STREET OUTREACH DATA ENTRY WORKFLOW

1. INITIAL CONTACT
   

1. Meet with/observe the client, and collect as much information as you can.
1. Name, Gender, Race and Ethnicity, current location, Current Living Situation can be collected.
   
2. Collected information must be checked/confirmed during engagement.
   
2. Naming Convention – A Code Name can be used to enter and track observed clients into CMIS.
1. First Name – Put the initials of your organization (ex. BCCS) before the client’s first name if they do not provide their full name. If client’s first name is not provided, the First Name field will be an observed descriptive characteristic.
1. Examples: BCCS Thomas / BCCS RedCap
2. Last Name – Put the initials of your organization (ex. BCCS) before the client’s last name if they do not provide their full name. For observed clients, Last Name field will be their location or time of observation.
1. Examples: BCCS WilmingtonRiverfront / BCCS 062920211238PM

2. ENGAGEMENT
   

1. Complete all necessary intake paperwork.
   

CMIS DATA ENTRY

1. BACK DATE MODE
   

1. Set Back Date Mode to date and time of the client’s initial contact or observation.

2. CLIENTS MODULE – SEARCH
   

1. Search for client by their name or using your organization’s initials. Those who do not have a profile already will need to have one created.

3. CLIENT PROFILE
   

1. Enter client’s Universal Data Elements (UDEs). For clients with saved UDEs in the system, review and update, if needed.

4. HOUSEHOLDS
   

1. Check that all household members being served by Street Outreach team are linked under a household. If not, add additional household members now.

5. RELEASE OF INFORMATION (ROI)
   

1. Add two Releases of Information (ROIs) for all household members under: 1) the Parent Provider and 2) the specific Street Outreach project the client is being served by.

6. ENTRY/EXIT
   

1. Review/Update the Entry Assessment based on information received during contact(s) or observation(s), as needed.
1. A new Current Living Situation should be entered for every contact had with the client.
2. All Entry Assessment questions must be completed before or at the Date of Engagement.
   
3. All entry assessment questions (living situation, income, non-cash benefits, insurance, disability) should reflect the client's situation as of their date of enrollment or engagement.

7. DURATION OF PROGRAM ENROLLMENT
   

1. Case Management tab – add clients’ case manager
2. Case Plans tab – upload files relating to clients’ case management.
3. Interims – record updates/changes in a client’s information throughout their program enrollment.
   
1. Additional Current Living Situations, for each contact with the client to be counted.

8. PROJECT EXIT
   

1. Clients are to be exited from the Street Outreach program when they stop receiving services or are not in contact with Street Outreach after 30 days.
1. Select all household members exiting the project.
2. Select the "Reason for Leaving" and "Destination" that best reflects the client’s situation.
3. Update the Exit Assessment with any information not collected at Entry or through an Interim, if needed.