shelterpoint data-entry cheat sheet emergency shelter and transitional housing programs

ShelterPoint™

Data-Entry Cheat Sheet

Emergency Shelter and Transitional Housing

Programs

ShelterPoint

What is ShelterPoint?

The ShelterPoint module is a centralized unit management system and information resource for shelters. It provides the ability to document client check in and checkout, view unit availability, refer a client, reserve a unit, and can function as a client roster.

ShelterPoint v5.2.3

Begin by logging into ServicePoint® using your assigned Username & Password.

Contact your Agency or System Administrator if you need assistance in gaining access to ServicePoint®.

ShelterPoint v5.2.3

ShelterPoint Main Menu

To access the ShelterPoint Dashboard, your Provider must first be selected followed by selecting a Unit List for that provider. After Both fields have been selected click on the “Submit” button.

ShelterPoint Dashboard

NOTE: This is a complete Dashboard list. Not all options will be available depending on how your provider is configured.

View Shelter

Inventory

View Shelter

Inventory

View Shelter

Inventory Select your program from the drop down list.

Once your program is selected, you can “Check Unit Availability” to see a quick preview of all Units used, all Units available, Overflow Units, and what percentage of capacity is being used.

Aid In Dover – View Shelter Inventory:

View Shelter

InventoryTo view detailed information on a specific Unit Select the unit from the drop down list and click on “Submit”

After you click on the submit button to view information click on “View All”

View Shelter

Inventory

“View All” will display the following 3 parts: The first is Current Unit List. This displays clients that are checked in a unit; whether units are held or empty, as well as all overflow units with clients checked into them.

View Shelter

Inventory

The second section shows all clients that have a unit reserved for a future date.

The final section shows all referrals made for shelter stays.

Aid In Dover – Shelter Inventory:

Referrals

Emergency Shelter and Transitional Housing

Workflow:Check in Referrals

Referrals Check in Referral allows case managers to check in referrals made by other providers.

Below is the view from the Shelter Point Dashboard

AID Shelter – Check In Referral:Shelter Inventory View

Check In From Plus Sign

Referrals

Once the Check In Referral button is clicked, scroll to the bottom of the Unit Inventory Screen. Outstanding Referrals will show up here. Options that are available here are:• Edit Referral• Check In Referral• Transfer to clients ClientPoint Profile by clicking

on the client name

ReferralsWhen “Check In” is selected, case managers will need to assign the appropriate unit for the client and household members if any are attached.

If a unit is not assigned the client will be checked into an overflow unit.

Save the changes once the units have been assigned, the ROI has been entered, and assessment data has been reviewed.

ROI Displayed Here

HUD-Funded Programs Assessment Displayed

Here

AID Shelter - Unit Entry Data

AID Shelter – Assign Bed Screen

AID Shelter – Entry Data

AID Shelter – Client Checked In/No Outstanding Referrals

When a client has been successfully checked-in, their information will be added to the shelter’s Unit List and will no longer be displayed under the

“Outstanding Referrals” section of the Shelter Inventory.

AID Shelter – Steps to exit a client

When a client is leaving your program, view the Shelter Inventory and click the client’s name which will be displayed under “Unit List”. This is how you

will exit the client from your program.

AID Shelter – Exit Client – Step 1

AID Shelter – Exit Client – Step 2

AID Shelter – Exit Client Step 3 – Transmit Check Out List

Confirmation & Check Out List

Checking Out a Client: After exiting a client from your program, the next step is to check them out of your shelter.

Transmit Today’s Check Out List allows shelters to check all clients that have not confirmed an additional night of stay.

Displayed below is the ShelterPoint Dashboard View:

Confirmation & Check Out List

Checking Out a Client: After exiting a client from your program, the next step is to check them out of your shelter.

Transmit Today’s Check Out List allows shelters to check all clients that have not confirmed an additional night of stay.

Displayed below is the Shelter Inventory View:

Confirmation & Check Out List

The Check Out List lets the Case Manager:• Select Clients to Check Out

Confirmation & Check Out List First select clients to check out and then

select check out date for the those respective clients.

Confirmation & Check Out List Next, if appropriate, select the Reason for Leaving

(top drop down list), Destination (bottom drop down list), and if Supplies were Returned.

Confirmation & Check Out List

The final step is to click on “Check Out” to finish the process.