Before we start:

 



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 provider using Provider Admin and follow these steps:


        Provider Profile Tab:


              1)   Check Uses ServicePoint and Operational:

               


             2) Add a short description of the 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 the following:


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

                        

                        If the provider will be using ShelterPoint, ensure ShelterPoint is also selected


            4) Scroll down to Contact Information --> Contact Personnel

                              

                   Add in the main contact at that program.  If this contact person is the main contact that should be receiving email notifications of incoming referrals to their programs (via CAA, PT, HFG), ensure Receives Email is checked off.

                


 

            5) The other items in the Provider Profile tab are optional and can be skipped


            6)  Click Save 


 

Navigate to Admin -->  Assessment Admin --> search and open the assessments that this provider will be utilizing (ie Housing First Move-In Assessment)


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


         2) Save & Exit   


Repeat the above steps for each assessment that the provider will be utilizing to ensure that the provider has been added under each assessment.



Navigate back to the provider you are building 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 Client Contact Information and Universal Data Elements
    2. 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, at minimum this needs to include "Housing/Shelter".  Additional categories can be added based on services provided in that program.  Other commonly used categories are "Information and Referral" and "Case/Care Management."  The main goal of this section is to include service types that could be beneficial to capture.  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.  Below is an example of the services used for Outreach Programs:



        3) Under Service Settings --> Service Quick List, add the same services that you entered in the steps above above (list in Quick list should match the one above that you have created).  As an example, below are the service quick list items for Outreach Programs:



       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 many 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. These settings will affect the columns that display when looking at client service history in the service transactions tab:


       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 Client Profile has been set to default.  The order of the checked off items matters, so be sure they are ordered correctly relative to each other.  If the program does not serve Families, the Households option can be deselected to hide the tab.:



                   


        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 ShelterPoint Module settings if the provider will be using ShelterPoint.  If ShelterPoint will not be used, continue on to the Display Settings Tab.


 ShelterPoint Module Settings:


If ShelterPoint will be used for this program, follow the following steps:


        1) Under Shelter Information Tab, set Shelter Service Code to: Emergency Shelter (BH-1800).  This will affect all Shelter Stay data that is written for this provider in the system to be under this service code.  While you may be tempted to set this as a more accurate code to reflect the program name, the code BH-1800 is used in several reports and in the warehouse for identifying and pulling ShelterPoint data (including Shelter Stays).  If, in the future, the code does not need to remain the same for consistency, this can be adjusted to better reflect the program.


       2) Under Shelter Configuration Tab, use the following settings:



           Check-In Alert settings at the bottom (if you see them) are not currently used in our system for our programs.


       3) Under Unit Lists Tab, add in unit lists and match configuration to the layout of each program location (if necessary).  This can be flexible and layout is intended to make it easier for the program to manage their clients, so this feedback can be obtained directly from the program.  When creating a new Unit List, under Type, select Mixed Singles Shelter/Housing.  If no particular layout is necessary, I suggest using Person Slots as level 3 and include the number of slots available in that program.  Once levels 1,2, and 3 are determined, click Save to see additional customization options for building the unit.

        

           Once the Unit Lists are complete, click Save & Exit and move on to the Display Settings Tab.



Display Settings Tab:


        Assessments --> Assessment Availabilty Tab:

            

            1)  Assign the assessments the program will be using under assigned assessments by clicking the green plus sign next to applicable assessments.  If the correct assessments aren't showing, navigate to Admin -->  Assessment Admin and ensure this provider is added to the assessment you are looking to add.


                


        Assessments --> Assessment Display Settings Tab:


            1) In the Show on Assessment Tab Default , select Client Contact Information.

            2) In the Show on Client Profile, select Universal Data Elements


  Everything else can usually be left blank, however these can be adjusted based on workflow needs.  Each of these assigns what default assessment will show in each scenario.  Show on Assessment Tab Default will show this assessment by default when first accessing the assessments tab.  Show on Client Profile will display the specified assessment on the client profile tab.  In the Exit assessment display, show on standard entry or show on standard exit will display the selected assessment when an Entry or an Exit is added for the client.



         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.  


  • If it is confirmed that the program is involved with Coordinated Access and Assessment and/or referrals through Program Transfer or Housing First Graduates,  complete the following steps:
    1. In Admin --> Provider Groups, add them to the visibility group "<provider name> - CAA Only" .  Usually each organization will have their own CAA Only visibility group, so this will add them to this group.  For example, if this is an Alpha House program, add them to the visibility group "Alpha House - CAA Only".  If there is no CAA only group yet for this provider, create one using "Organization Name - CAA Only" as the naming convention and add this provider to this group.


               2. Navigate to Admin --> Picklist admin and search for CAA Housing Programs.  Add this new provider to this list following the naming convention "Organization name - Program Name (programID)" 


               3. If the program uses the CHF Housing Assessment, Navigate to Admin --> Picklist admin and search for Programs Completing Housing Assessment.  Add this new provider following the naming convention "Organization name - Program Name"

                         


  • Consider if there are any other picklists this new provider needs to be added to and ensure they are added.


  • 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 with the details included and assign the ticket to the data team.


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