Southern Nevada COVID-19 Process in CMIS/HMIS

Clarity Human Services Training

Updated April 22, 2020

SN COVID-19 Process in CMIS/HMIS• Three scenarios:

▪ “Hospital Scenario” - Clients are discharged from the hospital and referred▪ “Essential Personnel Scenario” - Essential personnel cannot return home due to

possible exposure▪ “Provider Scenario” - Clients are not referred from the hospital and instead are

working directly with providers

SN COVID-19 Process in CMIS/HMIS

THE ESSENTIAL PERSONNEL SCENARIOEssential personnel cannot return home due to possible exposure

ESSENTIAL PERSONNEL SCENARIO

• Step 1: Essential personnel are referred to the Matchers for housing placement• Step 2: (MATCHERS) Make contact with the essential worker• Step 3: (MATCHERS) Search for the essential worker• Step 4: (MATCHERS) Document a Release of Information for the essential worker• Step 5: (MATCHERS) Complete the COVID-19 Triage/Screening Tool assessment in

HMIS• Step 6: (MATCHERS) Refer the essential worker to the appropriate project for

essential personnel• Step 7: (MATCHERS) Enroll the essential worker in the project• Step 8: (MATCHERS) Exit the essential worker from the project when they are no

longer being served

Step 1 - Essential Personnel are Referred to Matchers for Housing

Placement• Essential personnel are provided with an Essential Employee Referral Line

telephone number to reach Matchers.▪ (702) 420-8219▪ Available 24/7

Step 2 - (MATCHERS) Contact the Essential Worker

● Make contact with the essential worker

Step 3 - (MATCHERS) Search for the Essential Worker

If the worker is not found, click “Add Client” and create the client’s profile.

FIRST! SWITCH TO THE *SNV - COVID 19 AGENCY IN HMIS

Step 4 - (MATCHERS) Document a Release of Information for the

Essential Worker• If a valid ROI is already in the worker’s record, do not document another one

▪ An ROI is valid if it has not expired

Step 4 - (MATCHERS) Document a Release of Information for the

Essential Worker, cont’d.• Acceptable documentation types:

▪ Electronic signature▪ Attached PDF▪ Signed paper document▪ Verbal consent- Temporarily allowable to ensure safe social distancing practices- Change the ROI End Date to 90 days after the Start Date (only if selecting Verbal

Consent).

Step 5 - (MATCHERS) Complete the COVID-19 Triage/Screening Tool

• Click the global Assessments Tab and click Start next to the COVID-19 Triage/Screening Tool

Step 5 - (MATCHERS) Complete the COVID-19 Triage/Screening Tool,

cont’d.

• Question 1: Are you an essential worker who cannot currently return home due to your potential exposure?▪ When the response is Yes, “Refer to Shelter for Essential Personnel” appears on the screen.- Save the screen and advance to the Eligibility Determination Screen.

Step 6 - (MATCHERS) Refer the Essential Worker to the Appropriate

Project for Essential Personnel• From the Eligibility Determination Screen, refer the client to one of the

following shelters for essential personnel, based on availability (contact Diamond Group or Four Points first to assess availability)▪ *Diamond Group I/Q - First Responders (Shelter for Essential Personnel)▪ *Four Points I/Q - First Responders (Shelter for Essential Personnel)

Step 6 - (MATCHERS) Refer the Essential Worker to the Appropriate

Project for Essential Personnel, cont’d.

Step 6 - (MATCHERS) Refer the Essential Worker to the Appropriate

Project for Essential Personnel, cont’d.

Include the essential worker’s contact information in the Referral notes.

Step 6 - (MATCHERS) Refer the Essential Worker to the Appropriate

Project for Essential Personnel, cont’d.

• Advise the essential worker where they should go. Provide them with the name of the shelter, address, a contact person, and the contact person’s telephone number.▪ If the referral is to the Diamond Group, advise the essential worker that

they will need to provide their name, an email address, and a credit card (for a refundable $1 charge) to the Diamond Group prior to checking in.

Step 7 - (MATCHERS) Enroll the Essential Worker in the Project

• Remain logged in under the *SNV - COVID 19 agency

• Click on the Referrals tab• View Pending referrals

Step 7 - (MATCHERS) Enroll the Essential Worker in the Project

• Identify a worker who has been referred to your project. For example:

Step 7 - (MATCHERS) Enroll the Essential Worker in the Project

• Click the worker’s name• Click the global Programs Tab

• Click the down arrow next to the appropriate Project in the Programs:Available section. For example:

Step 7 - (MATCHERS) Enroll the Essential Worker in the Project

• Ensure you are enrolling the worker in the correct project▪ Identify the “pending referral notification”

• Click Enroll• Complete and save the enrollment screen

Step 8 - (MATCHERS) Exit the Essential Worker from the Project

• Essential worker will advise the Matchers when they are leaving the shelter for essential personnel

• Exit the worker when they are no longer being served • Click on the project-level Exit tab

• Complete and save the Exit screen.

SN COVID-19 Process in CMIS/HMIS

Essential Worker Scenario Demo in Clarity

SN COVID-19 Process in CMIS/HMIS

• Resources ▪ Bitfocus Help Desk- nevada@bitfocus.com- 702-614-6690 x2

▪ Online Support Portal: get.clarityhs.help▪ The new Help widget, located at the bottom right of the screen in Clarity

SN COVID-19 Process in CMIS/HMIS