Home / Module 8

Module 8: Outreach & Community

Track encampment enumerations, view outreach activities on a map, manage the Coordinated Access Unique Identifier List, and record incidents and conflicts.

Course Progress
0%
▶
Video: Outreach, Encampments & Coordinated Access in HIFIS
Walkthrough of adding an encampment, recording enumerations, using the Outreach map view, and working with the Coordinated Access Unique Identifier List.
📹 Video Placeholder
Estimated: ~12 min
🗺️
Outreach ▶

The Outreach module allows users to view records created in the Goods and Services and Group Activities modules in either a standard list view or a map view. Transactions appear on the map if the service location was captured when recording them.

How to View Outreach Records on the Map

  1. From the Front Desk menu, select Outreach.
  2. Click the Map View button. Goods and Services transactions and Group Activities with captured locations are displayed on the map.

How to Manage Records from the Outreach Module

  1. From the Front Desk menu, select Outreach.
  2. Locate the transaction or activity you wish to review.
  3. Click Display, Edit, or Manage to take the desired action.
💡
When recording Goods and Services or Group Activities, capture the service location using Get Current Location, Choose on Map, or Coordinates to ensure the record appears in the Outreach map view.
⛺
Encampments ▶

The Encampments module allows users to add and edit encampments and record clients found at those locations through enumerations (counts).

🌩️
Thunder Bay — Encampment Client Profile Requirements
When creating a client profile during an encampment visit in Thunder Bay, the following steps are required by the LU HIFIS Support Team:
  1. Search the client's name before creating a profile — select the All tab in the Client List to check for existing profiles.
  2. Obtain Explicit Consent from the client and upload the signed form to HIFIS.
  3. Enter all mandatory fields: First Name, Last Name, Date of Birth, Gender, Veteran Status, Citizenship/Immigration Status, Aboriginal/Indigenous Status, Geographic Region (last two weeks), at least one Contact method, at least one Language, Housing History (one year back), and at least two Contributing Factors.
  4. Verify the First Name, Last Name, and Date of Birth for accuracy.
  5. Complete the VI-SPDAT.
  6. Complete the CHAT Intake Survey (found under Client Management → Surveys).
Accidentally created a duplicate? Email hifis@lakeheadu.ca with the client file numbers only (no names).

How to Add an Encampment

  1. From the Front Desk menu, select Encampments.
  2. Click Add Encampment.
  3. Select the Encampment Location and enter the Encampment Name.
  4. Record the Start Date and, if applicable, the End Date and Geographic Region.
  5. Add a description if applicable.
  6. Capture the location using Get Current Location, Choose on Map, or Coordinates.
  7. Click Save.

How to Add an Enumeration

  1. From the Encampments page, find the encampment and click Manage.
  2. Select the Enumeration tab and click Add Enumeration.
  3. Select the enumeration date and a caseworker.
  4. Click Save.
    ⚠️
    You must click Save at this step before you can add clients. You cannot add clients until Save is clicked.
  5. In the Client Name(s) field, search for and add known clients. Click Add.
  6. Record Anonymous Clients in the Anonymous Clients field and click Save next to that field.
  7. HIFIS will display active Service Restrictions, Behavioural Risk Factors, and Watch Concerns for added clients.
ℹ️
If a client has active Watch Concerns or Service Restrictions, a hyperlink appears in those columns. Users with the appropriate rights can click the hyperlink to view the relevant record.
🔗
Coordinated Access ▶

The Coordinated Access module generates the Unique Identifier List (UIL) — a list of clients who meet all three criteria:

  • Have active Explicit + Coordinated Access consent
  • Have a Client State of Active
  • Are currently Homeless (Housing Status: Homeless, Transitional, Public Institution, or Unknown — depending on community configuration)

Exporting the Unique Identifier List

  1. From the Front Desk menu, select Coordinated Access.
  2. On the Coordinated Access – Unique Identifier List page, click:
    • Export to Excel – Suppress Names: exports with full names replaced by ***** (client ID only)
    • Export to Excel: exports with full names and client IDs
  3. The list opens in Microsoft Excel. Save the file in accordance with your organization's policy on personal information.

Sorting and Filtering the Unique Identifier List

  1. On the Coordinated Access page, click Filter Options to show filters.
  2. Apply filters in the categories: Client Vitals, Housing Status, Age, and Client State.
  3. Click any column header to sort the list by that data point.
🔒
The Unique Identifier List contains personal information. Always save and handle this file according to your organization's privacy policies and protocols.
🚨
Incidents ▶

The Incidents module records specific events involving clients, staff, or other people. Use Incidents for a specific one-time event. Use the Conflicts module (Module 4) for ongoing interpersonal issues.

How to Record an Incident

  1. From the Front Desk menu, select Incidents.
  2. Click Add Incident.
  3. In the Involved field, search for and add all clients and persons involved. Add additional people by typing the next name.
  4. If applicable, search for and add Witnesses.
  5. If applicable, select any emergency service responders who came to the scene. If Police is selected, additional fields appear — indicate if charges were laid, and enter badge number and report number.
  6. Select the nature of the incident.
  7. Confirm the start date and time and enter the location.
  8. If applicable, select the Disposition (how the incident was resolved) and add any attachments.
  9. Add Comments and click Save.
📍
Point-in-Time (PiT) Count ▶

A Point-in-Time (PiT) Count is a method to measure homelessness at a given time by counting and surveying people sleeping in shelters and on the streets.

PiT Counts provide community data on demographics of the homeless population (age, gender, veteran status, Indigenous identity). This data supports resource allocation and program development.

ℹ️
The PiT Count module helps communities upload PiT Count data into HIFIS, manage volunteers, and export data for analysis. For full instructions on using this module, refer to the HIFIS 4 Point-in-Time Count Module User Guide (separate from this training course).

Key PiT Count Features

FeatureDescription
Upload PiT Count DataSecurely upload community count data into HIFIS
Data ExportExport PiT Count data for further analysis
Volunteer ManagementCreate volunteer shifts and generate distribution lists
Survey IntegrationConduct surveys as part of the count to gather demographic data
✅
Knowledge Check ▶
1. When adding an Enumeration to an Encampment, when can you begin adding clients?
  • Immediately when you open the Add Enumeration form
  • After selecting the date and caseworker
  • Only after the enumeration is finalized and closed
  • Only after you click Save on the enumeration record
2. Which three criteria must a client meet to appear on the Coordinated Access Unique Identifier List?
  • Explicit consent + Inactive state + Housed status
  • Explicit + Coordinated Access consent + Active state + Homeless/Unknown Housing Status
  • Any consent type + Active state + any housing status
  • Declined to Share consent + Active state + Homeless status
← Module 7: Assessments