This article is for the GCBHS Family Outreach team to confirm living situations for families referred from STEH CAP to the STEH Street Pop agency in Clarity.
In this article:
- How to access Pending Referrals
- How to update the Referral Screen
- How to enroll the household in the Steet Pop (Certified Program)
- How to complete a Current Living Situation
To access referrals in Clarity, click on the Referrals tab in the top-right corner of the screen under your initials.
In the Referrals tab you can see a list of pending clients. Under the clients' names, is the referred to program and referring program. There is also information on the date the referral was made, whether it is qualified, and how many days it is pending or in process. To select the client, click on the edit button next to their name.
Inside the specific client's referral, you will see their general referral info. Such as the "Referred to Agency," yours, the "Referring Agency" (the Referring Agency will always be "STEH - CAP)," the date the client was referred, who has been assigned to the referral, and the current status of the referral.
When receiving a new referral from CAP, make sure to click on the edit button next to the Current Status heading and change the status to "Pending - In Progress" to notify any relevant workers that the referral is being worked on.
Scroll down past their general referral info to the notes section. This is where notes relating to the client's referral are found.
All contacts (or attempts of contacts) with the client to confirm their homeless status will be recorded in the notes section of the referral. Document any related information and click on the Send Note button at the bottom of the page.
If the client is confirmed to be anything other than street homeless, the referral must be denied. Click on the edit button next to the word "Pending" in the Current Status heading of the general referral info.
Fill out why the referral is being denied by selecting "Provider" for the Denied By Type and "Lack of Eligibility" for the Denied Reason.
If a client is eligible for Street Pop program enrollment, go into their client-level navigation Programs tab (found under the client's name).
Scroll down past their program history to the Programs Available header and select "Street Pop (Certified)."
Click on "Street Pop (Certified)" to expand it to show the members in the client's Global Household. Make sure to toggle on all family members who should be enrolled in the program (their toggle turns blue when toggled on). Click the Enroll button at the bottom of the page.
The next step is to fill out enrollment info for both the Head of Household (HoH) client first and then the family members.
To be eligible for this program, the Type of Residence drop-down should always be "Place not meant for habitation."
After filling in all the required information, click the Save & Next button at the bottom of the page to be taken to the next household member's enrollment page. Complete all required data for each household member. Different data is collected for adults and children.
If there is more than one other household member, there will be a Save & Next button that will repeat the household member enrollment screen for each client. The button will say Save & Close once the last one is filled out. Click the Save & Close button to complete the program enrollment.
Clarity should direct you to the head of household's program assessment screen
The last step in this process is to complete a "Current Living Situation" assessment. Go into the active Street Pop (Certified) program enrollment for the HoH; Go to the Assessments tab in the program-level navigation and click Start.
Opposite to how all household members must be toggled on for the initial enrollment, when performing a Current Living Situation assessment, you will toggle all the household members aside from the HoH off before creating and adding the assessment.
There are three pieces of information needed in a Current Living Situation assessment. The date of contact, the current living situation, and the location details. The "Place not meant for habitation" you selected during program enrollment should automatically cascade into the assessment under Current Living Situation.
Clicking Save & Close at the bottom of the window will complete the assessment.
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 about a particular client, please do not send sensitive personally identifiable information (Sensitive PII) through email, such as full name, social security number, or any other information used to determine a person's identification. Instead, please send the Clarity Unique Identifier found on the client's Clarity Profile page. You can use the messaging system in Clarity if you need to send sensitive personally identifying information.