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Welcome The Supportive Housing & Homeless Program – Goal Setting & Record Keeping webinar will begin shortly. This is a muted call, please submit your questions via the GoToMeeting question feature. Handouts will be made available after the webinar concludes.

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Supportive Housing & Homeless Program – Goal Setting & Record Keeping

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Supportive housing homeless program goal setting record keeping

WelcomeThe Supportive Housing & Homeless Program – Goal Setting & Record Keeping webinar will begin shortly.This is a muted call, please submit your questions via the GoToMeeting question feature.Handouts will be made available after the webinar concludes.

Supportive housing homeless program goal setting record keeping

Supportive Housing & Homeless Program – Goal Setting & Record Keeping

Jonda Clemings, MSEd, LSW

Reasons for documentation

Reasons for Documentation



  • Planning & monitoring progress

  • Documentation of accomplishments

  • Quick access

  • Support staff work



  • Identify patterns

  • Continuity of service

  • History of crisis situation/pattern



  • Monitoring

  • Regulatory requirements



  • Behavior description

  • Data assessment & treatment plan

  • Data for evaluation

  • Funding source record

  • Justification for staff action

Legal aspects of documentation

Legal Aspects of Documentation

  • Direct planning & coordination

  • Response to services

  • Team member communication

  • Regulatory compliance

Legal aspects of documentation1

Legal Aspects of Documentation

  • Necessity for services

  • Maximize reimbursement

  • Provide data for staff decisions

  • Legal record

Legal parameters

Legal Parameters

  • Confidentiality & privileged

  • Accuracy

  • Objectivity

Legal parameters1

Legal Parameters

Goal setting

Goal Setting

  • Consumer centric

  • Help reach goals

  • Celebrate success

  • Problem goal vs. problem person

  • Inform choices

Goal setting skills

Goal Setting Skills

Goal setting skills1

Goal Setting Skills

Smart objectives

SMART Objectives



Attainable within time & conditions


Targeted to the identified need & impact

Targeted objectives

Targeted Objectives

Goals objectives

Goals & Objectives

Identify various issues, functions, etc. that a person may need to set a goal/objective around to improve their housing stability. List as many of these as you can for each letter in the alphabet.

Bloom s taxonomy

Bloom’s Taxonomy

Housing services plan

Housing Services Plan



  • What is it that you want to achieve?



  • Who

  • What

  • Why

  • Where

  • When



  • How much?

  • How often?

  • How many?



  • Achievable?



  • Is it important to what you want to achieve ultimately?

Time based

Time Based

  • When?

Sample goal

Sample Goal

  • Goal: Housing search

  • Objective: Submit application to MHA, apartment complex

  • Target date: by May 15, 2014

Supportive housing homeless program goal setting record keeping

Amy is a new participant in your homeless shelter. When asked about her housing goals, she tells you that she doesn't have any housing goals. Amy states that she has received Medicaid in the past, but is not currently receiving it. She has no other income/benefits at this time. Amy is not interested in working nor is she interested in signing up for Medicaid, SNAPS, other housing, etc.

  • Goals:

  • Objectives:

Supportive housing homeless program goal setting record keeping

Bill has been residing in your rapid re-housing program for six months now. He became homeless due to a layoff at the plant and has been having much difficulty finding other employment with comparable pay. Initially, Bill was sad about the loss of his housing, however he was very good at following up on possible job leads. During the past couple of months, Bill has become cool and distant. He appears disinterested and indifferent about finding a job.


Objective :

What should we document

What Should We Document?

Functional limitations & abilities

Barriers that led to homelessness

Program adherence

General observation

Record maintenance

Record Maintenance

  • Locked

  • Organized

  • Sequential

  • Participant identification

  • No other consumer names

  • Individualized

  • Black/blue ink

Record maintenance1

Record Maintenance

  • Avoid backdating

  • No blank spaces

  • Streamline charting

  • Follow agency policy

  • Sign entry with name & title/ credentials

Record maintenance2

Record Maintenance

  • Specific

  • Don’t label, characterize, use cliches

  • Use quotes

  • Approved abbreviations

  • Legible, grammatically correct

Documentation methods

Documentation Methods

  • SOAP – Subjective, Objective, Assessment, & Plan

  • DAP – Data, Assessment & Plan

Documenting appearance

Documenting Appearance

Documenting mobility

Documenting Mobility

Documenting communication

Documenting Communication

Documenting cognitive functions

Documenting Cognitive Functions

Building a case file what should be included

Building a Case FileWhat Should Be Included

Face sheet

Face Sheet

Identifying information picture id

Identifying Information & Picture ID

Drivers license

State ID

Birth certificate

Ohio State ID

Social security cards

Social Security Cards

Homeless status

Homeless Status

Chronic homeless status

Chronic Homeless Status

Unaccompanied individual or adult household member

Disabling condition

Living on streets or emergency shelter

1 continuous year homeless or 4 episodes of homelessness in 3 years

Housing history

Housing History

Why moved

Type of housing

Difficulties maintaining housing


Housing needs

Disability status

Disability Status

Long-term, indefinite duration

Impedes ability to live independently

Disability could be improved with suitable housing

Disability status1

Disability Status

Physical, mental or emotional impairment - including impairment solely due to alcohol or drug use

Written documentation must come from credentialed professional

Disability documentation

Disability Documentation

  • 3rd Party Written Verification

    • Disability verification form by state licensed professional

  • Social Security Administration

  • Receipt of disability check

  • Oral third-party and self-certification is not appropriate

Consent forms

Consent Forms

Basic elements of consent

Informed choice

Overall experience

Voluntary participation

Educational vocational assessment

Educational & Vocational Assessment




Employment history

Employment History

Gaps in employment

Positions held

Frequency of job changes



Criminal background

Criminal Background

Criminal history as it impacts housing & employment

Psychosocial assessment

Psychosocial Assessment

Mood & affect

Cognitive functioning





Health assessment

Health Assessment


Medication log



Service plan

Service Plan

Goals/objectives while in program

Drives service planning

Income verification

Income Verification

Amount of income

Sources of income

Proof of income

Incident reports

Incident Reports

What happened

When it happened

Others involved


Discharge summaries

Discharge Summaries

Reason for discharge

Income sources

Income amounts


Progress made

Referrals made

Rent reasonableness

Rent Reasonableness

Charting legally sensitive situations

Charting Legally Sensitive Situations


Nonjudgmental description




Justify actions taken

Dissatisfied consumer

Dissatisfied Consumer

Utilize “quotes”

Don’t label - describe

History or crisis patterns

Attempts to satisfy

Choices provided made

Never characterize



How person refused to comply

Failure to provide information

Attempts to remedy

Review of procedures




Minimal access - need to know

Privileged communications

Peer review

Peer Review

Impartial review

Share expertise

Diversity of opinion

Provide suggestions

Quality monitoring

Quality Monitoring

Look at process and outcomes

Drive improvement


Refine service delivery

Track integrity and effectiveness

Supportive housing homeless program goal setting record keeping

Coalition on Homelessness and Housing in OhioJonda Clemings175 S. Third St. - Suite 250Columbus, Ohio 43215Phone 614-280-1984Fax [email protected]

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