Data & Impact
Rapid Re-Housing programs have three measures of success. They are:
- Reducing the amount of time clients spend homeless
- Increasing exits to permanent housing
And
- ______________________________
Reduce returns to homelessness within a certain time frame
True or False: High-quality documentation contributes to participant outcomes, program performance, and accountability.
True. Documentation is not merely an administrative task. Effective documentation supports participant outcomes, strengthens accountability, and demonstrates the value of services provided.
True or False: Every client encounter should be documented in HMIS.
True. Effective documentation supports participant outcomes, strengthens accountability, and demonstrates the value of services provided.
Choose all that apply. Case notes:
A. Tell the story of participant engagement
B. Document barriers encountered and interventions provided
C. Document progress toward housing stability
D. All of the above
D. All of the above
True or False: Copies of a client's rental agreements/lease, benefit applications, and other important paperwork should be uploaded in Client Files in HMIS.
True. Client Files in HMIS is a safe and secure place to keep copies of a client's important documents. Clients have a right to access those documents by request at any time.
What might happen if a client's move in date is not recorded in HMIS?
They look like they remain unhoused and their successful move-ins are not counted toward program outcomes.
Timely data is entered within:
A. 24 hours
B. 72 hours
C. 5 business days
D. 1 week
A. Best practices are to enter data within 24 hours. However, the Indianapolis CoC Written Standards allow 8 days for data entry!
The purpose of HMIS Alerts is to __________________________
Communicate housing status across providers, coordinate care, and to help locate clients.
True or False: Effective case notes should be timely, factual, outcome-focused, efficient, and purposeful.
True! Outcome-focused case notes emphasize participant engagement and progress.
If a client isn't home/doesn't answer the door at the scheduled home visit time, which service should be logged in HMIS?
Attempted Client Contact
True or False: The data collected in HMIS could impact how funders/donors decide to fund homeless services programs.
True. STHI outcomes are pulled from HMIS and the results directly impact if and how much funders invest in STHI.
True or False: HMIS does not help tell clients' stories.
False. Logging services and entering case notes should complement the Housing Stability Plan, the client's goals, and help tell their story.
When should clients be enrolled in STH RRH in HMIS?
Clients should be enrolled the day they are introduced to their housing case manager during the warm-handoff with the outreach or navigation team.
Choose which of these is NOT considered trauma-informed case notes:
A. Using Person-First Language. Avoid labels and judgmental terminology.
B. Focus on Observable Facts. Describe behaviors rather than assigning motives.
C. Record every detail. Include details about the traumatic story they shared.
D. Highlight Strengths. Document resilience, choices, and progress whenever possible.
C. Record every detail. Include details about the traumatic story they shared.
Trauma informed case notes use person-first language, focus on observable facts, and highlight client strengths.
How soon after a client encounter should case notes and services be logged in HMIS?
Within 24 hours of the encounter is best practice. In the CoC Written Standards, we expect data to be entered within 8 days.
True or False: Case notes provide evidence needed for monitoring and compliance.
True. Strong documentation supports accurate reporting and demonstrates program effectiveness.
Choose all that apply. Case notes should include:
A. Purpose of visit
B. Intervention
C. Client Response
D. Next Steps
All of the above! Good case notes answer five essential questions:
1. What happened?
2. Why did it happen?
3. What action was taken?
4. How did the participant respond?
5. What happens next?
When should a client's move in date be entered in HMIS?
Within 24 hours of their actual move-in
Choose which are examples of trauma informed writing.
A. Client was manipulative.
B. Participant expressed frustration regarding program requirements and declined the referral offered.
C. Participant lied about pursuing the healthcare referral because they don't want to get better.
D. Client reported increased anxiety related to going to the doctor.
B. Participant expressed frustration regarding program requirements and declined the referral offered.
And
D. Client reported increased anxiety related to going to the doctor.
Choose all that apply. When front line staff value and use data, they may...
A. Better understand how their work impacts outcomes for clients
B. Come up with ideas for improving your organization’s work
C. Become leaders in promoting a data-emphasized culture
All!
A. Better understand how their work impacts outcomes for clients
B. Come up with ideas for improving your organization’s work
C. Become leaders in promoting a data-emphasized culture
What STHI approval process is directly impacted by case notes and documentation?
The STHI housing extension pathway. Accurate and timely case notes and documentation help tell the clients' story and speeds up the approval process.
True or False: STHI Case Managers are amazing!
A: True! Housing CMs frequently balance crisis response, transportation demands, and significant time in the field with their clients, making traditional office-based approaches to documentation a struggle!
Choose which HMIS services are applicable for this scenario: Upon entering the client's home, the windows were fogged up and the client was sweating. Client reported that they didn't sleep well last night because it was too hot and the AC stopped working 2 days ago.
A. Maintenance Issue
B. Behavioral Health Appointment
C. Client Contact
D. Case Management
At minimum, choose:
A. Maintenance Issue
However, C. Client Contact and D. Case Management may also apply.
Choose all that apply. Client case notes should reflect:
A. unconditional positive regard
B. case manager opinions
C. use of correct pronouns
D. using client's language as appropriate
A. unconditional positive regard
C. use of correct pronouns
D. using client's language as appropriate
What tips would you recommend other/new housing case managers for entering timely and accurate case notes?
- Write down brief notes during or immediately after client interactions
- Voice-to-text notes between home visits
- Use a paper case note template to jot down notes during client interactions
- What else?