COVID-19 Data Entry – Quick Guide
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Table of Contents
How to locate the COVID-19 Forms
Housing Location (Current Client – View Only)
COVID-19 Vaccinations (CURRENT CLIENT)
Add/Edit a Hotel/Motel to HMIS
Overview
This document outlines functionality to track data related to the COVID-19 pandemic within Connecticut’s HMIS system.
These changes will help manage your clients’ COVID-related needs, and will also provide valuable insight on an aggregate level to understand the impact COVID has on our homeless community.
How to locate the COVID-19 Forms
Nav Path: Case Management Tab > Left Menu > COVID-19
The COVID-19 menu is located on all client roles, under the “Case Management” tab in the “Left-Side Menu”. You will need to click on it to access the sub-menu forms pictured below.
COVID-19 sub-menu options
Nav Path: Case Management Tab > Left Menu > COVID-19
- COVID-19 Data Extract – This is a master list of all clients under your current organization with an OPEN enrollment. Any client listed here can quickly have COVID-19 information associated with them. This list can be exported and filtered easily to provide quick reporting and client status assessment.
- COVID-19 Housing List – This is a master list of all clients under your current organization with an OPEN enrollment. This list can be exported and filtered easily to provide quick reporting and client status assessment.
- COVID-19 Vaccinations Report – This is a master list of all clients with data on the COVID-19 Vaccinations (CURRENT CLIENT) form. This list can be exported and filtered easily to provide quick reporting and client vaccination status.
- Medical Info (Current Client) – This is a shortcut to the current client’s COVID-19 medical info including testing and symptoms. Data can be entered here.
- Housing Location (Current Client – View Only) – This is a shortcut to the current client’s COVID-19 Housing information, containing current client Hotel/Motel/Other information.
- COVID-19 Vaccinations (CURRENT CLIENT) – This form allows users to report a client’s current vaccination status.
COVID-19 Data Extract
Nav Path: Case Management Tab > Left Menu > COVID-19 > COVID-19 Data Extract
The full Knowledge Base article for more information on the COVID-19 Data Extract functionality can be located on cthmis.com > Knowledge Base and the direct link is here: COVID-19 Data Extract Documentation.
COVID-19 Housing List
Nav Path: Case Management Tab > Left Menu > COVID-19 > COVID-19 Housing List
The COVID-19 Housing List functions as a whole-organization view of data. Only OPEN enrollments will be displayed on this list, which can be filtered by ClientID, Name, Location, and COVID-19 Information such as test results.
Features:
- Filters – You can filter client data on Name, ClientID, Testing Result Status, Latest Housing Location and currently enrolled program.
- Results – key columns for COVID-19 data are:
- Housing Location – The Latest COVID-19 Housing Location
- Isolate / Quarantine Status – Is the client currently in isolation or quarantine
- Testing Results Date – Latest testing result date
- Latest Testing Status – Latest testing Status
- COVID PROGRAM Exit Enrollment – Only available for Program Enrollments that are from COVID-19 specific programs
- Client Info – A shortened demographic screen containing basic contact information
- COVID-19 Info – Information related to symptoms and testing for COVID-19
- Housing – COVID Housing Address and status
- Casenotes – Shortcut to create casenotes for that client
COVID-19 Vaccinations Report
Nav Path: Case Management Tab > Left Menu > COVID-19 > COVID-19 Vaccinations Report
The COVID-19 Vaccinations Report functions as a System-Wide view of data. Only clients with data entered on the COVID-19 Vaccinations form will be displayed on this list, which can be filtered by ClientID, Name, Vaccination Status, Program name or Organization.
Vaccination data can be used to:
- Determine how many people experiencing homelessness are vaccinated or scheduled to be vaccinated.
- Remind people who may need their second dose of vaccine.
- Mitigate ongoing COVID-19 outbreaks in congregate shelters.
Medical Info (Current Client)
Nav Path: Case Management Tab > Left Menu > COVID-19 > Medical Info (Current Client)
The COVID Symptoms form can be used to view/add/edit COVID Test Results and Symptoms. Use the “Add TEST” or “Edit Test” buttons in the top right corner to update that information.
Housing Location (Current Client – View Only)
Nav Path: Case Management Tab > Left Menu > COVID-19 > Housing Location (Current Client)
The COVID Location – Summary – Read Only form can be used to view the Hotel/Motel information for the client that is currently loaded in the top left corner. This form is view only and can not be edited. The information must be added/edited via Case Management Tab > Left Menu > Program Tools > Bedlist/Resource Check-In > Gear for the “COVID Hotel/Motel (CV)(ES)” bedlist/resource > Step 1: Bedlist Enrollment (At Entry) > Edit Hotel/Motel or “Add Row” Add Hotel/Motel.
COVID-19 Vaccinations (CURRENT CLIENT)
Nav Path: Case Management Tab > Left Menu > COVID-19 > COVID-19 Vaccinations (CURRENT CLIENT)
The COVID-19 Vaccinations form can be used to add/edit/view a client’s Vaccination Status. This form can be updated at any time the client’s Vaccination Status changes.
*NOTE: The ‘COVID-19 Immunization Information System (IIS) Recipient ID’ appears on the COVID-19 Vaccination Record Card given to each patient. It is currently an optional field as not every patient has this number recorded by the provider.
Add/Enroll a Client into a Bedlist to enter their Hotel Information (Emergency Shelters with FEMA or COVID Provider/Programs in HMIS)
Nav Path: Case Management Tab > Left Menu > Program Tools > Bedlist/Resource Check-In>Gear >Step 1: Bedlist Enrollment (At Entry)
*Note: Client must be enrolled in the Program AND Bedlist BEFORE you can add the Hotel/Motel data.
- Click on the “gear” next to the Resource/Bedlist you want to enroll the client in.
- Click on “Step 1: Bedlist Enrollment (At Entry)”.
- Click “Add Row”. Your screen will add a row to allow you to search for your client.
- Click into the “Client field” (or on the magnifying glass) and you will be brought to a Find Client w/Reservation Info – CTHMIS Lookup screen.
- Enter the Client ID (aka CAN/HMIS/CaseWorthy ID) and click Search.
- Click on the client’s name when it appears in the search screen.
- Change the “Start Date” to the date you want the client enrolled (should be the first check-in date).
- Click “Save” to proceed to the next page (located in the bottom right corner).
Add a Hotel/Motel stay to a Client’s Bedlist Enrollment (Emergency Shelters with FEMA or COVID Provider/Programs in HMIS)
Nav Path: Case Management Tab > Left Menu > Program Tools > Bedlist/Resource Check-In>Gear >Step 1: Bedlist Enrollment (At Entry)
*Note: Client must be enrolled in the Program AND Bedlist BEFORE you can add the Hotel/Motel data.
- Click “Search” to load the client’s that have been enrolled in your bedlist for the date range listed.
- Click “ADD Hotel/Motel” for the row that contains the client you want to enter the Hotel/Motel stay for.
- Search for the Hotel/Motel in the “Housing Provider” drop down.
- Enter the data and click “Save” in the bottom right corner.
~ If the Hotel/Motel is not listed, please follow the steps below to Add a Hotel/Motel to HMIS. After adding the Provider, follow the steps above.
Add/Edit a Hotel/Motel to HMIS
*Note: Search for the Hotel/Motel BEFORE adding a new entry to help minimize any duplicates from being created.
Nav Path: Case Management Tab > Left Menu > Program Tools > Bedlist/Resource Check-In > Gear > Step 1: Bedlist Enrollment (At Entry) > Add Row > ADD Hotel/Motel > Add/Edit Hotel/Motel Housing Providers > Add New Hotel/Motel Provider
To ADD a Hotel/Motel in HMIS, follow these steps:
- Search for the Hotel/Motel you wish to add BEFORE creating a new Provider in HMIS.
- If the Hotel/Motel doesn’t exist, click “Add New Hotel/Motel Provider”.
- Enter the Provider Name and Address, click “Save” in the bottom right corner.
To Edit a Hotel/Motel in HMIS, follow these steps:
Nav Path: Case Management Tab > Left Menu > Program Tools > Bedlist/Resource Check-In > Gear > Step 1: Bedlist Enrollment (At Entry) > Add Row > ADD Hotel/Motel > Add/Edit Hotel/Motel Housing Providers
- Click on the “Gear” for the Hotel/Motel you wish to edit.
- Click “Edit”.
- Make necessary changes and click “Save” in the bottom right corner.
Client Dashboards
Nav Path: Case Management Tab > Left Menu > CAN/211 Dashboard
The default CAN/211 Dashboards now feature sections for both COVID-19 testing and Locations, featuring the last 2 results. If you do not see these dashboards, the client currently has no COVID-19 information.
- Each dashboard features highlights for Positive (RED) / Pending (YELLOW) test results and Isolation (YELLOW) / Quarantine (RED).
- Clicking these dashboards will bring you to the current clients specific data entry forms for COVID-19 data.
