs have opted to use the default settings and re-evaluate later.  If it is determined additional information needs to be captured, then through a custom worksheet these fields can be added.  Typically the worksheet is created by HMIS Support Specialists by navigating to Admin --> Worksheet Admin if additional data is required to be captured during these touchpoints that isn't already captured elsewhere.  Building a worksheet itself is identical to how an assessment is built.   


  •         Note that capturing information in this way is only best used to capture point in time data at each of those touchpoints.  If an ongoing record that is more easily referred to and updated is meant to be used, then providing a custom assessment and access to the Assessment Tab may better serve this function.


  •         Specific worksheets can be set for each Service and can vary.  A different set of worksheet questions can display for Health Care Referrals, for example, compared to Basic Needs or Food.  In the example below, DOAP is set to use a standardized DOAP worksheet across all services:


                                When adding these service transactions, these extra sections created on the worksheet will show:



       Click Save & Exit

               

Final Steps:

        

  • If an Internal Sharing visibility group is used in this organization (seen while updating visibility above), then add this program to the visibility group by navigating to Admin --> Provider Groups, finding the internal sharing group for that organization, and adding this new provider to it.  For example, if this is a new Alpha House program, add this new Alpha House program to the "Alpha House Internal Sharing" Visibility Group in Provider Groups.  




  • Notify the Data Team and pass along the exact provider name, provider ID, and details of the program so they can add it to the Program Config Table.  Do this by creating a freshdesk ticket assigned to the data team.


  • The Outreach program build and configuration should now be complete and access can be granted to users as needed.