Coordinated Assessment

Presented by USICH and HUD March 20, 2012

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Panelists

Kristy Greenwalt, Director of Housing Policy & Research , USICH

Ann Oliva, Director, Office of Special Needs Assistance Programs, HUD

Matt White, Senior Associate, Abt Associates, Inc.

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Webinar Format

Call will last approximately 1 hour and 15 minutes

We have reserved an additional 15 minutes at the end of the webinar for Q&A.

Audience members who would like to pose a question can do so at any time through the “questions” function found in the “GoToWebinar” toolbar.

Call audience members are “muted” due to the high number of participants.

Call will be recorded.

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Webinar Purpose

At the end of this webinar, participants will be able to: Explain the purpose of coordinated assessment. Identify the many possible system configurations of

coordinated assessment. Apply the strengths and weakness of each

configuration to their communities’ unique context.

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Why Coordinated Assessment?

Coordinated assessment is a powerful tool for improving system-wide entry, assessment, and referral processes.

Process components include: Access point(s) – virtual or specific site location Screening and assessment process (prevent/divert/admit) Information about available services and programs Real-time knowledge about program inventory and capacity Referral and waitlist management Enrollment/admission decision criteria

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Why Coordinated Assessment?

Designed to improve the following:

Service Provision Referral appropriateness Assessment time

Assessment consistency Placement time Multi-provider coordination Service access

Data Accuracy and Access Individual tracking System

monitoring Resource allocation - planning Reporting

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Why Coordinated Assessment?

Experience with the Rapid Re-Housing Demonstration (RRHD) and HPRP

Four years of evidence Improvements in as little as one year Can help end chronic homelessness Different models, same core principles Improvements for all demographics

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Why Coordinated Assessment?

The HEARTH Act regulations Incorporated lessons from RRHD and HPRP ESG requirements CoC requirements Start planning today

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Coordinated Assessment Defined

Current State of Assessment An ad hoc access and assessment process for each

program

and An ad hoc referral process for programs to

recommend prevention, housing, and/or other related services.

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Coordinated Assessment Defined

Question Most People Ask Now:

“Should we accept this individual/family into our program?”

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Coordinated Assessment Defined

Coordinated Assessment A standardized access and assessment process for

all clients

and A coordinated referral process for clients to receive

prevention, housing, and/or other related services.

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Coordinated Assessment Defined

Questions CoC Systems Should Be Asking:

“What housing and service assistance strategy is best for each household of the several services available?”

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Flowchart

Access Assessment Assign

Mainstream Services

Standardized Access and Assessment Coordinated Referral

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Flowchart

Access Assessment

Coordinated Referral

Assign

Mainstream Services

Standardized Access and Assessment

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Flowchart

Coordinated systems can serve all demographics

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Flowchart

Access Assessment

Coordinated Referral

Assign

Mainstream Services

Standardized Access and Assessment

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Flowchart

Access

Mainstream Services

Standardized Access and Assessment

Mainstream Services

Assessment

Coordinated Referral

Assign

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Flowchart

Various models, standardized process

Single Point of Access Multi-Site Coordinated No Wrong Door 2-1-1 Assessment Hotline

Intake

Access

Standardized Access and Assessment

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Flowchart

Access Assessment

Coordinated Referral

Assign

Mainstream Services

Standardized Access and Assessment

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Flowchart

Assessment

Mainstream Services

Standardized Access and Assessment

Mainstream Services

Access

Coordinated Referral

Assign

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Flowchart

Meet client, provider, and funder needs

Document client’s homeless history and housing barriers

Match client to appropriate service

Capture data to meet program needs

Assessment

Assessment

Standardized Access and Assessment

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Flowchart

Meet client, provider, and funder needs

Capture data to meet funder requirements

Obtain consent for sharing with providers

Create the beginning of a client’s housing plan

Assessment

Assessment

Standardized Access and Assessment

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Flowchart

Access Assessment

Coordinated Referral

Assign

Mainstream Services

Standardized Access and Assessment

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Flowchart

Mainstream Services

Standardized Access and Assessment

Access

Mainstream Services

Assessment

Coordinated Referral

Assign

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Flowchart

Qualities of a good referral system

Accurate: Matches client needs

Informed: Matches facility availability

Effective: Provider accepts and enrolls

Coordinated Referral

Assign

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Flowchart

Qualities of a good referral system

Standard: One process, all clients and services

Comprehensive: all funder and provider fields

Digital: Uses HMIS, two-way communication

Coordinated Referral

Assign

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Flowchart

Qualities of a good referral system

Mandatory: Every provider, all the time

Coordinated Referral

Assign

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Flowchart

Access Assessment

Coordinated Referral

Assign

Mainstream Services

Standardized Access and Assessment

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Flowchart

Coordinated assessment leverages mainstream servicesClient level Information sharingSystem-wide information sharing Resource sharing and co-locationComprehensive community planning

Mainstream Services

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The System in Practice

A Single Point of Access system:Kalamazoo/Portage, MI Housing Resource Center (HRC) single location for all

housing programs Also uses 2-1-1 for 24/7 housing emergencies,

referred to HRC Same form and process for everyone except DV HRC coordinates housing and mainstream program

entry

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The System in Practice

A Multi-Site Coordinated systemDayton, OhioCommon Assessment Tool implemented All clients assessed at one of four coordinated access

“Gateways” Performance targets established at program and

system levels; increased program accountability TH, PSH, and Safe Haven providers only accepting

referrals from Front Door (“side door” is closed) “Long Stayers” identified and prioritized for housing

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The System in Practice

A Rural Multi-Site system:Washington BOS, WashingtonAdministered differently in two different countiesWhatcom County

Initial screening, community resource center Homelessness intake, homeless service center Unique domestic violence program partnership

Clallam County Referral from 2-1-1, schools, mainstream services Intake through two homeless resource centers

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The System in Practice

A No Wrong Door system:Lancaster, PAEnter any of eight community emergency shelters Initial screening conducted with local case manager Local case manager coordinates intake with client

and intake specialists Referral and assessment process conducted remotely

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Preparing for Coordinated Assessment

Before you choose a model, plan aheadCurrent access processGeography and populationHomelessness programs and agenciesCommunity resourcesLevel of trust, types and depth of relationshipsCurrent data useAuthority environment for changeStakeholder Perspectives

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Preparing for Coordinated Assessment

First steps toward implementationStart gathering data, conduct preliminary analysisHold preliminary – zero pressure – meetings with partnersEstablish decision-making process and governance committeeSet expectations, draft guiding principals and system goals

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Preparing for Coordinated Assessment

Where to look for help Reach out to CoCs with coordinated

assessment systems

Request HUD technical assistance resources through the HUD Homelessness Resource Exchange (HRE)

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For More Information…

HUDHRE Centralized Intake/HPRP Report: http://

www.hudhre.info/documents/HPRP_CentralizedIntake.pdf

HUDHRE HEARTH Page: http://hudhre.info/hearth/index.cfm

HUDHRE Virtual Help Desk: http://hudhre.info/index.cfm?do=viewHelpdesk

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Questions?

• Please submit your questions via the chat function.

• The webinar will be available on our websites at http://www.usich.gov and http://hudhre.info