Effective Documentation Practices for Supportive Housing Programs

SHOWING YOUR WORK! * Documenting Services and Program Effectiveness 1

Training Logistics Silent/Vibrate Cell Phones Restroom Location Training Sign-In

Who is SHPA? Mission Strengthen the supportive housing industry, to enable the increased development of supportive housing, and to support non-profit organizations to develop the capacity for providing permanent supportive housing Membership association Strong state and federal advocacy voice Training and technical assistance Supportive housing resident involvement

Welcome and Introductions Overview of Agenda Training Goals Important documentation tips and tricks; Review the quarterly reporting process; Linking services provided and completing funding report Time for lots of questions and discussion 4

Homeless Services & Supportive Housing

Documentation, Documentation, Documentation!

The 4 Cs - Documentation Standards Consistent Current Complete Confidentiality 1. 2. 3. 4. 7

Client Case Record 8

The Case Record: Telling the Client s Story Recording and transmitting information Planning and monitoring client s progress Quick access to important information Continuity of service with staff change 9

Tools of the Trade: Part of Every File Case Record Intake/Assessment Coordination with other service providers Service Plan Case Notes 10

Case Record Checklist - Example Eligibility X Service Plan Release of Information Referral Forms X Case Notes Incident Reports, if applicable Verification of Public Benefit Assistance / Enrollment Services - Advocacy - Case Management - Financial and Life Skills Counseling Exit Information, if applicable Follow up X Intake / Assessment 11

Client Intake & Assessment 12

Collaborative and Interactive Client strengths and Resources Intake & Assessment Physical, Psychologist, Financial and Social Example Assessment 13

Creating an Individual Service Plan 14

Individualized Service Plan: The Road Map Intake/Assessment is converted into measurable goals and objectives Composed of both short and long-term goals Client and case manager come to an agreement that supports the client 15

Setting Goals Along the Way Housing Mental Health Substance abuse Employment Education Daily Living Skills Support System Link to Community Services Health Coordination of Care

Reviewing the Service Plan Review goals regularly and check on progress Cheerlead the client s incremental changes Periodic reviews and reassessments Document all changes 17

Creating Case Notes 18

Case Notes: The Body of the Case Record Reflect the formal and informal services delivered Careful documentation with the client Dates of contact and any action that resulted Date of contact All documentation should be signed and dated Date of case note completion 19

Sample Case Note Client Name ___________ Date & Time of Contact ________ Contact Type: Phone, Office, Home, Other Others present______________________________________ Reviewed Service Plan Service Plan updates ________________________________ Focus of session/Progress_____________________________ Follow through tasks and timelines ____________________ Referrals __________________________________________ Case Manager Signature ______________________________ Date of Case Note___________________

Services Provided Checklist Client Name ____________ Date of Contact_______ Advocacy Food Stamps Screening Alcohol Abuse Health / Dental / Vision Services Housing Placement / Inspection Legal Services Referral Life Skills Counseling Mental Health Services Outreach Substance Abuse Services Transportation Other ___________ Case Management Childcare Children s Services Education Employment English as a Second Language Financial Counseling Follow-up Services Case Manager ______________Date:__________

THANK YOU! Contacts David Esposito, Executive Director (217) 321-2476 x2 d.esposito@shpa-il.org Aaron Eldridge Sr, IL. Coordinator, Northern Region (217) 321-2476 x1 - a.eldridge@shpa-il.org TBD, IL Coordinator, Central & Southern Region (217) 321-2476 x3 Merridith Montgomery, Policy & Advocacy Coordinator (217) 321-2476 x4 m.montgomery@shpa-il.org