Webinar series march 28 2013
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WEBINAR SERIES | MARCH 28, 2013. Tools for Centralized Intake & Coordinated Assessment. Presentation will be recorded Callers muted Written questions are welcome. Introductions. Brad Ball Marketing Director, ClientTrack , Inc. Darin Patterson

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Webinar series march 28 2013


Tools for Centralized Intake & Coordinated Assessment

  • Presentation will be recorded

  • Callers muted

  • Written questions are welcome

Company Confidential



Company Confidential

Brad Ball

Marketing Director, ClientTrack, Inc.

Darin Patterson

Director of Administration, YWCA 2001-2007

Vice President of ClientTrack (2007-Present)




Company Confidential

  • Introduction to coordinated assessment & centralized intake

  • Different models of coordinated assessment

  • Example: Coordinated assessment needs within homeless systems of care

  • ClientTrack features that can be utilized to support effective coordinated assessment & centralized intake

  • 5 recommendations for planning coordinated assessment

Common problems with existing systems of care

Common Problems with Existing Systems of Care

Company Confidential

From the perspective of

individuals and families accessing care….

Initial interaction with a system of care

Initial Interaction with a System of Care

Company Confidential

The reality of most systems of care

The Reality of Most Systems of Care…

Company Confidential

Common problems with existing systems of care1

Common Problems with existing Systems of Care

Company Confidential

From the perspective of

individual organizations and programs…

Human service organizations face complex challenges

Human Service Organizations Face Complex Challenges

Company Confidential

Do we have capacity?

Does this client / family meet eligibility criteria?

Is my program the right fit?

Are there individuals in my community we aren’t reaching?

Are their better resources available for this family?

The answer for human service systems of care

The Answer for Human Service Systems of Care



  • Gestalt Theory

    • The whole is greater than the sum of its parts

  • Information Symmetry

    • A condition in which all relevant information is known to all parties involved

  • Program B

  • Program C

  • Program A

Company Confidential

Coordinated assessment centralized intake defined

Coordinated Assessment & Centralized Intake Defined

Company Confidential

A systematic method of identifying human service needs, addressing those needs with appropriate resources, and sharing relevant information across multiple programs or organizations.

Example for today s presentation

Example for Today’s Presentation

Company Confidential

  • Coordinated Assessment within a Homeless System of Care (Continuum of Care - CoC)

  • Goals:

  • Match the right resources with the right individuals most appropriately

  • Prevent unnecessary burden on individuals and families

  • Prioritize and target resources

  • Increase community-wide coordination and collaboration

  • Meet HUD’s requirement for CoCs

Coordinated assessment in hud terms

Coordinated Assessment in HUD Terms

Company Confidential

Coordinated Assessment

“Centralized or coordinated assessment system is defined to mean a centralized or coordinated process designed to coordinate program participant intake, assessment, and provision of referrals. A centralized or coordinated assessment system covers the geographic area, is easily accessed by individuals and families seeking housing or services, is well advertised, and includes a comprehensive and standardized assessment tool.”

(CoC Interim Rule, Section 578.3)

Models of coordinated assessment in cocs

Models of Coordinated Assessment in CoCs

Company Confidential

  • Centralized

  • Decentralized

  • Telephone-Based / 2-1-1

  • Mobile Case Manager

  • Mixed

Primary components of coordinated assessment

Primary Components of Coordinated Assessment

Company Confidential

  • Initial Assessment Tool(s)

    • Focused on Prevention and Diversion

  • Intake / Referral for Immediate Need

  • Detailed Assessment Tool(s)

  • Determinations

    • Eligibility

    • Program Fit

    • Capacity

    • Accessibility

  • Actions

    • Direct Placement

    • Reservations

    • Referrals

    • Wait Lists

Primary components of coordinated assessment1

Primary Components of Coordinated Assessment

Company Confidential

How can assessments be utilized to match clients families to the right resources

How can assessments be utilized to match clients / families to the right resources?

  • Automated Eligibility Information

  • Assessment Scoring

  • Real-time Capacity Information

  • Case Manager

Company Confidential

Symmetric Information

Information technology tools

Information Technology Tools

Company Confidential

  • Unique / Tailored Assessments

    • Intuitive and Simple to Use

    • Automated Scoring

  • Workflows

    • Guide user behavior

    • Take complex concepts and make them simple

  • Referral Coordination

    • Manage releases of information

    • Enable updates on each end of referral

    • Streamlined email notifications (secure)

Information technology tools1

Information Technology Tools

Company Confidential

  • Automated and Streamlined Eligibility Determination

    • Able to meet simple or complex rules

    • Doesn’t require additional data entry

  • Capacity Determination

    • Identify physical bed / room / unit availability

    • Identify funding availability

  • Waitlists / Direct Placements / Reservations

    • Different organizations have different levels of engagement

  • Mobility

    • Ensure information is readily available on all types of devices

Tools in practice

Tools in Practice

ClientTrack Demonstration

Company Confidential

Coordinated assessment planning tips

Coordinated Assessment Planning Tips

Company Confidential

  • Clearly identify, document, and broadcast your goals for coordinated assessment

  • Use existing data to target appropriate interventions and resources

  • Assess existing information technology capabilities and what information can be implemented incrementally

  • Engage community stakeholders with WIIFM

    What’s In It For Me?

  • Ensure you have plans to incorporate feedback from the system (qualitative and quantitative)

Human service technology can bring clarity

Human Service Technology Can Bring Clarity

Company Confidential



Company Confidential

National Alliance to End Homelessness

Coordinated Assessment Toolkit


United States Interagency Council on Homelessness – Crisis Response Toolkit


Thank you

Thank You

About ClientTrack

Contact Information

Founded in 1983, ClientTrack Inc. provides software and professional services that advance the missions of Health, Human and Social Service organizations by enhancing their ability to gather, use and report client information.



Upcoming Events:

Lutheran Services Annual Conference, April 8-11, Washington DC

Nonprofit Technology Conference (NTEC), April 11-13, Minneapolis, MN

National Human Services Data Consortium (NHSDC), April 25-26, Seattle, WA

Company Confidential

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