How to enter the VI-SPDAT survey into HMIS:
Table of Contents
- Definition
- Responsibilities
- Functionality
- Entering a new client survey
3.1.1. Access the Client Menu
3.1.2. System Agency Releases Screen
3.1.3. Intake
3.1.4. Survey Screen
1. Definition
A component of the system that manages the data collected from surveys along with the release of information.
2. Responsibilities
- The primary responsibility of this component is to facilitate the management of surveys:
- Keeping record of scores for the master list of chronically homeless in San Luis Obispo County
- Keeping record of all surveys
- Keeping record of release of information
- Scoring surveys
- Keeping case managers informed about clients ranking on the list
- Case managers must login to see their clients rank and will only have access to clients that have signed the release of information specifically for their agency.
3. Screens to be filled out
These screens will each be visited in the following sections
- Demographics
- Releases
- Intake: project information, Client enters project, Special Needs, Income/Insurance
- Survey
- Additional Question
3. Functionality
- 3.1. Entering a new client survey
- Users for the different agencies will need to access the Coordinated Entry workgroup upon login.
- Click continue after indicating coordinated entry as the workgroup
- 3.1.1. Access the Client Menu
- Search for existing client at least 3 times: use different spellings of their name, and or social security number
- If the client is not found a blank screen should appear. Start by clicking add. Enter in the client’s demographic information
- Enter the client’s information and click save
- If a client is found, please click on the client’s name and go directly to the releases screen and fill that out accordingly that includes new surveys. Please enter the updated agency release of information: see below instructions
- 3.1.2. System Agency Releases Screen
- Click on Releases under the client’s menu on the left side of the screen. The following page should appear (release date should always be the same date you completed the survey, expiration date should be two years from the day of survey completion unless indicated otherwise)
- Enter in agencies that are currently in HMIS on this page (System Agency releases) These agencies should only be entered if the client has initialed off for the to have their information on the 815 in the survey.
- For non system releases click on non system releases for other agencies not found in the first screen.
- Each agency must be entered individually.
The next section that needs completed is on the intake section under clients called project information
- Select the project Coordinated entry and then click save. If the date of the initial survey was not the date you are entering the client into HMIS please change the project start date to reflect the date of the survey. Please also select the case worker that completed the survey with the client. Once you have finished entering information on this screen; click save
Client enters project
- Select the household member: the client whose survey you are entering and fil out the information on this screen. The project start date and date information was collected should be the same. The disabling condition should reflect the answer given on the survey HMIS questions. Click save when you finish entering information on each screen.
Special Needs
- The special needs screen needs to reflect the information collected that was in the HMIS additional question section of the survey. Part of that is now on this screen. Household member should be the client whose survey is being entered. Date information was collected should be the date of the survey.
Income/Insurance
- The income/insurance screen needs to reflect the information collected that was in the HMIS additional question section of the survey. Part of that is now on this screen. Household member should be the client whose survey is being entered. Date information was collected should be the date of the survey. Save when you finish entering data.
- Click the corresponding survey: Single adult, family or youth under the survey menu on the left side of the screen
- Enter the clients information as you would when surveying them
- Once you have clicked save the total score should auto populate at the bottom of the screen ( you will need to scroll down to see it)
- Once you have entered the survey please go to the additional question page located under the clients tab under survey section
That is the last screen that information needs to be enter in to complete a survey.
Please talk to your administrator at your agency for rank/placement on the current master list:
TMHA: Mark Lamore
CAPSLO: Sofi Mundshau
5CHC: Veronica Cabalayn
ECHO: Sam Zimmer
DSS, SSVF, DV agencies, any other agency not listed above: [email protected]
Note: We will still be able to adjust scores if need be. Please contact the HMIS Support email above if you believe the score needs to be adjusted or discussed.