Background

The SAVES (Santa Ana Vital Eviction Solution) Program is meant to assist households in Santa Ana that are at behind on rent and utilities as a result of COVID-19. The SAVES Program provides assistance including rental arrears, rental assistance, rental application fees, security deposits, utility deposits and payments, moving costs, housing search and placement, housing stability case management, mediation services and credit repair. The Eviction Defense fund provides legal assistance to SAVES Program participants in need of legal services. Clients complete an application through 211OC, and assistance is provided by Salvation Army for rental assistance and Public Law Center for Eviction Defense. 

 

Data Import

Clients can submit their application at santaana.211oc.org. Data submitted through the application will be imported into HMIS. These imports will occur on Tuesdays and Fridays excluding holidays, and will continue until an API can be implemented, or the SAVES Program ends. This import will create a Client Record for the client if one doesn't already exist, and all other data from their application will be imported into the SAVES Pre-Assessment. Any files uploaded by the client at the time their application is submitted will be entered into HMIS by the 211OC team.

 

Client Profile

Service Providers are responsible for ensuring the data imported into the Client Profile page is accurate. They must review these fields with their clients and make edits as necessary. If the Client Record already exists in HMIS a new client record will not be created. However, if the client's first name, last name, date of birth, or social security number in HMIS are different from the data submitted in the client's application, a new record will be created. Please enter a ticket with the HMIS Help Desk to request merges for duplicate client records.

 

Below are common issues to review on the client's Profile screen.

• SSN: Clients are only entering their last 4 SSN on the SAVES application. It is the Service Provider's responsibility to collect the full SSN if possible.
• SSN Code: Some clients enter 0000 for their last 4 SSN, but the SSN Code is set to Approximate or Partial. If the client's last 4 SSN is 0000, the SSN code should be changed to Data Not Collected.
• DOB Code: Some clients do not enter a Date of Birth, but the DOB Code is set to Full DOB Entered. If the client's DOB is blank, the DOB Code should be changed to Data Not Collected.

 

Service Providers are also responsible for entering a Release of Information (ROI) for the client. Please review the Accessing and Completing Release of Information Page for instructions on how to add the ROI.

 

Files

An Emergency Rental Aassistance category has been added to the Files page. The types of files that can be uploaded by the user are below. Any documents that the 211OC team receives from the client will be available on this screen. Please review the Adding Documents to a Client Profile knowledge base article for instructions on how to add or view Files.

 

• Declaration of COVID-19 Related Financial Distress

• Rental or Lease Agreement

• Utility Bills

 

Assessment

The SAVES Pre-Assessment is created when the client's application is uploaded to HMIS.  The SAVES Pre-Assessment can be viewed and edited using the steps below.

1. Navigate to the Assessment page under the client record.
2. Click on the Edit button next to the SAVES Pre-Assessment.

 

This assessment reflects the application completed by the client. The Service Providers are responsible for reviewing all data in this assessment with their clients for accuracy. Any data incorrectly entered must be corrected by the Service Provider. Below is a list of the fields most commonly entered incorrectly by the client in the application.

• Address 1 and Address 2
• Eviction Notice Date
• Monthly Rent

 

Enrollment

The Service Provider is required to enroll all clients in their SAVES projects to track services provided to the household. Please review the Managing the Global Household article for instructions on how to add additional household members to a household. After adding additional members to the household, review the Enrolling Clients in a Project knowledge base article for instructions on enrolling the clients. Once the household is no longer receiving assistance through the SAVES projects, all members of the household must be exited.