Santa Clara HMIS News, November 2018

Welcome to the Santa Clara County HMIS Newsletter! In this edition you'll find the following:

Using Public Alerts to Support Your Clients

You may want to create “public alerts” on a client’s profile in Clarity Human Services when it is necessary to notify other agencies about a specific client situation or need. Saved alerts generate a bright gold banner across the top of a client’s profile to indicate information that is critical to the support of this client.  You can read the public alert by clicking on the arrow in the banner that says “Please review notes for full details”, or you an navigate to the Notes tab to view all public alerts for that client.

Public alerts may be used for purposes such as:

  • Locating clients in order to offer a service or referral (“Please have Jane Doe call our agency for rental assistance.”)
  • Language access and support by making sure other providers know the client’s primary language (“Client speaks Spanish as primary language.”)
  • Indicating that housing opportunity is available for a client.

Public alerts should NOT be used for:

  • Sharing physical health or behavioral health details about a client.
  • Sharing criminal history details about a client.
  • Sharing information about other clients, even other client has their own individual HMIS profile.

Posting a public alert to a client’s HMIS profile:

  1. Search and find your client’s profile
  2. Navigate to the Notes tab
  3. Scroll to Public Alerts area of screen and click Add Alert +
  4. Enter the following: 
    • Title - what is the alert about?
    • Expiration date - how long to you want this alert to remain “active”?
    • Note  - what are details? 
    • Privacy - do not mark private.  If you mark this alert as private, other agencies will not be able to see it.

More information about entering a public alert can also be found in the Clarity Human Services Help Center.

Data Literacy: Monitoring Data at Your Agency

In November, the Data Literacy Institute discussed how to monitor your data, how to manage data requests, and how to use data toward program evaluation.

In Planning for Data Requests, we reviewed best practices for program evaluation and explored the following topics:

  • What is the purpose of the evaluation?
  • What will you evaluate?
  • What data needs to be collected to inform the evaluation and how will it be collected?
  • Using HMIS for data collection
  • How will you use the information?
In addition, we provided advice for managing requests for data, covering:
  • Keeping your statistics consistent
  • Asking the right questions
  • Staying organized
In How to Request Data, we reviewed ways that Case Managers and program staff can review their HMIS data, including:
  • What reports are useful for monitoring data quality, and what to look for
  • How to use the caseload tab
  • Who to go to for further assistance or for questions about your data

For more information, view the slide deck from the workshops here:

Thanks to everyone who attended the workshops! If you are interested in attending a future workshop, check out the Data Literacy Institute webpage or look at the Upcoming Events section in this newsletter for more information.

Two Week Reminders for Annual Assessments

Whenever annual assessments are due for clients, Clarity Human Services sends reminders (Assessment Due Warnings) to notify staff that the due date is approaching.

Who gets the reminders?

Reminders are sent to any staff assigned to a client's enrollment. You become assigned to a client if a) you enter the client's enrollment into the system, or b) when someone changes the assigned staff member to you. You can check to see if you are currently assigned to a client by going into their enrollment and viewing Assigned Staff, or by checking your Caseload tab.

What if I'm not receiving reminders?

First check to make sure that you are the assigned staff for the client's enrollment. If you are the assigned staff, be aware that the reminder settings get set when an enrollment is created. If the client was originally assigned to someone with different reminder settings than yours, you will receive notifications according to that schedule.

What if I don't want to receive notifications or want to receive them on a different schedule?

You can change your own reminder notifications either for all of your assigned clients, or on a client-by-client basis.

Change settings for all of your clients

By default, all HMIS users have Assessment Due Warnings set for two weeks prior to the due date of the annual assessment. You can change this default setting under your user profile. Remember, these settings will only impact clients assigned to you from this point on. Current clients will remain on the old notification schedule until their enrollment ends.

To access your account settings, click on the initials at the top right side of the screen and select “Account Settings.”

You can change the Assessment Due Warning default setting at the bottom of the “My Info” page.

Changing setting for just one client

Assessment Due Warnings can also be set at the client enrollment level and can be viewed at the lower right side of a client’s enrollment screen.

This client’s Assessment Due Warning is currently turned off. To change this setting, click on the edit icon.

Then select the toggle beside “Assessment Warning Due”

And select the amount of warning time, which should be 2 weeks, and save the changes.

This is what will appear on the enrollment screen when the Assessment Due Warning is enabled. Select the edit icon beside “On” to check how many days before the due date the warning will be sent.

Report Spotlight: [GNRL-401] VI-SPDAT Details

Need to know how many VI-SPDATs are being completed at your agency and who’s completing them? Curious to know which scoring bands your VI-SPDATs are falling into? Look no further than the [GNRL-401] VI-SPDAT Details report! 

This report includes:

  • VI-SPDATs completed at your agency during the date range you select (you can choose just one type of VI-SPDAT or all) broken down by scoring band
  • Scoring information including subscores
  • Who completed the assessment
  • Whether the client has contact information documented in the Location tab of their client profile (“Contact Info” column)

To run the [GNRL-401] VI-SPDAT Details report:

  1. Log in to Clarity Human Services and navigate to the Report Library (Reports under the Launcher menu in the upper right corner). 
  2. Locate the report under the Community and Referrals section.
  3. Locate and select the [GNRL-401] VI-SPDAT Details report.
  4. Select one or more types of VI-SPDATs to include in the report.
  5. Enter the date range. The report will include all VI-SPDATs added during that range.
  6. Select the output format and click OK.

Upcoming Events


HMIS Agency Administrator Meeting | Thursday, Dec 6, 1:30-3:30pm | Location: Sobrato Conference Center, 600 Valley Way, Room 6, Milpitas, CA 95035 , Dial-in option here

CoC Membership Meeting | Friday, Dec 7, 1-2:30pm. | Location: 3315 Almaden Expwy, Suite 35 (Alliance Community Room, next to iJava Cafe)
San Jose, CA 95118

Dates and locations for all 2018 Work Group and Agency Administrator meetings are listed on the OSH website.

HMIS and VI-SPDAT Trainings:

Data Literacy Institute Workshops:

Agency Staff Track:
  • Statistics, Charts, and Graphs | Feb 12, 9:30-11:30am | Register: In person only
Agency Manager Track:
Questions? Your HMIS Administrator is happy to help.
Phone: 408.596.5866 x2

© 2018 Bitfocus, Inc., or its subsidiaries. All rights reserved.
Clarity Human Services is a product of Bitfocus.


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