Greater Hartford Coordinated
Access Network
Meeting Notes
June 4, 2014
In Attendance:
Brian
Baker- South Park Inn
Sandy
Barry – Salvation Army
Crane
Cesario- Capitol Region Mental Health Center/ DMHAS
Roger
Clark- Immaculate Conception Shelter and Housing Corp.
Justine
Couvares- Chrysalis Center
Joel
Cox- Town of Enfield Social Services
Mary
Davenport- The Network
Fred
Faulkner- The Open Hearth
Lou
Gilbert- Immaculate Conception Shelter and Housing Corp.
Mary
Gillette- Mercy Housing
Kristen
Granatek- Connecticut Coalition to End Homelessness
Andrea
Hakian- CHR
Camilla
Jones- Town of Bloomfield Social Services
David
Martineau- Mercy Housing
Matt
Morgan- Journey Home
Amina
Musa- Journey Home
Lynn
Naughton- Salvation Army
Roxan
Noble- Chrysalis Center/YWCA
Diane
Paige-Blondett- My Sisters’ Place
Sarah
Pavone- CRT/East Hartford Community Shelter
Heather
Pilarcik- South Park Inn
India
Rodgers- Town of Bloomfield Social Services
Iris
Ruiz- Interval House
Kathy
Shaw- My Sisters’ Place
Dave
Shumway- Immaculate Conception Shelter and Housing Corp.
At
the GH-CAN meeting on June 4th we answered the following questions:
1.
What is your Coordinated Access Network Region
(name of the CAN)? Greater Hartford
CAN
2.
Do individuals and families have different
intake process (workflow) once they are referred to the CAN? [ YES / no ]
If yes above, is the initial
interview conducted by different people (or locations) within your network? [ YES/ no ]
Priorities for this meeting were to continue working to
obtain the answers for the following questions:
3.
How many intake locations will be available at
the CAN? Multiple
If you utilize more than 1, are
these locations ‘open’ at the same time, or do they alternate days?
The locations for our Coordinated Access Network will alternate days
depending on which agencies have agreed to do intakes at their facility. Our
CAN is covering a large region, so we’ll have locations doing intake in the
city of Hartford and outside of Hartford that will be open at the same time.
4.
Approximately how many staff people will be
accessing the referral “buckets” in your network (sometimes referred to as Duty
Service Coordinators)?
Not determined, will elaborate
more at the next meeting. Each agency should have one main person to serve as
the Duty Service Coordinator and an alternate to be safe.
5.
After the initial intake, briefly describe your
referral and case management process for that client for the following
scenarios (if it is different for individuals and families please specify):
We
will go through different scenarios next week to help us figure out the
intricacies of how our CAN will look like.
-
Client doesn’t show up (if you need to do
something more than just check the ‘did not show up box’?)
-
Space is available at a local network (shelter,
TLP, SHP, voucher) Will discuss at the next
meeting
-
Space is NOT available at a local network at the
time of interview / intake?
·
Opening Remarks: Based on the discussion at the Hartford
COC/Journey Home Steering Committee meeting the day before, Tuesday, June 3rd , we had guiding questions to lead the meeting.
There was a strong emphasis that our CAN
needs to move towards being results based. We cannot continue to have meetings just to
sit and talk, we need to have results at the end of every meeting.
·
Reviewed the first set of questions in regards to what stakeholders
should be a part of Coordinated Access planning. The Questions were: Who should
we contact? At what agency? Who is their contact person for the CAN? Who will
reach out to them? When should we reach out to them? Why do we want them
involved?
·
Crane: We’ve heard from the state team that we should
involve hospitals, police depts, who else do they suggest?
i.
CCEH: Domestic Violence, probation, parole, faith
communities, police, housing authorities, DCF. Everyone needs to know about the
changes to referring people to shelter.
Suggestion
to think of this broader than only shelter. What agencies refer people to
shelter? Those are the people that should be a part of the Coordinated Access
Network. They do not necessarily have to
be a part of the planning process right now but they need to be made aware of
what is going on. Knowing now that
2-1-1’s role and scope have changed, we have to re-imagine what we were
thinking in terms of how Coordinated Access is going to look. We have to thinking broader (outside of
shelter) as to who should be involved.
ii.
Crane will reach out to Hartford Police Department. Town of
Bloomfield Social Services and Enfield Social Services will speak to their
respective police departments.
iii.
Veteran programs? CRT has 3 Veteran programs and Sarah
Pavone will reach out to them to be involved.
iv.
Chrysalis has contacts with Vernon Police Dept. Justine will reach out to them. CHR will reach out to Manchester Police Dept.
v.
Iris Ruiz will reach out to Rocky Hill Police Dept and Wethersfield
police dept
vi.
CHR spoke with Manchester Hospitals and they are
apprehensive about being a part of Coordinated Access. They are concerned with DPH and do not think
discharging a client for them to call 2-1-1 and be scheduled for an intake to
access shelter services is an adequate form of discharge.
vii.
What about contacting residential drug and alcohol? Justine
has a contact at ADRC, will also reach out to Farmington Valley Town’s Social
Services.
viii.
Crane will talk to DMHAS about DPH
**What
can the City of Hartford do in terms of resources for intake? Or can hospitals administer intake?
i.
Lou Gilbert: If we have people in the hospitals
administering the intake, is the information going to be accurate? It is possible that they become familiar with
the VI-SPDAT and know how to respond to specific questions to get the results
they want so they could get people out of their hospital beds.
a. It’s very
likely that this could happen. In order for the client to have a successful
discharge according to DPH and Hospital requirements they should call 2-1-1
while the client is still in the hospital and conduct the intake. That would
allow the client to know where they are going after being discharged.
·
Iris: When is a person going to be referred to a Domestic
Violence shelter as opposed to a regular shelter? If they are a past victim of
DV will they still be sent to a DV Shelter?
i.
CCEH: It’s client choice. If they present as a DV Victim and
would still like DV support services they can go to a DV Shelter.
ii.
Crane: When we get to that kind of situation we will have to
figure out when it is client choice or abuse of the system.
iii.
Iris: What if someone comes to a DV shelter but it isn’t
appropriate for them to be there?
a. That client
would have to call 2-1-1 to access another shelter
·
Is 2-1-1 able to give us an approximate of the people
calling now?
a. What we do know
is that we are receiving three times the amount of calls for people requesting
shelter than South East CT, but we don’t know if this is an accurate number,
because many people who need shelter do not call 211, and go straight to the
shelter.
b. Bridgeport and
Middletown communities will meet to gather data with Journey Home and explain
their Coordinated Access process.
·
Reviewed the CAN Template. We have to figure out as a community what to
do for those who are not diverted by 2-1-1 so that they won’t enter shelter. We need to think about diversion. How are we going to do this?
i.
Lionel: We need all our diversion resources to be pulled
together. There are many different agencies, that might not be here, or that we
are aware that are offer prevention resources (security deposits for example) we
need to get them all together.
ii.
We have some of these resources in the GH CAN packet from
the March 5th meeting.
iii.
Dave: 2-1-1 should already have a good number of these
resources. People call them all the time requesting services. After looking at
their list of resources we can then see what services are needed to
successfully divert people.
·
**Reviewing the Nutmeg sheet: How many days a week should we
be checking the buckets?
i.
CCEH: Our local CAN has to tell 2-1-1 when they can make
appointments; whether it be the next business day or that day. Many times
clients will call 2-1-1 to cancel an appointment so the agency will not even
know if that appointment is still occurring if they don’t check the bucket.
ii.
Lou Gilbert: Can’t 2-1-1 send an email to a group of people
(case managers at that specific agency) if there are changes?
a. CCEH: 2-1-1
will send emails if that is how our CAN requests them to communicate.
**(Timing
of buckets, deadline making reservations, frequently checking)
·
What do we do about no shows?
i.
Some communities have a 30%-40% no show rate. People are diverting themselves, if they don’t
call back needing resources, they seem to not need shelter.
ii.
In the case of DV shelters they should call to follow up if
the client is a no show. All the other shelters could set their own policy for
whether to call back.
iii.
CCEH: Some CAN’s have a policy that they will allow a person
3 no shows, and then do not schedule another appointment.
iv.
Our process for no show: follow up is at the agency’s
discretion to decide what is a mitigating circumstance? We will not limit the
number of no shows.
v.
If a person is a no show a third time should we seek out the
homeless outreach team?
a.
We could have Capitol Region reach out to the mobile
clinics. We could have monthly review meetings to discuss clients and no shows.
b.
CCEH: Some communities have a daily conference call to go
over difficult clients
c.
Dave: We can also utilize the networks in the shelter to
make our outreach efficient. If we ask one of the guys in the shelter that we
are looking for a specific person, they can use their street network to
communicate and the person will show up.
·
Marketing Plan: What resources will be available to let
people know about the culture change? We
need to spread information around the community to make it aware to everyone
that people have to call 2-1-1 for shelter.
i.
***Joel : To communicate with other agencies and providers,
a four sentence blurb articulating what Coordinated Access is and the purpose
of it would be helpful. This will make it easier to have other agencies know
exactly how they could fit in the Coordinated Access Network. CCEH will write something.
·
***Lynn Naughton: DSS has to be educated about Coordinated
Access. We have all these clients coming to shelter because DSS told them they
will be able to access certain resources if they go to shelter. Catholic Charities also needs to be informed.
·
***Mary Gillette: Who is going to be the keeper of data? Data will allow us to better utilize resources
by knowing what services people are looking for.
ii.
Crane: We will have to create a subgroup of as we move along
further in this process.
***=
To Do
Schedule for CAN Intakes
Intake
locations for Individual Men and Women:
Monday:
The Open Hearth
Tuesday:
Immaculate Conception
Thursday:
Immaculate, CHR Manchester in the mornings maybe
Intake
locations and times for families: Monday: East Hartford Community Shelter,
Tuesday:
Salvation Army Marshall House (all day), My Sister’s Place (1/2 day),
Thursday:
CHR Manchester (1/2 in the PM), Salvation Army Marshall House (all day),
Friday:
South Park Inn (1/2 day)
YWCA/Soromundi will know next week what days
and time they can commit to. CHR will also check when Enfield can take intakes.
Topics to discuss in next meetings:
Immediate
Needs
Data-
What to collect
Resources/Places
Marketing/Communications
Data
Standards Management Plan: What do we want to know data-wise? How do we know if
it is effective?
Releases
of Information group discussion
Evaluation/
Consumer satisfaction
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