Program Specific Overview: PATH

This article is intended for HMIS users with access to PATH projects. It is encouraged to reference the HUD issued PATH Program HMIS Manual

Project Types

Data Collection Workflow

Terms to Know

Contacts

Service Transactions (Service Crosswalk)

Referrals (Referral Crosswalk)

PATH Project Types

Each PATH grantee has two different projects set up within HMIS@NCCEH: PATH Street Outreach and PATH Supportive Services. It is vitally important that the correct project be utilized for each client in order to ensure correct reporting for both the PATH grantee and the Continuum(s) of Care in which they operate.

PATH Project Type	Eligible Clients
PATH Street Outreach	Clients living in places not meant for habitations at first interaction (same as project start)
PATH Supportive Services	Clients usually living in places not meant for habitation but might be in emergency shelter, couch surfing, or other locations which otherwise would be defined as "at risk of homelessness" at first interaction (same as project start)

PATH Data Collection Workflow

Understanding the PATH Data Collection Workflow is vitally important for all users who enter data for PATH projects in the HMIS. PATH projects have four different time points, as illustrated in the graphic below (excerpted from PATH Program HMIS Manual, pg.16)

PATH Terms to Know

Project Start	The project start date is the date of the first interaction between the PATH-funded worker and the client.
Engagement	The point at which an interactive client relationship results in a deliberate client assessment or the beginning of a case plan. Engagement is a one-time event, may occur on or after the project start date, and must occur prior to PATH enrollment and project exit.
Enrollment	The point at which the PATH-funded worker can determine if a person is eligible for the PATH program. Additionally, the PATH-eligible individual and the PATH provider have mutually and formally agreed to engage in services.
Project Exit Date	The project exit date is the last date of contact between the PATH-funded worker and the client.
Reengagement	The process of reestablishing interaction with PATH-enrolled individuals who are disconnected from PATH services in order to reconnect the client to services based on the previously developed case management or goal plan. Reengagement must occur after enrollment and prior to project exit.
Referral	Active and direct PATH staff support on behalf of or in conjunction with a PATH-enrolled individual to connect to an appropriate agency, organization, or service. Referrals are only reported for PATH-funded referrals provided to a PATH-enrolled individual.
Service	A specific PATH-funded assessment, benefit, or form of assistance provided to a PATH-enrolled individual. PATH-funded services may include screening, clinical assessment, community-based mental health services, substance use treatment, and housing assistance.

PATH Required Data Elements

Current Living Situation
Date of Engagement
Date of PATH Status Determination
Client Enrollment Status
Connection with SOAR
Disability Details
Domestic Violence Victim/Survivor
Services Provided (PATH)
Referrals Provided (PATH)

PATH Contacts (Interactions)

Contact is defined in the PATH Program HMIS Manual, pg.5 as "an interaction between a PATH-funded worker(s) and an individual who is potentially PATH eligible or enrolled in PATH. Contacts may range from a brief conversation between the PATH-funded worker and the client about the client’s well-being or needs, to a referral to service. A contact must always include the presence of the client—the facilitation of a referral between a PATH-funded worker and another case manager or service provider without the involvement of the client would not be considered a contact. A contact may occur in a street outreach setting or in a service setting such as an emergency shelter or drop-in center. Contacts are recorded in HMIS using "Current Living Situation (data element 4.12)".

Recording Current Living Situations

Set Enter Data As mode
Search for client by name or HMIS ID
Set Back Date Mode
Click on the Entry/Exit tab
Create appropriate assessment
- If this is the first interaction, the Current Living Situation will be recorded within the Project Start
- If this is an additional interaction, the Current Living Situation will be recorded within an Interim
Click Add on the Current Living Situation sub-assessment table
Fill in the Start Date, Information Date, and End Date all as the same date. These dates should match the Back Date Mode and the date of the interaction being completed.
From the Current Living Situation drop-down, select one of these five options:
- Place not meant for habitation (HUD)
- Emergency Shelter, incl. hotel/motel paid for w/ES voucher, or RHY-funded Host Home shelter (HUD)
- Safe Haven (HUD) Note: In NC, there are no Safe Havens so this should never be selected!
- Other (HUD)
  - If "Other" is selected, then complete the "If 'Other', Specify" data field
- Worker unable to determine (HUD)
Click Look Up next to "Living Situation verified by"
- In the Search bar, type the agency or project name and then click Search
- Locate the project name and click the green plus icon to select the correct PATH project
Click Save

PATH Service Transactions

PATH Service Transactions must be recorded once the client is PATH-enrolled. If the client is not PATH-enrolled, no services need to be documented. Any services recorded for clients who are not PATH-enrolled or recorded prior to the Date of PATH Status Determination (if enrolled) will not be included in the PATH Annual Report.

Recording PATH Services

Set Enter Data As mode
Search for client by name or HMIS ID
Set Back Date mode
Click on the Services Transactions Tab
From the Services Transaction Dashboard, click Add Service
Confirm the Services Provider is accurate and that the Start Date and End Date are set correctly. These dates should match the day the client was provided the specific service.
Select the Service Type from the dropdown menu. Leave "Provider Specific Service" blank.
Click Save & Continue
Select the appropriate PATH services from the Type of PATH FUNDED Service Provided dropdown menu
Scroll down to the "Need Information" section to update the Need Status and Outcome of Need according to the client's situation. If the service was successfully completed, Need Status should be "Closed" and Outcome of Need should be "Fully Met".
Click Save & Exit

PATH Service Crosswalk

Type of PATH FUNDED Service Provided	Service Type
Re-enagement	Street Outreach Programs Outreach Programs
Screening	Mental Health Screening
Clinical assessment	Mental Health Evaluation
Habilitation/rehabilitation	Rehabilitation/Habilitation Services
Community mental health	Mental Health Support Services Mental Health Drop In Centers
Substance use treatment	Substance Use Disorder Services Mental health and Substance Use Services
Case management	Case/care Management Representative Payee Services Social Security Disability Insurance Appeals/Complaints Social Security Disability Insurance Applications Supportive Housing Placement/Referral Benefits Assistance Housing Counseling Housing Search and Information Personal Financial Counseling
Residential supportive services	Life Skills Education
Housing minor renovation	Home Improvement/Accessibility
Housing moving assistance	Moving Expense Assistance Rental application fee payment assistance Housing Expense Assistance Material Goods
Housing eligibility determination	Housing Search and Information
Security deposits	Rental Deposit Assistance
One-time rent for eviction prevention	Rent Payment Assistance

PATH Referrals

PATH Referrals must be recorded once the client is PATH-enrolled. If the client is not PATH-enrolled, no referrals need to be documented. Any referrals recorded for clients who are not PATH-enrolled or recorded prior to the Date of PATH Status Determination (if enrolled) will not be included in the PATH Annual Report.

Recording PATH Referrals

Set Enter Data As mode
Search for client by name or HMIS ID
Set Back Date mode
Click on the Services Transactions Tab
From the Services Transaction Dashboard, click Add Referral
In the Service Code Quicklist box, select the appropriate referral type
Click Add Terms
In the Provider dropdown, select the appropriate provider.
- "PATH provider referrals" can be selected for all referrals, however, please reach out to the Data Center if your project wants some customization for providers to which you regularly refer clients.
Click Add Provider
Select the appropriate details from the Type of PATH Referral dropdown and If any "Type of PATH Referral" made, select Outcome dropdown.
Click the checkbox under Referral-to-Provider table. Without this box checked, the referral will not save correctly; It is how to confirm the referral should be made!
Scroll to the bottom to select Save All

PATH Referral Outcomes

The PATH Program HMIS Manual (page 12) provides the following definitions for PATH Referral Outcomes.

“Attained” means the client was connected and received the service (if the referral is for housing, it is not attained until the housing placement starts).
“Unknown” means the status of the client’s connection or receipt of service is unknown to the provider entering the data.
“Not attained” means the client was referred to, but may not have ever been connected with, the service or did not actually receive the service.

PATH Referral Crosswalk

Type of PATH Referral	Service Code
Community mental health	Mental Health Support Services Mental Health Drop in Centers
Substance use treatment	Substance Use Disorder Services Mental Health and Substance Use Disorder Services
Primary health/dental care	Health Care Referrals Dental Care Referrals Health Support Services
Job training	Job Training Formats
Educational services	Educational Programs
Housing services	Housing Search and Information
Temporary housing	Transitional Housing/Shelter
Permanent housing	Supportive Housing Placement/Referral
Income assistance	Basic Income Maintenance Programs
Employment assistance	Employment
Medical insurance	Health Insurance/Dental Coverage