Inactive Report Process
Thank you for your patience these past 2 months as MDHI paused the Monthly OneHome Inactive Process for Families, Single Adults, and Youth to improve and fix the existing report. This updated Inactive report now includes all qualified CoC activities in its formula.
Qualified activities include any of the following that occur within Agencies & Projects associated with the MDHI CoC in HMIS:
Adding/updating program enrollments, including Status Updates & Annual Assessments
Adding a Service within a program enrollment (October CDT slide 47)
Adding a Current Living Situation within a program enrollment (OneHome program enrollment preferred, but any CLS captured within any program enrollment works, too)
Using the ‘Check-in’ functionality within a referral (October CDT slide 48)
Adding a client note (not preferred, as notes are sometimes used to document unsuccessful attempts to contact a person, which can inadvertently make a person show up as active)
We will start the Monthly OneHome Inactive Process on Tuesday, November 1st! Due to the 2-month hiatus, the inactive list is longer than usual. During the months of November and December 2022 – we are giving providers the full month to review the inactive list (instead of the standard 2-week turnaround time).
You should receive an encrypted email from noreply@mdhi.org on November 1st with an updated Inactive List for your agency. If you do not, please check your SPAM/JUNK folder to see if it is there. If you don’t find it at all, please let me know & I will investigate further.
This Inactive List includes all OneHome participants with 60+ days without qualified CoC activities. Participants with 120+ days without activity will be removed from CQ and exited from OneHome in December 2022 by MDHI staff after providers have the month of November to review the report. We recommend prioritizing your internal agency’s inactive workflow to focus on the households with 120+ days of no activity first (since only the folks with records that show no activity in the past 120 days, as of July 4, will be inactivated). There are currently about 542 folks that meet the “Inactive” (120+ days since qualified CoC activity) criteria, so MAKE SURE to review your list.
High-level overview of process (Nov/Dec 2022 monthly process)
Community Partners will receive monthly inactive reports for households who have not had any contact for at least 60 days (on the 1st of the current month)
Partners outreach households — documentation of actual contact made must be in HMIS
DEADLINE: End of business on the last day of the current month
Can include any of the qualified activities described below
Taking care of the system is taking care of the person – the best way to ensure the person you are working with is able to be prioritized for a housing resource is to regularly and accurately update information about them within HMIS, preferably within their OneHome_CES enrollment.
“Current Living Situation” (CLS) Assessment captured within the OneHome Program Enrollment for each head of household or assessed adult (see screenshot):
HUD’s requirement is for CLS to be completed at the time of every CE event recorded in HMIS. If you cannot complete a CLS with the participant (due to time and capacity limitations), use other HMIS features described above to reflect activity
Using the ‘Check-in’ functionality within an existing Referral (must be switched into the OneHome agency to leverage this functionality)
If you are made aware about changes to a household's situation that indicates they no longer need to be prioritized for a housing resource (ex: already housed, moved to another state, passed away, etc.), please remove the household from CQ using the appropriate removal options and exit them from the OneHome_CES program with the correct data values. If you have any questions about this, please contact us!
OneHome staff will process November’s inactive report during the month of December due to the month-long turnaround time for providers to add activity in HMIS. Any client’s still showing up with 120+ days of inactivity at that time will be removed from the CQ & exited from the OneHome_CES program by OneHome staff.
Households can re-enroll if they return (ongoing, anytime!)
You do not need to send anything to the OneHome team to “inactivate” a client. We will rerun a full report on or after December 1st and will use that to determine who should be removed from the OneHome Community Queue and exited from the OneHome Program.
If you have any questions, please reach out to contact@onehomeco.org.Th anks!