STJ CES List Holder - Recording Housing Referrals

STJ PSH/RRH providers will request clients from the Prioritization List by contacting the STJ CES List Holder whenever they have a housing opportunity available. The List Holder is responsible for recording those referrals in the system for clients in HMIS for documentation and reporting purposes. The List Holder will follow the steps outlined below to record those referrals.

Search for the client being referred, and set the Back Date to the date the referral was made. Next, navigate to the Service Transactions tab in the client’s record and click on the Add Referrals tile.

Complete the following sections of the referral as indicated.

Household Members: Ensure only the HoH is checked. Do not include any other household members in this referral.

Needs Assignment:

From the Service Code Quicklist, select either “Homeless Permanent Supportive Housing” or “Rapid Re-Housing Programs” for referrals to HMIS agencies and the Non-HMIS Referral Provider, or “At Risk/Homeless Housing Related Assistance Programs” for EHV referrals to the STJ PHA, then click Add Terms.
From the Referral Provider Quicklist, select either the specific HMIS agency requesting the referral or “Non-HMIS Referral Provider” for "Homeless PSH" and "RRH Programs". If the referral is for EHV "At Risk/Homeless...", then select STJ PHA - EHV PH [Non-HMIS], and click Add Provider.

Referrals: Check the box directly below the referral type.

Need Data:

Under Selected Needs, change Need Status to “In Progress” and Outcome to “Service Pending”.
If this referral is being made to a Non-HMIS housing provider, record the name of the agency in Notes.

Click Save ALL to complete and exit the referral.

HMIS providers will close PSH/RRH referrals made to them and notify the List Holder of the outcome, so the client can be removed from the PL or referred for the next housing opportunity. The List Holder will close PSH/RRH referrals made to Non-HMS providers and the STJ PHA when the outcome of referral is known.

Referral Exceptions

On occasion, there will be extenuating, but allowable circumstances for clients to fall outside the established housing referral process for CE. For instance, when a non-HMIS client on the PL is enrolled in an HMIS housing provider, or there is a project-to-project transfer. In order to “close the gaps” for reporting purposes, a CE referral with a unique code needs to be recorded for these clients after they are enrolled in the HMIS housing project serving them.

Back Date to the day before the Project Start Date for the HMIS housing provider’s entry, and navigate to the Service Transactions tab for the HoH. Follow the standard process outlined above, except make the following selections for Needs Assignment and Need Data.

Needs Assignment: From the Service Code Quicklist, select either:

“Resident Services Coordination Programs” for non-HMIS clients housed by an HMIS provider, or
“Special Circumstances” for clients transferring from one RRH/PSH project to another, and click Add Terms.

Need Data: Under Selected Needs, change Need Status to “Closed” and Outcome to “Fully Met”.

Click Save ALL to complete and exit the referral.