Data & Impact
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.
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.
Why is it important to record a person's race and ethnicity?
Race and Ethnicity data supports system planning, especially related to addressing known inequities.
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
Services should be logged in HMIS within ____ hours of client encounter.
24
True or False: The data collected in HMIS could impact how grantors, funders, and donors decide to fund homeless services programs.
True. Program outcomes are pulled from HMIS and the results directly impact if and how much funders and the government invest in our homeless response system.
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.
When should a client's move in date be entered in HMIS?
On the day they move in, at a minimum within 24 hours of their move-in date
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.
When should clients be enrolled in your housing program in HMIS?
Clients should be enrolled in the housing program on the day of their intake meeting when they accept the housing referral.
Data should be reviewed at three levels: individual, program, and _______.
community/system
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? What might happen if you don’t record a client’s disability in HMIS?
A. They might lose out on housing options
B. They might lose out on services targeted to persons with disabilities
C. Your organization won’t have an accurate count of how many people with disabilities you’re serving
A. They might lose out on housing options
B. They might lose out on services targeted to persons with disabilities
C. Your organization won’t have an accurate count of how many people with disabilities you’re serving
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?
Data quality is the degree to which the data accurately and consistently represents what is happening in the community. The components of data quality are...
accuracy, timeliness, and completeness.
True or False: Qualitative data helps explain the stories and experiences behind numerical trends.
True
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.
Why do we collect social security numbers in HMIS?
Social Security Number (SSN) greatly facilitates the process of identifying clients who have been served and allows projects to avoid creating duplicate records.
Also, an important objective for ending homelessness is to increase access and utilization of mainstream programs and you may need the SSN to help your clients access mainstream services.
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.
Annual assessments must be completed no more than ___ days before or after the Head of Household's project start date.
30
Suppose that your quantitative data seems to contradict what you’re hearing from clients and employees in your system. What should you do?
A. Disregard the quantitative findings
B. Disregard the feedback from clients and employees
C. Use the feedback to examine your data to achieve a deeper understanding
C. Use the feedback to examine your data to achieve a deeper understanding
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 if someone doesn't remember their birth date?
If the client cannot remember their birth year, it may be estimated by asking the person's age and calculating the approximate year of birth. If a client cannot remember the month or day of birth, record an approximate date of '01' for month and '01' for day, and select "Approximate or partial DOB reported”
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
True or False: Case Managers are amazing!
A: True! Case Managers frequently balance crisis response, transportation demands, and significant time in the field with their clients, making traditional office-based approaches to documentation a struggle!