Highlighted Articles and Announcements

• HMIS Reference Guide

  Click on the attachment down below to download the HMIS Reference Guide.

  This is a reference guide for [BoS] HMIS 201 training. This includes screenshots and guidance on the HMIS workflow. 

  Topics 

  1. Accessing and Completing Release of Information (ROI) Page
  2. Adding Client Profiles to HMIS 
  3. Adding Services 
  4. Attendance Based Services
  5. Creating Client Notes and Public Alerts 
  6. Editing a Client's Relation Status
  7. Enrolling Additional Household Members 
  8. Enrolling Clients in a Project 
  9. Exiting Clients from a Project 
  10. Global Household VS Program Household 
  11. Managing the Global Household 
  12. Understanding Individual Enrollments and Group Enrollments 
  13. Moving Clients Between Households
  14. Reactivating Client's Enrollments
  15. How Do I Remove a Program Exit?
  16. Removing a Household Member that was Added in Error 
  17. Removing Clients from a Household in an Enrollment
  18. Searching for a Client 
  19. Status and Annual Assessments 
• How to Submit a Ticket

   

   Zendesk Tickets 

  Creating an Account: 

  Go to the Zen Desk website https://cohmis.zendesk.com. From the main page, click on “Sign In” 

  

  This will open a popup window. Choose “sign up”, then fill out the form. 

  

  ZenDesk will send you an email with the following message: 

  

  Creating a ticket in ZenDesk: 

  Go to https://cohmis.zendesk.com and click on “submit a request”. NOTE: you can create a ticket without logging into or even creating an account, but you will not be able to track tickets entered without a login. 

  

  Fill out the online form.

  **Be sure to choose the correct CoC, so your ticket is delivered to the correct HMIS Lead team.**

  

  Follow the link to log in using credentials you choose. Once logged in, you can see the status of tickets you’ve created. Hover over your log in name on the top right of the screen, then choose “My Activities”. All of your previous tickets should be included in this list. 

  Open the attachment below to learn how to create an account and submit tickets on ZenDesk!

• Clarity End User Guide

  This guide can answer some basic questions about how to use Clarity. It will be updated regularly to include information about changes and updates to Clarity functionality.

• FY 2024 Refresher Training!

  Refresher training is LIVE! You have until September 30th to complete this required training on Data Standards changes that go live on October 1st. If your training is not completed on time, your HMIS account will be deactivated.

   

  Please note, your help desk will not be available on Saturday, September 30th, so we strongly encourage you to make sure you can access the training beforehand in case you need support. You can access the training at the specific link for your CoC:

   

  Pikes Peak/ El Paso County

  MDHI

  Northern Colorado

  Balance of State

• Guide to HMIS Project Types v.1
• The MDHI COHMIS New Agency Welcome Packet

  This packet contains information for new agencies regarding how to join HMIS.  DPALs, feel free to pass this along to knew agencies that are interested in HMIS! 

• How to Reopen a Client that has been Exited

  Reopen Client Enrollment - Bitfocus HelpDesk

  It happens...you exit a client and then realize that you forgot something, or you need to change something. 

  Thankfully, reopening a client's program enrollment in HMIS is simple!

  Just follow these steps:

  1.  Go to the program you need

  2.  Go to the exit screen

  3.  At the bottom, you'll see a "Reopen Client Program" option 

  4.  If you toggle on "Clear All Exit Data," this will clear ALL of the exit data.  If you only want to remove the exit date, do not use this toggle. 

  5.  Make your changes

  6.  Exit the client again with the original exit date if you need to exit them

   

  

• IMPORTANT: Current Living Situation Requirements in HMIS for Street Outreach Programs

  Per the CoC Program HMIS Manual - FY 2022 (via the HUD Exchange): 

  Current Living Situation: A street outreach project is expected to record every contact made with each client in the HMIS via 4.12 Current Living Situation. A contact is defined as an interaction between a worker and a client designed to engage the client. Contacts include activities such as a conversation between the street outreach worker and the client about the client’s well-being or needs, an office visit to discuss their housing plan, or a referral to another community service. A contact must be recorded anytime a client is met, including when an engagement date or project start date is recorded on the same day. 

   

  CoC Program HMIS Manual - FY 2022

• Metro Denver CoC-Specific Project Setup Forms (Jotform)

  Services Form:

  https://form.jotform.com/220955614056052

   

  Project Setup + Bed Inventory Form:

  https://form.jotform.com/220934762199061

   

  Bed Inventory Form

  https://form.jotform.com/221094820824049

• New Client Release of Information (ROI)

  Hello DPALs!

   

  Late last year, we had some communities propose better language for our current COHMIS ROI.  The Colorado Statewide Collab agreed that the proposed language was more client-friendly--the ROI still says the same thing, just in a different way.  Although not all of the proposed changes were approved (for example, changing the length of time the ROI is valid from 7 years to 1 year), the Collab approved the new ROI with the changes to language.  The new ROI is attached here, but will be available in the "Documents and Forms" section on the main page soon.  

  Please reach out to the Help Desk with any questions or concerns!  Thank you!