HMIS User Group Meeting March 8 2018 HMIS

HMIS User Group Meeting March 8, 2018

HMIS Team Updates and Introductions • Britany: HMIS Manager • Jenn: Research and Data Specialist • Michelle: HMIS Support Specialist – Data quality whip • Lloyd: HMIS Support Specialist – Privacy guru • Nikki: HMIS Support Specialist – Community connector

General HMIS Updates • HMIS Downtime • New HMIS Policies and Procedures Document • Software Review • Assessment Changes • HMIS Training Update • Wellness Checks • Homelessness Data Sharing Initiative Conference • Information Sharing Practice Survey

HMIS Daytime Upgrade WHEN: March 16 th 2018 TIME: 11: 00 am - 3: 00 pm WHO: Everyone will have no access to the system WHY: There are some back end updates that need to occur. You should not see any changes to your programs or system once it is back up and running.

HMIS Privacy Impact Assessment • Purpose • To allow the future entry of collected information by health custodians • To ensure compliance with the Health Information Act • Process • CHF is currently completing a PIA which looks at the collection, use, disclosure and dissemination (destruction) of records within HMIS • Currently finalizing the PIA document for submission to the Office of the Information and Privacy Commissioner of Alberta (OIPC)

HMIS Policies and Procedures Document Important Changes: • Alignment to include compliance with the Health Information Act • Added definitions of breaches, custody, control, data ownership, use and disclosure • Updates to section 4 Collection, Use and Disclosure of Personal Information: • Recognizing that HMIS will now be FOIP & HIA compliant and that all agencies using HMIS must be FOIP compliant at minimum • Clearer outlined obligation to protect personal information by defining custody and control of records as well as outlining responsibility for hardcopy of records • Outlining of requirements where the sharing of information that is deemed health information may occur • Addition of section 4. 10 regarding the Client revocation of consent to collect information

GOA Software Review Project has been delayed as a result of ministry budget and capacity restrictions at the GOA Solution Analysisexpected to be completed. June 30 2018 • Environmental scan • estimated costs, and a recommended/preferred solution Community Engagement on identified Solution July 2018 – September 2018 • Gain community feedback • Develop submission plan to GOA for final approval • Begin planning change/implementation plan

Question Changes Gender Picklist • Removal of Transsexual • Possible addition: • Trans Female (MTF or Male to Female) • Trans Male (FTM or Female to Male) • Gender non-conforming Ethnicity Picklist -We will be removing a ton!!! • ONLY OPTIONS: • Caucasian • Aboriginal • Other

HMIS Training Update We’ve moved our training space ! • HMIS Training Lab: Located in the Crossroads Building - 2 nd Floor, 316 7 Ave SE (Same building as the SORCe) • All HMIS training to occur in new space, including ART Training and Report. Writer training Dress for warm weather!

Wellness Checks Kick off – Next week(s)! • Our chance to re-connect with community, and ensure HMIS is being maximized • Your chance to meet with us, ask questions, improve understanding/utilization Deadlines • Agency admin form due: April 20, 2018 • Community survey due: April 27, 2018

Homelessness Data Sharing Initiative Conference 3 rd Annual Homelessness Data Sharing Initiative Conference May 28 -29, 2018 Expanded to a 2 -day event!

HMIS Focused Day 2 Relevant to HMIS leaders in community Themes: ØHow to go live with and utilize real time data ØData integration across multiple systems/funders/agencies ØPrivacy implications of both data integration and showcasing live data. Keynote Speakers: ØAbby Schachter: Program Evaluator at the King County Department of Community and Human Services’ Performance Measurement and Evaluation Team. ØKira Zylstra: Acting Director of All Home, the Continuum of Care (Co. C) lead for Seattle/King County. http: //allhomekc. org/quarterly-data/

Information Sharing Practice Survey Collaborative for Health and Home - Recommendation # 5 Open Communications within the Homelessness Sector Work plan Tactic #1 Identify and recommend an information sharing process that benefits the clients

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Housing First Specific Updates • Minor Assessment Question Changes • F. A. Q. on Assessment Questions • KPIs for new fiscal year • New/Updated ART Reports • New Transfers Process • Program name change in the system

Housing First Assessment Changes • Graduation Barriers – Housing First programs only

Frequently Asked Questions - Assessments Are you currently housed? Intended to show whether the client is housed at time of the assessment. If client is currently incarcerated, treatment or medical facility etc. but has a unit secured for them upon discharge, this client is considered housed. Have you achieved permanent housing throughout the past 3 months? The client has been consecutively housed for the past 3 months and did not experience an interruption in housing. If a client is currently incarcerated, in treatment or medical facility etc. but has a unit secured for them upon discharge, this client is considered housed. Were you rehoused within the last 3 months? Captures if a client changed housing (for example new lease signed, this does not include a switch of units within the same building) during the quarter when the follow-up is completed

Key Performance Indicators Continuous Improvement!!

Fiscal 2018/19 Housing First Program Metrics No new KPIs for F 18/19 • One calculation tweak to the “Housed” metric Housed: Clients with a move-in date over the quarter, plus the number of clients housed in the program at that quarter’s 3 month assessment, divided by the total number of active clients (occupancy minus exits ). Data pulled from: Housing First Move-in Assessment + Housing First Follow-up Assessment Clients counted in this metric: Anyone who has a move-in date that falls within the quarter, as well as client’s who answer “Yes” to “Are you currently in stable housing? ” in their 3 month follow-up assessment for that quarter

ART REPORTS • Head of Household Timeliness ART Report • New CHF Housing Assessment Completion ART Report

Updated Timeliness Report

Updated Timeliness Report

ART Changes • Reporting for clients after 60 months in program: Timeliness ART Report 60+ Month updated to have functionality to include 63+ assessments including 60+ F 18/19 Q 1 -Q 4 assessments • Quarterly ART Reports: In the last month of the quarter, pull/send quarterly ART Reports instead of monthly ART Reports. • Ex. The end of June marks the end of Q 1, when pulling ART reports in July, pull the reports for all of Apr, May, and June Take an ART Report Schedule before leaving

Transfers NEW TRANSFERS PROGRAM Step 1 – EDA “Transfers Program” Step 2 – Complete : a. VI -SPDAT b. ROI c. Entry into program Step 3 – Will be triaged at placement committee ** You will now receive Referrals to your program from Transfers not CAA *** Manuals are coming…… r to Simila U the CS m Progra

Program name change in the system We are matching your contracts!!!! To be done - MAY-ish More info to come

Open Forum