May 2019

HIFIS - Phase 1 TrainingHomeless Individuals and Families Information System

Today’s Agenda

Welcome & Introductions

What is HIFIS

Implementation Phases

HIFIS Related Documents

Process Overview

County of Simcoe HIFIS Support Centre

Ali Ryder - Hands on Training

Need to Know

What is HIFIS?

Homeless Individuals and Families Information System

(HIFIS) 4.0

A comprehensive, county-wide data collection and case

management system

Purposes: to better understand homelessness throughout Simcoe County

to facilitate service providers working collaboratively to address

homelessness

Allows multiple service providers to access real-time

homelessness data and refer clients to the right service

at the right time

Accessed from web-enabled devices, such as laptops,

smartphones and tablets

HIFIS Phases

HIFIS Related Documents

- HIFIS Access and User Agreement

Complete this eForm to

gain access to HIFIS

Collect users’ basic

information

Outline users’

responsibilities with

regards to the use of the

system and protecting

confidential client

information

If you want to change the

User Type later, please

contact Valerie Watson.

HIFIS Related Documents

- Common Consent Form

Mandatory to complete

Client Consent Types

Explicit

Inherited

Declined – Anonymous

Last Name: ANON#

First Name: Service

Provider Name

Written and verbal

consent

HIFIS Related Documents

- Common Intake Form

Mandatory to complete

Intake form used by all

service providers at

intake that use HIFIS

Agencies may use other

forms if need additional

information

Questions followed by a

red or “HIFIS” tag are

mandatory questions in

HIFIS

Process Overview

Access HIFIS

• Complete the HIFIS Access and User Agreement eForm (mandatory)

• Receive HIFIS username and log-in information via email

• Log into HIFIS

• Set up password

Meet a New Client

• Check whether or not new client is in HIFIS

• If YES, access Common Consent and Common Intake forms

• If NO:

• 1. complete Common Consent Form with new client (mandatory)

• 2. complete Common Intake Form with new client (mandatory)

• Add new client record into HIFIS

• Upload Common Consent Form and Common Intake Form into Client’s record (mandatory)

Meet a Current Client

• Each Contact: determine client’s current housing status and update client’s Housing History and Contact Information accordingly

• Add/edit client’s supplemental information

• Add/edit service provided

Simcoe County HIFIS Support

HIFIS Support Email

HIFIS@Simcoe.ca

HIFIS Support Centre

Webpage

www.simcoe.ca/HIFIS

HANDS ON TRAININGWITH ALI RYDER

Need to Know

- Data Management

Merge Duplicate Data

Data will be cleaned every 3 months

January

April

July

October

HIFIS Team to consult with HIFIS primary contact before

merging duplicate clients

Need to Know

- Timeline of Data Entry

Create a new

client record

Supplemental

information

Phase 1Housing First / Housing

Support ProgramsWithin 4 business days

Phase 2Emergency Shelter / Motel

Voucher Programs

Nightly

(To assign a

client to a bed

by 8 am)

Daily

Phase 3 Transitional Housing Programs Daily TBDWithin 4

business days

Phase 4 Domiciliary Care Programs Daily TBDWithin 4

business days

Security & Privacy

Privacy and security very important to the

County of Simcoe.

Be aware of the content on the documents you

upload (No SIN, Drivers License. etc…).

Please keep your credentials private.

Keep us up-to-date on users who change rolls

or leave your organization.

Need to Know

- Documents in HIFIS

Users should only upload documents to HIFIS which

help clients navigate the system of services & supports

Don’t upload the following documents:

Health records

Social Insurance Number Card

Driver’s License

Ontario Photo Card

Only upload documents to Documents modules in “Client

Information”

Confidential Toggle

Thank You!Questions?

We plan to go live within the next 2 weeks!

Contact Information: HIFIS@Simcoe.ca