HUD Verification Sub-Assessments Workflow

HUD Verification Sub-assessments Workflow

Oakland County HMIS 5.13.16

ENTRY

Per the 2014 HUD Data Standards, Data on Income and Sources collected at project entry and project exit are to reflect the information as of the date of entry and exit. Data collected at project entry and exit are to be dated the same date as the date of project entry and the date of project exit.

1.  MONTHLY INCOME/NON-CASH BENEFITS

a.  If data was previously entered into the sub-assessment, review all 16 income sources and 8 non-cash benefit sources for accuracy and completeness. .

b.  End date all income sources and cash benefit sources that are not 100% accurate. The end date is the day before entry date.

i. If there is more than one of the same income or non-cash source that are both open AND if both are 100% accurate and complete, then save the oldest entry. Only keep an open entry that is 100% accurate.

ii.  DO NOT CHANGE anything in an income source or benefit that you are end dating, including the “Yes” or “No” response for the Receiving Income Source or Receiving Benefit field.

c.  Add in new income sources and non-cash benefit sources for any sources that you end dated that do not also have an accurate and open (non-end dated) entry with the Start Date being the date of entry. Backdate if not entering data in real time.

i. If the client is not receiving the income source add “No” to the Receiving Income Source or Receiving Benefit field.

ii.  If the client is receiving the income/non-cash benefit source, add “Yes” to the Receiving Income Source or Receiving Benefit field.

iii.  DO NOT add an End Date to the new income/non-cash benefit source.

d.  Each income and non-cash benefit source must have one, and only one, open (non-end dated) entry.

e.  Change the gateway question, if necessary, to be applicable to the current situation at entry. (See images below to identify the Income and Non-Cash Benefit gateway questions.)

2.  DISABILITY

a.  If data was previously entered into the sub-assessment, review all 8 disability types for accuracy and completeness.

b.  End date any previously identified disabilities that are not 100% accurate to the day before the entry date.

i. If there is more than one of the same disability category that are both open AND if both are 100% accurate and complete, then save the oldest entry. Only keep an open entry that is 100% accurate.

ii.  DO NOT CHANGE anything in a disability category that you are end dating, including the “Yes” or “No” response for Disability Determination.

c.  For any verified disabilities not currently entered, add in the Disability Type with the Start Date being the date of entry. Backdate if not entering data in real time.

i. For clients without any previously entered data in this sub-assessment, if the client does not have the listed Disability Type, add “No” to the Disability Determination, as applicable.

ii.  If the client does have the listed Disability Type, add “Yes” to the Disability Determination. Be sure to enter answers to the entire subset of questions for the disability, including adding “Yes” to “If Yes, expected to be of long-continued and indefinite duration and substantially impairs ability to live independently” when applicable, as this is a qualifier for entering into PSH.

iii.  DO NOT add an End Date to the new Disability Type.

d.  Each disability category must have one, and only one, open (non-end dated) entry.

e.  Change the gateway question, if necessary, to be applicable to the current situation at entry. (See image below to identify the gateway question.)

**A note on substance abuse disabilities** Regarding the ‘Both Alcohol and Drug Abuse’ category: the separate ‘Alcohol Abuse’ and ‘Drug Abuse’ categories should be indicated as ‘No’ if both are true resulting in a ‘Yes’ for the ‘Both Alcohol and Drug Abuse’ category.

3. HEALTH INSURANCE

a.  If data was previously entered into the sub-assessment, review all 8 health insurance sources for accuracy and completeness.

b.  End date any previously identified health insurances that are not 100% accurate to the day before the entry date.

i. If there is more than one of the same health insurance category that are both open AND if both are 100% accurate and complete, then save the oldest entry. Only keep an open entry that is 100% accurate.

ii.  DO NOT CHANGE anything in a health insurance category that you are end dating, including the “Yes” or “No” response for Covered.

c.  For any verified health insurance, add in the Health Insurance Type with the Start Date being the date of entry.

i. For clients without any previously entered data in this sub-assessment, if the client does not have the listed Health Insurance Type, add “No” to Covered, as applicable.

ii.  If the client does have the listed Health Insurance Type, add “Yes” to Covered. Backdate if not entering data in real time.

iii.  DO NOT add an End Date to the new health insurance source.

d.  Each health insurance category must have one, and only one, open (non-end dated) entry.

e.  Change the gateway question, if necessary, to be applicable to the current situation at entry. (See image below to identify the gateway question)

INTERIM

While clients are in project, make all updates on an interim assessment attached to the entry. Use the workflow above.

EXIT

At exit, make all final updates on the exit assessment. Remember:

Per the 2014 HUD Data Standards, Data on Income and Sources collected at project entry and project exit are to reflect the information as of the date of entry and exit. Data collected at project entry and exit are to be dated the same date as the date of project entry and the date of project exit.

EXAMPLES:

A client has $500 in SSI upon project entry, but had been receiving $350 according to his current HMIS profile. His entry into project is 4/1/2016.

1.  Pencil edit the SSI (HUD) sub-assessment element.

2.  DO NOT CHANGE the Receiving Income Source.

3.  DO NOT CHANGE the Start Date.

4.  Add an End Date to 3/31/2016 (this is the day before entry).

5.  Click the Add button at the bottom of the sub-assessment.

6.  Add in the Monthly Amount to $500.

7.  Add in the Source of Income to SSI (HUD).

8.  Add in the Receiving Income Source to Yes.

9.  Add in the Start Date to 4/1/2016 (this is the entry date).

10. DO NOT add in an End Date.

11. Change the gateway question, if necessary, to be applicable to the current situation at entry.

A client is not currently receiving any benefits from the Supplemental Nutrition Assistance Program (HUD), but had been receiving $100 according to her current HMIS profile. Her entry is 4/1/2016.

1.  Pencil edit the Supplemental Nutrition Assistance Program (HUD) sub-assessment element.

2.  DO NOT CHANGE the Receiving Income Source.

3.  DO NOT CHANGE the Start Date.

4.  Add an End Date to 3/31/2016 (this is the day before entry).

5.  Click the Add button at the bottom of the sub-assessment.

6.  Leave the Monthly Amount blank.

7.  Add in the Source of Income to Supplemental Nutrition Assistance Program (HUD).

8.  Add in the Receiving Income Source to “No”.

9.  Add in the Start Date to 4/1/2016 (this is the entry date).

10. DO NOT add in an End Date.

5.13.16