In order to be served through the Coordinated Entry System, households must be enrolled in the Coordinated Entry project, and complete the VI-SPDAT (Vulnerability Index - Service Prioritization Decision Assistance Tool) assessment. Once the VI-SPDAT is completed, the case worker must collect any required documentation for the household. Once that is completed, the household can be added to the Community Queue, where they can be matched to housing opportunities.
Enroll the Household, and complete the VI-SPDAT
Step 1: The Family Coordinated Entry project is set-up in HMIS under the Family Solutions Collaborative agency, which the Individual Coordinated Entry project is set-up under the County of Orange agency. Review the Additional Agency Access article for instructions on accessing these agencies in HMIS. Please note that any user wishing to access these agencies must complete the HMIS Coordinated Entry Training, and must also be approved for access by the agency managing the Coordinated Entry project the user needs access to. Anytime a user at an access point completes any data entry related to Coordinated Entry they should first access the agencies mentioned above.
Step 2: If the household is not already in HMIS, create a Client Profile for all household members. Please visit our Knowledge Base article on Adding Client Profiles and Adding Release of Information for more information.
Step 3: Create an enrollment for all household members under the appropriate Coordinated Entry project in HMIS. The enrollment screen will include custom questions that are required for clients that are being served through CES. Please visit our Knowledge Base article on Enrolling Clients in a Project for more information.
Step 4: Once an enrollment has been created for for each client in the household, go to the Assessment tab under the Head of Household's enrollment. Click Start next to the appropriate assessment.
- Individuals should complete the VI-SPDAT Prescreen for Single Adults [V2] OC Custom assessment.
- Families should complete the VI-F-SPDAT Prescreen for Families [V2] OC Custom assessment.
- Veterans should complete the Veteran Coordinated Entry Assessment [OC Custom] assessment.
Step 5: After answering all the VI-SPDAT questions, click Save. The system will process the answers, and provide a Score Summary, which includes the total VI-SPDAT score as well as scores for each subsection of the assessment.
The household has completed a VI-SPDAT assessment, and is considered Assessed. At this point the household has not been added to the Community Queue, which is where the household can be matched to housing opportunities. Before the household can be referred to the Community Queue, the case manager working the household needs to ensure that the required documents have been collected. Please follow the process below to learn how to enter the household's documents and add the household to the Community Queue.
Adding Required Documentation
Step 1: Search for the Client Profile for the client you want to add documents under, and click the Edit icon. Documents should be added to the Head of Household's record. Please visit our Knowledge Base article on Searching for Client Records for more details.
Step 2: Click on the Files tab of the client record, and click on the Add File icon.
Step 3: Select the following information on the Upload a File section, and click Add Record.
- Category: Select Coordinated Entry Documentation
- Name: Select the type of document that us being uploaded
- File: Upload the file from your computer
- Private (optional): Select this switch if the record should be made private
Once the household has the required documentation on file, the household must be added to the Community Queue in order to be matched with a housing opportunity. Please do not add a household to the Community Queue until the required documentation has been uploaded. Participants can be referred to the Community Queue with the minimum required documentation. Access Points are encouraged to continue uploading additional verification of homelessness and disabling conditions if applicable to verify chronic homelessness.
Minimum Documentation Required to the added to the Community Queue:
- Verification of Homelessness
Referring Households to the Community Queue
Step 1: Search for the Client Profile of the Head of Household for whom you want to refer to the Community Queue, and Edit their profile.
Step 2: Go to Program tab, and click on Edit next to the client's Coordinated Entry enrollment.
Step 3: Go to Assessment tab, and click on the Eligibility button.
Step 4: Click on the Refer Directly to the Community Queue button to add the household to the Community Queue. This is often a missed step. Make sure you scroll down the page to find the button.
Step 5: On the next screen, you are given the option to write a note to the Referral Agency. Notes can include information on housing preference, client characteristics, or information you have gathered during case management. Example of such notes are: "Clients requires LGBTQ-friendly housing" or "Client requires first floor". Click on Send Referral to add the household to the Community Queue.
At this point, the household is Document Ready and has been added to the Community Queue. The household is now waiting to be matched to a housing opportunity.
Please note that households must have activity at least every 90 days in order to remain on the Community Queue. Please review the Maintaining Households on the Community Queue article for more information.