All HMIS Member Agency client data should adhere to HMIS Policy 10.3.2: capitalization guidelines. HMIS Member Agencies are trained on the current method and style Procedure: to enter client level data. No HMIS Member Agency should enter a client in any of the following ways: ALL CAPS all lower case Mix OF loWEr and UPPER cAselEtters Enter nicknames in the name space (please use the Alias box). The Homeless Management Information System staff will evaluate Policy 10.4: the quality of all HMIS Member Agency data on the timeliness of the data entered. Timeliness is an important measure to evaluate daily bed utilization Procedure: rates and current client system trends. To ensure reports are accurate, Member Agencies should ensure that their internal processes facilitate real-time data entry. All HMIS Member Agency client data should be entered in real-time Policy 10.4.1: or no later than hours after intake, assessment, or program or service entry or exit. Real-time is defined as time during which a process takes Procedure: “the actual place or an event Client data can be entered into HMIS in real-time - as occurs.” the client is being interviewed at intake or assessment. The more real-time the data, the more collaborative and beneficial client data sharing will be for all HMIS Member Agencies and clients. The goal is to get all program intake and assessment data into HMIS in real-time. All HMIS Member Agency providers should back date any client Policy 10.4.2: data not entered in real-time to ensure that the data entered reflects client service provision dates. All required data elements including program entry/exit, service Procedure: transactions, universal data elements, and bed management must be entered for each client within 24 hours of program entry/exit or service provision dates. If the
Policy 10.3.2: All HMIS Member Agency client data should adhere to HMIS capitalization guidelines. Procedure: HMIS Member Agencies are trained on the current method and style to enter client level data. No HMIS Member Agency should enter a client in any of the following ways: ALL CAPS all lower case Mix OF loWEr and UPPER cAselEtters Enter nicknames in the name space (please use the Alias box). Policy 10.4: The Homeless Management Information System staff will evaluate the quality of all HMIS Member Agency data on the timeliness of the data entered. Procedure: Timeliness is an important measure to evaluate daily bed utilization rates and current client system trends. To ensure reports are accurate, Member Agencies should ensure that their internal processes facilitate real-time data entry. Policy 10.4.1: All HMIS Member Agency client data should be entered in real-time or no later than hours after intake, assessment, or program or service entry or exit. Procedure: Real-time is defined as “the actual time during which a process takes place or an event occurs.” Client data can be entered into HMIS in real-time - as the client is being interviewed at intake or assessment. The more real-time the data, the more collaborative and beneficial client data sharing will be for all HMIS Member Agencies and clients. The goal is to get all program intake and assessment data into HMIS in real-time. Policy 10.4.2: All HMIS Member Agency providers should back date any client data not entered in real-time to ensure that the data entered reflects client service provision dates. Procedure: All required data elements including program entry/exit, service transactions, universal data elements, and bed management must be entered for each client within 24 hours of program entry/exit or service provision dates. If the
HMIS-Policies-and-Procedures.docx