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Provided by:

P (860) 256-4822

W nutmegit.com

CASEWORTHY

HMIS TRAINING

New DMHAS/PATH Workflow & PATH/DMHAS Pending Enrollments View

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During the Webinar

  • All attendees will be muted
  • Please take a moment to familiarize yourself with the features in Zoom
    • You will use the Q & A feature to ask questions
  • This session will be recorded and posted on www.cthmis.com

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Agenda

  • Reason for the changes to the PATH/DMHAS Workflows
  • New Role DMHAS PATH Street Outreach
  • New PATH/DMHAS Workflows
  • PATH/DMHAS Determination Assessment
  • PATH/DMHAS Pending Enrollments View
  • PATH/DMHAS Requirements Unchanged
  • Reports
  • Key Dates
  • Next Steps/Support

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Reason for the changes to the DMHAS PATH Workflows

  • Why change the PATH Data Collection?
    • PATH is a local outreach program funded by federal dollars, by the Substance Abuse and Mental Health Administration (SAMHSA)
    • SAMHSA has federal data requirements for all programs. Part of DMHAS’s job is to make sure PATH teams are collecting enough data to satisfy those requirements. Because the dollars come from SAMHSA, to DMHAS, and then to agencies, DMHAS has a data system (DDAP) that needs certain data elements to be collected. Because we want you spending your time doing outreach and not entering data into two different systems, HMIS sends information to DDAP, so whenever we make changes we need to make sure they work for HMIS, and for DDAP, so we can continue to receive these federal dollars.
    • Your programs have expressed that the existing data collection process was not ideal for outreach, so DMHAS has worked with Nutmeg to make the improvements you’ll see today.

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New Role DMHAS PATH Street Outreach

and Case Management Tab Updates

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DMHAS PATH Street Outreach Role and Case Management Tab Updates

  • Effective 8/1/22 there is a new Role that will be assigned to all users of DMHAS funded PATH projects in HMIS named “DMHAS PATH Street Outreach”
    • The PATH Outreach Role has been renamed to Street Outreach
  • Case Management Tab > Left Menu Update
    • There will be 2 new options
      • Enroll DMHAS/PATH/Outreach Client - used to access the Pending or Full workflows.
      • PATH Enrollments Pending which will display clients with a Program Enrollment Status of Enrollment Pending

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New DMHAS PATH Workflows

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Goal of the changes to the DMHAS PATH workflows

  • What is the goal of these changes?
    • Decrease the burden of entering new outreach clients into HMIS by having a shorter “pending” referral workflow, giving you more time to spend on outreach activities
    • Decrease the need to maintain separate spreadsheets for PATH contacts when clients are not yet ready to share enough information to complete a PATH enrollment
    • Simplify data collection by allowing staff and supervisors to easily see where clients have completed enrollments vs. have pending enrollments

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New DMHAS PATH Workflows

  • Two NEW DMHAS PATH workflows will be available in CaseWorthy under the DMHAS PATH Street Outreach Role Effective 8/1/22.
    • Enroll DMHAS PATH Outreach Client
      • Accessible via Case Management Tab > Left Menu > Enroll Outreach / PATH / DMHAS Client
    • PATH Full Enrollment Workflow
      • Accessible via Case Management Tab > Left Menu > Case Management > Program Enrollment > Gear > PATH/DMHAS Full Enrollment

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Enroll Outreach/PATH/DMHAS Client Workflow

  • Enroll Outreach / PATH / DMHAS Client Workflow
    • Designed to help with the cohort of clients that were previously not entered into HMIS due to staff not yet having all the required information.
    • New, shorter workflow for DMHAS funded PATH programs, which also meets the HMIS standards for Outreach.
    • Reduced to a collection of bare basics as a result, there are less assessments/questions.
    • Used by: PATH Street Outreach, PATH SO DMHAS/DDaP Funded Programs

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HMIS One Time Fields in PATH/DMHAS Workflows

  • The HMIS One Time Fields form has been added to the workflow
  • The form is also accessible via Case Management Tab > Left Menu > Case Management > Program Enrollment > HMIS One Time Field for updates.

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PATH/DMHAS Determination Assessment

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PATH/DMHAS Determination Assessment

  • New form PATH Determination Assessment
  • Selecting “Enrollment Pending” in the PATH/DMHAS Enrollment Type field will trigger this shorter workflow.
  • Selecting “Complete Enrollment” in the PATH/DMHAS Enrollment Type field will trigger the PATH/DMHAS Full Enrollment workflow.
    • Accessible via Case Management Tab > Left Menu > Case Management > Program Enrollment > Gear > PATH/DMHAS Full Enrollment

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Enroll Outreach/PATH/DMHAS Client Workflow

  • Enroll Outreach/PATH/DMHAS Client (New shorter workflow)
    • Completing this workflow will result in the Client’s Program Enrollment Status showing as Enrollment Pending on the Program Enrollment Summary form.

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  • Program Enrollment Summary form Accessible via Case Management Tab > Left Menu > Case Management > Program Enrollment

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PATH/DMHAS Pending Enrollments View

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PATH/DMHAS Pending Enrollments View

  • PATH/DMHAS Pending Enrollments View
    • This view was developed to assist with keeping those enrollments that haven’t gone through the “PATH Full Enrollment” workflow on your radar.
    • Two versions of the view will be available
      • Org Specific - Only pulls clients in the Organization in your User Area (top right corner)
      • System Wide - Pulls all clients with the Enrollment Pending Enrollment Status
  • Accessible via Case Management Tab > Left Menu > Case Management > PATH/DMHAS Pending Enrollments View

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PATH/DMHAS Pending Enrollments View

  • Only clients with a Program Enrollment Status = Enrollment Pending will show in this view
  • Those that have the PATH Full Enrollment completed will not show up here
  • This list should be monitored to ensure that clients who need a full enrollment get one

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  • Accessible via Case Management Tab > Left Menu > Case Management > PATH/DMHAS Pending Enrollments View

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New PATH Full Enrollment Workflow

  • The new PATH Full Enrollment workflow option is located in the Program Enrollment Gear.
    • Note, this option will ONLY show if Client’s Program Enrollment Status is Enrollment Pending on the Program Enrollment Summary form.
  • Accessible via Case Management Tab > Left Menu > Case Management > Program Enrollment > Gear

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New PATH Full Enrollment Workflow

  • Data entered via the Enrollment Pending workflow will pull into the PATH/DMHAS Full Enrollment workflow.
    • You will need to select “Complete Enrollment” in the PATH/DMHAS Enrollment Type field on the new PATH Determination Assessment form to trigger the PATH Full Enrollment workflow.

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Enrollment Pending Workflow/Complete Enrollment Workflow Forms

Enrollment Pending Workflow

  1. Add Client Demo
  2. HMIS Add Family Spreadsheet
  3. ROI - Defaults to Verbal
  4. Enrollment Form
  5. HUD Universal Data
  6. HUD Program Data
  7. PATH Determination Assessment
  8. HMIS One Time Fields

Complete Enrollment/PATH Full Workflow

  1. Add Client Demo
  2. HMIS Add Family Spreadsheet
  3. ROI - Update from Verbal!
  4. Enrollment Form
  5. HUD Universal Data
  6. HUD Program
  7. PATH Determination Assessment
  8. CT Custom Assessment
  9. HUD Financial Assessment
  10. DMHAS/DDaP Assessment (less questions)
  11. HMIS One Time Fields

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PATH/DMHAS Requirements Unchanged

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PATH/DMHAS Requirements Unchanged

  • Current Living Situation
    • Required at each point of contact/services are provided
    • Accessible via Left Menu>Case Management>Current Living Situation
  • Address and Contact Info
    • Required for DDaP extract after enrollment is complete.
    • Accessible via Left Menu>Case Management>Address and Contact Info
  • Referrals (PATH Specific)
    • Required each time a referral is made
    • Accessible via Left Menu>Case Management>Referrals (PATH Specific)

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DMHAS/DDaP Requirements Unchanged

  • Case Notes/Services (DMHAS) required!
    • Service entries require a minimum of 5 minute increments and then can be any increment after that ex. 13 minutes.
    • Accessible via Left Menu>Case Management>Case Notes/Services (DMHAS/PATH)
    • Sharing - Default for Case Notes is Not Shared
      • Users must change this field to Shared if they wish to have the DMHAS PATH case note visible to others outside of their Organization
  • During/Annual Program Assessments (DMHAS Funded Projects)
    • Require a new Case Note/Service (DMHAS) also get added with the same date
    • Accessible via Left Menu>Case Management>Program Enrollment>Gear>New During or New Annual Assessment

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Reports

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Reports

  • Run early, run often!
  • Located in the Administration section of CaseWorthy
  • Below is a list of different program types and the Compliance (Funder) Reports that should be run for the PATH/DMHAS Funded Projects
    • PATH – PATH Report
    • DMHAS/DDaP – DDaP Export
      • Pipe Delimited Text is the format required to export your data to DDaP
    • All Program Types - Client Data Quality Report

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Key Dates

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Next Steps/Support

  • Enroll New Clients/Update Existing Clients/Exit Clients
    • Provide feedback on the changes!
  • ROI - Remember to add a new ROI when you have a signed form as the default in the workflow is Verbal.
  • Run and Review Compliance reports (PATH/DDaP Export)
    • Export reports to Excel for review and as PDF for submission
  • Support:

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