The Emergency Housing Voucher (EHV) program is a HUD funded collaboration between Cincinnati Metropolitan Housing Authority (CMHA) and the Cincinnati/Hamilton County CoC. You can learn more about Emergency Housing Vouchers here.
We have built a process in Clarity to:
- Collect required data/documentation
- Track referrals to the EHV program
- Track outcomes of clients referred to the EHV program.
This article will take you through the process of entering data into the YWCA instance Clarity. This process is specific to the YWCA, Cincinnati/Hamilton County's Domestic Violence housing provider.
Referrals to EHV
- All referrals will come through Coordinated Entry.
- Once a household (individual or family) has been identified as a priority for EHV housing, the STEH Coordinated Entry team will notify the case manager/outreach worker assigned to the client.
- The case manager/outreach worker will enroll all household members using the housing voucher into the STEH Emergency Housing Voucher program.
- The STEH Coordinated Exit team will evaluate the referral, determine eligibility, refer the household to CMHA (if appropriate), and track/document the progress. Case managers/outreach workers will be notified if a client household receives an Emergency Housing Voucher from CHMA.
Entering EHV Referrals into Clarity
1. Switch to the STEH Coordinated Exit agency in Clarity by using the down arrow under your name. (Contact HMISsupport@end-homelessness.org if you require access to this program.)
2. Search for the Head of Household (HoH) in Clarity using the Unique Identifier given by the Coordinated Entry team. Click the edit button next to the client's name. (Most clients referred to the EHV program should already have a record in Clarity; however, if the client does not have a record in Clarity follow the steps to add a new client record.)
3. Go to the PROGRAMS tab, scroll to PROGRAMS: AVAILABLE, and click on the arrow next to the EHV Referral program.
4. Toggle on all applicable household members, click enroll.
5. The majority of the information for the referral will only be collected for the HoH.
6. Once the enrollment has been completed, a report is automatically sent to STEH Coordinated Exit. The report will highlight the client's enrollment details, but this report will not contain any personally identifying information. Once Coordinated Exit has received the report, they will contact the assigned staff noted on the EHV enrollment and provide a link to a secure One Drive folder.
7. Upload the required supporting documentation (photo ID, birth certificates, social security cards) for the client in this One Drive folder. Once the referral enrollment has been submitted and supporting documentation has been uploaded, the STEH Coordinated Exit team will have what they need to process the referral.
8. Coordinated Exit will provide updates on the status of the referral. Assigned staff will update the client's enrollment in the 'Referral Update' section of the enrollment which can be found at the bottom of the enrollment.
9. Exit the client from the program.
If the client disappears or obtains housing outside of the EHV voucher during this process, notify STEH Coordinated Exit and exit the client from the EHV program using the appropriate 'EHV Exit Details' option.
If the client is denied or their voucher expires, exit the client from the EHV program using the appropriate 'EHV Exit Details' option.
If the client is successfully housed, exit the client from the EHV Program using the appropriate 'EHV Exit Details' option.
Contact Us
If you need help, or wish to offer suggestions or feedback, please contact the Cincinnati/Hamilton County HMIS support team at HMISsupport@end-homelessness.org or by calling 513-263-2790 9:00am - 3:00pm Monday-Friday (excluding holidays).
When contacting HMIS Support, please do not include any Personal Identifiable Information (PII) such as names, social security numbers, birth dates, etc. Please use the Clarity Unique Identifier found on the Clarity client profile page.