BraindumpDiscussion on Intake Processes and Documentation Compliance
Summary:
- Review of intake document signatures and required dates for clients' signatures.
- Importance of uploading documentation in HMIS and GitHub systems.
- Clarification of medication storage and logging procedures for specific programs, especially AB109.
- Emphasis on case managers' responsibilities during room checks and medication compliance checks.
- Discussion on case notes frequency and proper labeling to facilitate audits.
Content:
Mr. John Will, you know, during your intake, I noticed we forgot to have you sign so many documents and signs. And then after Roy does his thing, the program manager of the program should review the files. After the program manager reviews the files, then your contract analyst will pull random files. At this point, my team are pulling all case managers' files, half and half, just to make sure you guys continue to do your work on a daily basis. What I've been hearing is, I wasn't here, so I didn't know I had to clean that up.
Pretty much, if there's stuff that's missing from the file, that means you didn't review the file. I didn't do the intake, so I shouldn't have to date it. It's just not done. Or it's a, I don't know, nobody told me. So, everything from intake should be dated the date of intake. So, the intake happened on June 23rd. Even though Roy missed 10 papers, he should have a client signed and date for June 23rd. Not June 26th, not June 30th, the date of intake is June 23rd. Okay? Signatures. Even if Roy didn't complete the intake and he is a case manager, if he's having the clients complete the file, he needs to sign it.
And I'm just not picking on you, Roy. It just happens to be, I see you. Period. Any questions? We all on the same page? Yes. Okay. HMIS and GitHub uploads. There's a lot of documentation that's not uploaded in the system. Which, by a show of hands, does everybody in this room know how to upload, with the exception of, well, y'all have to upload some stuff too. Does everybody know how to upload documentation in HMIS? Raise your hand. Oh, you got it? You good? Okay. Sorry, I don't see back here. Rommel? You know it? Okay. So, we all know how to upload documents, which means, on the checklist of your intake packet, it lets you know where the documents need to go.
Whether it's GitHub, HMIS, ARMS, CHAMP, and DMH is coming out with a new, their own thing, so DMH, which might not be as complicated, but we don't know yet, because it's in their testing phase. So that is, on average, anywhere between two to three databases. GitHub is our internal database. The reason, the biggest part of GitHub is because, not none of y'all, but we had a whole program, all the clients got discharged in HMIS. Every last client. We're talking about 47 clients out of a 60-bed program. Now, each and every one of y'all, because you work for one guard, y'all have the same access in HMIS.
Exactly the same. So, all 47 of the people got discharged, our saving grace was that we had GitHub, because I could tell who our clients are enrolled in the program. If we didn't have our internal system, guess what? We'd have been trying to figure out who was enrolled in the program, because, as y'all know, once a client is discharged in HMIS, you can see on the screen what program they've been discharged from, but that's based on the date that you discharge them. The only people who should be discharging clients are who? Program managers. Case managers shouldn't be discharging clients.
No more questions. Questions? No? Okay, this next question only applies to re-entry. Patricia, Melissa, Maria, Elena, Michael, Mike, and Alexander. Cece. For re-entry, the only program that's a little different is AB109. Where are the medications supposed to be? In the medication log. And where are they supposed to be stored? In the medication office. Is something on fire or somebody dead? Hold on. In the medication log and where? In the medication office. Where is the medication office? On the 8th floor in the medication office. And the 8th floor medication office is for what participant? What program?
AB109 and SPOT. What about the other one? Oh yeah, Latour goes in there too. So the only program that is not in there is AB109 because their clients sign a waiver, so we're not responsible. Your clients in Latorre should be in there. Guess what, team? We had an audit today. And the two clients' rooms that they looked at today had medication. And not just one bottle, it was multiple bottles. Part of the reason why there's a medication room is not to say that we don't trust our clients, but it's so we make sure that they're in compliance with what medication they're taking and they're taking it at the correct dosage, one.
And two, to make sure they're not overly taking it. So if the medications are in the client's room, case managers, it is your responsibility to make sure when you're doing your room checks and your wellness checks that you're checking. Part of deep dive room checks is to go in there and look. And all of our participants sign an agreement that they know that these audits are going to do room checks, whether it's DMH or re-entry. Are we all on the same page? Yes. Any questions? I do have a question. When we do room checks, there's like vitamins.
Is there only prescribed medications that need to be in the medication room? Well, it depends on the vitamins. So you want to make sure. Just double check and look. But it should be medications that are prescribed. Okay, I just wanted to... Like any over-the-counter? Yeah. But here's the thing. Sometimes people can overdose on over-the-counter meds. Like Tylenol and stuff? They can overdose. So Tylenol should be... You can take more Tylenol. I know somebody who took more NyQuil than they were supposed to. And they had to go to the hospital because it was poison. Because you didn't take the correct dosage.
So if it's like a painkiller or something like that, then it needs to be stored. But if it's like a vitamin C, then they can keep that in their room. You can take more vitamin C and get sick too. So you want to look at it as case by case. Okay. Or just everything? When in doubt, case managers, please go to your PAMS. PAMS, if you're in doubt, go to Aaron. And I'm not trying to, like... I don't wanna see y'all, but I am trying to create the separation between contracts and making sure. Okay. Room checks.
Tell me how room checks should be done. Somebody. No, no. I don't want a program manager. Sorry. How room checks and wellness checks. And I don't want a compliance person. So I'm gonna say, somebody should say something before I just pick on somebody. I'm not expecting Jimmy nor Dana to say anything. So, Romel, Roy and Jason are not fully yet integrated in the program. So, since nobody said something, I'll go. Yeah, because I'm always talking, so I'll just try to be quiet. So, um, room checks, you're supposed to do them daily, every morning. Is that room checks or wellness checks?
Room checks. Um, well, I guess, I don't know. To me, it's kind of like both in one, but... So you go to your assigned caseload, you close off that door, knock three times. If you don't get any response or an answer, you open the door and let them know a staff is coming in before you do so. Open the door if the client isn't in there. I still do a quick glance, make sure nothing is visibly out that isn't supposed to be, prohibited items, anything like that. Close the door. If the client is in there, talk to them real quick, make sure they're good.
Kind of, to me, the basis, I don't know if there's supposed to be other stuff you do, but... Post-medicates, are you guys all agreed? Well, I'm like with her, I was feeling my mom. Okay, room check and wellness check, I see it the same way as one, but we're doing two different paces. So are we each... So I heard her say that each case manager do their own caseload. Is that what's going on now? Or because we just do, we do our room checks. We check all the rooms, and then we do a wellness check.
So that's like two different sheets. Or can we do a room check and a wellness check at the same time on one sheet? So, to answer your question, but first, before I answer your question, is what Elena said, do all the case managers who are in a case management role currently agree with what she said? LaShawn? Yes, I do. Cece? Yes. Melissa? Mm-hmm. Okay, so here's the thing. You can potentially do a room check and a wellness check all together, because the wellness check is to ensure that the client is in their room and they're still breathing.
Making sure, again, the premise of the wellness check is to make sure the client is breathing and alive. Because a client happens to pass away, EA might have that issue probably about a month in. Clients pass away. What our funders gonna ask is, when is the last time somebody seen them alive? Now, you guys do it during the day. Security does it at night. So if security said, well, I seen them last night at 10, client passed away at 2 o'clock in the afternoon between 10 p.m. and 2 a.m., I mean, 2 p.m., who's seen the client?
So if staff say they didn't do their wellness check, then guess what? So the last time we know we've seen the client was alive at 10 p.m. The reason why security stopped doing the wellness checks during the daytime is because staff kept saying the clients are fussing. They're fussing and complaining because security is on their last round, either one shift changed, so when the new security guards come in at 7, they're doing their round. And then staff are going back in about 9, 10, and then they're doing another round. And the clients are like, well, goddamn, can I sleep?
Y'all knocking on the door. Well, if you do it at 9, that makes it to where you saw this person. Now, a room check, while you're doing your wellness check, you can scan around. But now, I'll say this all the time. No. You guys, you can't see in the room. You should be able to open the door without anything obstructing behind you because in the event of a fire, what will happen is the client will be like, oh, I got a bin behind my door. I can't get out successfully because it's this much space. Guess who's in trouble?
We are. Because the client's gonna say, I couldn't get out in enough time. This, that, and the third happened. Blah, blah, blah, blah. And this door should go all the way open. You could be able to scan. Quick. You can scan and see if a client has more property. What's our property limit? Frequently, I'll go in the room, but a lot of times, y'all see compliance on the floor. And they randomly pick rooms. Well, every Thursday, during our directors meeting, we get a note. We know, and it's based off of packouts. So when they go do y'all packouts, I'm not picking on you, LaShawn.
You just happened to be in my forefront. If it's LaShawn's client and you do the packout, they're gonna say, we packed out a room and it had 13 bags. Which has happened. Not to you, Tiffany. But we've had 27, we've had 24. And if they weren't supposed to have two, then what does that tell me? Huh? I'm not picking on DHS. But what does that tell me if I hear that a client has 14 bags? What you said, Roma? That lets me know. And that is just based on me not even going into the room.
It is just what hotels are based off packouts. If a client's supposed to have two bags minimum or two totes, that's it. Kiera, you give me that look. What happened? Again, 24 bags is a lot. Now let me help y'all understand. Because if you pack out, it goes down to the basement. We have to hold property for 30 days. How many of y'all have been down in the basement recently, been in the basement? Basement ain't a fun place. It's a whole lot of stuff down in the basement. So to store 27 bags is a whole lot.
So guess what? Two bags, two totes. Now if you got a client that you're trying to work with, you might be nice. Case by case. You might give them an extra something. But that's case by case. The bin is downstairs, it is a walking bin. The bin is where they can store their clothes for free. Then I have one too. If they don't wanna go to right here on the other side of construction, it's another one on town. And the one on town holds way more property than the one over here. So again, it's two bags.
Now let me help y'all tell y'all what happened. My team goes, check the rooms, check the floors, check offices, and all of the above. You little heads up. You know. Don't ever walk out your office with the door open. Don't even leave your computer open with the door open. Because I'm gonna tell you what's gonna happen. Me, I was in the night screening email to HR. And I've done it. So let me give y'all a hint. When I'm on the H floor, Patricia, she'll walk out of her office and she'll be like, oh shit. And that's because she see me walking down the hallway and she wanna go somewhere else and she wanna leave her door open.
But she ain't the only one. When I go up to HR, Johnny do the same thing. How many of y'all know Johnny? Y'all know Johnny. Johnny kinda make sure. And if your case manager, if y'all don't take y'all lunch by the set business hours, one of you on your head, right? Let me help y'all understand. When I say ain't nobody at work, one person is offering this because I like my job. I don't mess with her. But everybody else, I'm checking email. And an email will say, I don't like my job and I don't like the line guard.
Please help me. And it goes to the VP. The VP of HR. Oh, yeah. It's kind of fishy. And you might think, well, if somebody's speaking on my behalf. And this happens. And then she'll call me and she's like, Tiffany, did you? I'm like, no. But the reason why your door should not be left open. Our clients steal and our employees steal. Not to say that y'all be in your ceiling, but it does happen. I worked at a job where a lady left her stuff open. Her cubicle mate stole her credit cards and charged a whole lot on her credit cards.
And because she was a little older in the training age, she didn't catch her right away. But then when she did catch it, guess what happened? He lost his job. If a client steals, they get terminated. What I don't want to see is y'all running down. Can y'all run the camera footage back because somebody was in my office. I've watched the camera footage. And I've watched her go in their office, go out their office, door wide open. And guess what happened? Bam, their purse is missing. Bam, her wallet is gone. Or you'll leave in a client in your office while you're going to the parking lot.
I'm gonna be right back. What you think will happen? So how many of y'all wanna ask, y'all got a locked drawer or a locked desk? That is for those reasons. And it don't mean lock it and leave the keys sitting there. I'll hang it up. Because guess what? All I gotta do is turn in the file. Now, I ain't gonna take none of y'all purses or your wallet. I'm gonna just send a friendly email to HR if your computer is gone. When you walk away, close your door. And it has happened. It's happened more than what we wanna say.
And again, our clients are formerly homeless, getting out of jail. They need a little bit of shush. They ain't always that pretty. And y'all wanna keep faith in them. That's why we found it. But before you change subject, just so everybody knows, open window L locks your computer. So you don't even have to, like, scroll or do anything. You just open window L and it locks your computer. Now, here's the thing. With cloud checks, your logs should be sent into your PM. That lets your PMs know that you were doing your job. Now, here's what I will say.
For our female staff, if you don't feel comfortable with going to a certain client's office because they look a certain type of way or whatever the case may be, have somebody with you. Pay a PM's house or talk to them, I'm gonna take such and such. It's okay. The expectation is not for you to feel uncomfortable for you to be able to do your job. Questions? Okay. Last thing. Case notes. How many case notes should you guys have on a monthly basis? It's four weeks, right, in a month. How many case notes? You are not supposed to be talking.
Four a week. Four a week. So what was the question again? Maybe I missed it. Somebody help me. What was the question? How many case notes in a month? In a month? Well, if it's four weeks in a month... If I'm your client, how many case notes should I have a month? Fair minimum. Fair minimum. Four a week or four weeks. I mean, unless there's something going on with the client, then you have to document, like, wait a minute. What's the name of those case notes? That's why I wanna make sure we all on the same page.
So let's see. How many case notes should we have a month? Well, it's four weeks in a month, and you put one in every week, unless it's something urgent. Let me help you here now. Yeah, I'm confused. What was the title of those case notes? Okay, wait. Before we even get there. Minimum, minimum. In a month, if you meet with the client once a week, that is four case notes. However, if you're doing your room checks and your water checks every week, that's five a day. So that's nine. I'm sorry, that's five a day, plus your monthly or weekly meeting.
That's six times four. Oh, God. And I wouldn't see anything. So now here's the other biggest part. Everybody uses general on their case note drop-down. General for terminations, general for room checks, general for monthly meetings. If you start labeling them, it makes it easy. The reason being, if a client files a grievance or a client wants to pull a termination, when I gotta go back in and look at case notes, I research. So I'm gonna give y'all a prime example. Let's see. We gonna log in to Christina. And I know for some of you guys, we've been down this road multiple times.
I'm telling y'all right now, this is it. I don't wanna hear, I don't know, I'm confused. Didn't nobody tell me that. What was the question real quick? I'm listening. Okay, so I've always put general in the Dropbox because I thought medical was maybe, you know, somebody like the nurse's office. But even when you do the drop note, it doesn't say the Dropbox, it has general, medical. It doesn't have mental health. It doesn't have DPSS or do it. Or did I miss something? I gotta go check my box then. I mean, because if I'm doing DPSS, if it's in the Dropbox, then I should be able to do that, right?
Hold on, Patricia. You might not be able to talk, but I don't know my password. So this is the last one. This is the last house on the block. I need to know. All right, give me one. Somebody give me a... Matter of fact, give me a damn H1. Roll or roll. Roll. All right. You are. Last thing. Maybe you didn't. Oh, you talking about HMIS? I thought you meant Get Help. You pay attention. I was so lost. But you were just talking about Get Help. Well, yeah, because HMIS doesn't have Get Help. Let me help y'all understand.
HMIS is our money maker. Get Help is our internal database. I don't think it's a coach. I need you to be... Case notes going both. Case notes going both. No, but let's put your box on. Cut it and paste it. All right, y'all. Okay. While we wait, hey, are you in the office? Can you come down to the boardroom? The projector's not working and I think somebody's broke it. And I'm in the boardroom now, please. Okay. So, Raul is entered in, he's in DMH. Now, everybody knows where to put notes, right? And then Shamia. Under the program.
Under the program? Under the program, right? Yeah. Hold on, this ain't no fun when y'all can't see. Hold on, Marie. How many HDs? But I'm gonna go and get help too. Watch, he gonna come in here and he gonna be like, doo-doo-doo, thing, and it's gonna work. And I'm gonna be like, I need to see. That's his childhood. Now I'm acting like a bad kid, so I'm pushing on the button. Push the input. Push the what button? Input. Dimitri! Hello. I didn't break it, I promise. I know it's cute too. I want one. You want one?
It's a growth. It's a growth. It's a growth. It's a growth. Okay, so, hello. Hi. Alrighty. So, Mr. Raul, he's in DMH. I've already went to the program, so where do I go? I'm going to, I wanna see his notes. Okay, so here is the thing. It actually, it's titled, Client Misappointment, Initial Client Meeting, End of Week Recap, Laundry Assistance, Token Assistance, LAFD Transport, Weekly Meeting. Not bad. Who is this case manager? Okay. So, now, tell me where I go. I wanna upload, let's see. I wanna upload, he gave me a doctor's note, and I wanna make sure it's in HMIS.
Somebody guide me where I'm going. Program managers, I do not want you guys to say anything and complain. I don't want you guys to say anything. Mr. Swirtho gave me a doctor's note. I need to upload it into HMIS. Where do I go? Files. Program managers, I do not want you guys to say anything and complain. I don't want you guys to say anything. Mr. Swirtho gave me a doctor's note. I need to upload it into HMIS. Where do I go? Files. Which one? The one at the bottom. Do I go here or am I gonna go here?
Right there. Okay, I'm gonna go here. Now, how am I gonna upload this file? Add file. I'm gonna go here? Yes. Okay. And of course, I'm gonna scan it, but you can label it. Right? So, the files up here are for everybody. For every program needs to be in. Anything like that. If it's up here, I can see who Lisa Lopez is what? Because you can see what she uploaded. Now, what if he, like, he doesn't have his ID, he doesn't have his social? If he does, it's not uploading. So, we're gonna look at him and get help.
Alright. So, here we are here. I wanna upload his documents and get help. Where do I go? Scroll down to the bottom. Here? Yes. And then where do I go? Add client documents. Everybody knows how to do this, correct? No. Okay, I'm gonna go back. So, if you're in his dashboard, Michael. So, if you're in a dashboard and you need to upload, you're gonna scroll all the way down. You're gonna click on documents. And from there, you're gonna click on add client documents at the top right here. You select what it is. You can name it and then of course, you'll upload it.
And then once you're done, you'll click on the create. So, let's check his case notes in, get help. So, in help, you can do the same thing. So, if you go here, even if you select general, sometimes it'll let you do it, but sometimes it won't. Well, let's see. So, you guys are all unrestricted. You don't need to mess with this. This is only used by our clinical team. So now, if it's a safety concern, if they're banned, health and safety, clinical, which is on their clinical, and your medical information, you can put it there.
Okay? Now here's the thing. Case notes. How long do you have to create a case note? 24 hours. Does everybody agree? Well I heard two things. I heard 40 minutes and I heard 24 hours. You tell me what it means. How long do you have to create a case note? 24 hours, unless it's Friday, you could do it the following Monday. See, see in the list. And you guys agree? Yes. Lashay, do you agree? Yes. Do we understand why? What's the time frame is? Can you explain one more? Because ideally speaking, I would love for you guys to do it right then and there.
Yes, ma'am. I'm in the boardroom. Yeah, I'm about to be done. Okay, bye. The biggest reason, say, Lashay had an incident on Thursday. You might not find out about the incident until you came into the office and he was off on Friday, right? So you didn't find out about the incident until Monday. Hypothetically speaking, right? Technically speaking, you honestly have three days. And why it is at three days is because, unfortunately, the power funders say, however, I say it should be immediately. Now, if Jason is out of the office and something happened with his client and he's not back on Monday, he can't do nothing about it until then.
However, program manager, another case manager can go in and do a note because, we'll say, if Lashay is out, or Lashay is downstairs, it's not her client, and she sees a client has gone through the blues downstairs, and Lashay's gonna say, uh-uh, that ain't my client. I got time for that shit today. Or if she helps, how do I know you so well? So if Lashay helps, Lashay can go in and do the case note, but Lashay also wants to say, Hey, Melissa, I saw your client downstairs. It looked like they were having a mental episode.
I was able to deescalate the situation, but you might wanna check in with her. That is friendly teamwork. Now, the seventh and eighth floor are restricted floors. They are licensed floors. If you are not clear to be on those floors, you cannot be on those floors. So, Lashay on five, she hears some bullshit going on on six, and we all know when shit happens in the building, it can be very, very loud, and y'all can hear the echo. Now, Lashay's like, Damn, I don't think it's on six. Now it's on eight. Now before she goes hiking up those three flights of stairs, she can go to the kiosk and say, Hey, can you check with the guard that's on this floor?
So make sure the staff knows what's going on. A lot of times, it be shit going on on the floors, and sometimes all the staff offices be closed. I don't know if y'all trying to avoid the bullshit or not. My son might get up to the floor and be like, What the fuck? And then I get mad because I'm like, Okay, look, I know I can't be the only person. Do you have to be here now? Unless you're in your office with your ears off, your earphones on, you're on a phone conversation, your music is blasting loud, and you can't really hear it?
Uh-uh. Here's the thing. All program managers, case managers, all rooms will have old school kickstands. Because what I hear is, all my things don't work. All the door closed. All blah, blah, blah, blah, blah. No. If you are not available for the clients, then damn sure you ain't gonna hear the bullshit going on, especially if you want to tell them out. Your doors should always be open unless you are, what y'all call it, admin time? If y'all doing admin time, which, when I was a case manager, that should never happen. You did your work within your eight hours.
But it's okay. So if you're on your admin time, and your door is closed, but if I open the door and you all in the, Hey, hey, hey, you're not doing admin time. Admin time is intended for you to apparently catch up on stuff you're not able to catch up because the staff has been complaining. I can't do the X, Y, and Z. It ain't enough time in the day. Blah, blah, blah, blah, blah. To me, I'm gonna be honest, that sounds like a bunch of BS. But you know, it's okay. Another population of clients that we serve is very hard.
Question. So everybody know how to upload now, right? So when my team are doing your five reviews, because when they find stuff wrong, they come into my office and I'm like, what the fuck? And what I will say is, all your programs are not at capacity. What I mean by that, and why I say it that way, is because, hold on a minute. So, so, is that 16 clients? Check card is at six. That means you guys, you can do the tour. I'm not there yet. I'm like, what happened with you? What am I doing?
She got to the last house. Yeah, right. That's what I'm missing. I'm not picking on nobody in particular. But what I'm saying is, if you guys are not at capacity, and stop, and check out stuff, is at a 35-bed contract. We are not at capacity. Which means, case notes and files should be like a one. Because guess what? We're not at capacity. And even with the clients that we have now, it's a split down in the middle because it's too many people. So since Patricia thought I was just picking on her, let's talk about El Tour.
El Tour has 13 participants. It's a 55-bed contract. We're not at capacity. Where's your staff? None of them not here today? Oh, we have two. Bam. DMH. You guys are actually at capacity. But listen. Now that you guys got a new case manager, however, she got about a month until she really initiated it before she can get her files. Once that is, then it'll help with the dynamics. So it ain't gonna all fall on you. Housing navigation, you just doing housing navigation. It ain't your lane. Stay in your lane. Say it again. Now I'm just directing at y'all.
Stay in your lane. Because what I hear is, people are like, that ain't my job. That ain't in my job description. They asking me to do da-da-da-da-da-da-da-da-da. Then I got to go do some investigation and look in and then they find out. So I'm not, okay. Everyone, everyone on nine. We have all your friends. What you doing here? What you doing? What you doing here? That's outside waiting for my phone. Okay. Hold on. Hold on. I said y'all need some help. Who is here? It's a question. It's ain't you boo. She's like, what's my name up there?
It ain't you boo. The reason why I'm saying that is because, look, I don't ever want you guys to think that you guys are unappreciated. The work that we do day in and day out is hard. The participants that we serve in our program, the outside environment is hard. And for those of you who have been here less than five years, and for those of you who have been here five years and plus, skid row wasn't like it was when I started nine years ago. It was not. And I told our funders today, as I said on a call, when they asked about the staff turnover, and what I said was, look, when I came on, people didn't make it even an eight-hour month.
They would leave after lunch. Can't take that away from me. Didn't know it was like this, because everybody is, you guys all heard in your interviews, or before interviews, do you have a problem with breaking on skid row? And it's because you may see somebody extremely naked from the head to the toe, trying to walk into the building, and you know that everybody else in the community is like, keep walking like, hey, how you doing? Because they're used to it. So most people that come in from another state and out of town, and other parts of California, they don't understand the dynamics of skid row.
And the pandemic has made the population of people we serve in our environment way worse than what it was. So the work, yeah, I'm fussing. Yeah, I wanna make sure y'all do your work, but it's because y'all funders, and who I have to answer to, they pay y'all paychecks. So if y'all not keeping y'all files together, y'all not standing compliant, y'all not case note, y'all not doing this stuff, that is a reflection. HMIS is to give people house. So if LA had ain't done, if they don't have an assessment in there, that shit looks for a reason.
And then you have the client say, I've been here two years, and you ain't housed me, and I ain't seen nothing about the fucking week, because I hear it all the time. But that's because the case manager didn't do the LA HUD assessment, or didn't do the CES assessment. I said last week in an email, maybe two weeks ago, reentry, if you have not completed the LA HUD assessment, you need to make it your priority to do so, because Access Center will not be around for them to help you with your assessment. Effective as of Tuesday of next week.
That don't mean schedule all your clients to come down to Tuesday of next week. That means you need to make sure you're not doing your stuff. That is part of your job. Also, with LA HUD, I know that we've been, LA HUD brought the number down from the required, you know, the target number to 12, from 17 down to 12. That's still real high. So if we keep hitting people below 12, they're saying, I would, the last LA HUD training I might give is that, write a message to Rasa about it. So if you're worried about doing an LA HUD with people because you're gonna get under the target number, do it, but then just send in a complaint, because the reason it went from 17 to 12 was because so many people were like, no one's reaching this number.
And here's the other biggest part. I do not just sit down and do your assessments with your clients. How you guys should be explaining and telling is, this is to help you get a house. The more open and unsure with your answers is to help you get a house. So if you've had some life and real world experiences, you need to be honest. Because if you're like, hell no, no, I've never been homeless, motherfucker, you're lying because you're in income housing. You ain't gotta say it like that, but you get my drift. I've had a client, and I've seen a client who didn't want to complete the housing, the verification of disability.
Being homeless is a verification of disability. That is a disability. It's not a physical disability, which because you're homeless, it helps you get housing. It is your approach. It is how you explain. If you're like, I don't know, you just gotta answer these questions. Well, guess what? I'm gonna be like, nope, nope, nope. And then I get a 16, and guess what? I'm gonna be fussing because I've been here for two years, and y'all ain't got me housed. Because our client's impression of coming into our facilities are, you guys are supposed to house me, which we don't do the housing.
We do get you dock ready. However, if there is no, I'll see you, Michael, hold on. If there is no assessment, so he had the CES. His score was at a 15. October of last year. Okay, so. So, and I would say, if it was done in October, I would say, he's been to the hospital, he's had some major issues, he's experiencing a whole lot of stuff, then I would go in and do LAHAP. Because it might have changed. However, if he say, I understand there's nothing, you're gonna leave this where it is. Now, if this was October of 2024, you need to do LAHAP.
Two years. The assessments are good for two years. Every program does LAHAP. Every program should be. Now, what I will say for re-entry, and it's harder to get you guys' clients placed, because they are considered a transitional housing. They're not considered interim. And what that means is, because a lot of the access centers closing on Tuesday, you should be sending your clients down to the care campus, because the care campus can help them declare being homeless to be able to help them. But they need to tell the care campus that they're in a program, so they won't try to place them in another program.
If you have female clients who have experienced some domestic violence in their past, then don't send them to the care campus. I would send them to downtown women's center, which is right there on 6th and central. That's the reason why I'm saying that is, because it has to be connected to HMIS. A lot of the re-entry being sent down to the access center or over to the care campus is to establish a... footprint for homelessness in the Skid Row area, so that they can be also available for Skid Row app and other resources that are not available unless you're considered homeless.
And because transitional housing isn't considered homeless, you have to establish that footprint somewhere. So here's the biggest part for our stop clients. Once they are, they've completed, they're still here on an extension, they can go back to Amity and work with housing navigation. After they leave us? After they're done with services, they can go back to Amity and they can help them with housing navigation. After the year? After the six-month extension. Oh, after the six-month. So if your clients haven't signed up, and again, for those of you who didn't sit on the new CLS program, so starting Wednesday of next week, while this rollout program, they're gonna focus on participants who've been in our program the longest, in all of our programs, but it's not just one guard, it's all of our service providers.
And what they're gonna do is, they're gonna connect them to housing navigation through CLS, they will help them with subsidy for two years. Now let me tell you the downfall, because after the two-year period, they're gonna want the clients to make that enough money, just like you and I, to pay market rate value for rent. So, for your clients that are on general release, that is not substantial income. For your clients that are on like Social Security and things like that, there are set of us that income, however, depending on what type of Social Security they're on, they can go get them a part-time job and still be able to keep their Social Security.
Now if they're on disability Social Security, then they can't, but it's how the system is going to be tweaked. Now, we have a lot of participants, especially in DMH, who are like, I don't wanna leave, I'm cool, so I don't wanna pay market rate after two years. Y'all got me messed up. Here's the thing, if a client is not engaging, not doing what they're supposed to do, not sticking to the program, you guys can 30-day notice them, and they can leave. They ain't doing what they're supposed to do in the entry, they can leave. Here's the thing.
For reentry, just so that everybody knows, if you're accompanying, if you guys are accompanying someone to go to get an LA app assessment done, they are not going to be given the LA app the day they walk in. They're going to be given an appointment to return with all of their documents because they have to be doc-ready to do the assessment. That's how it's always been over here with us. I'm saying this so that you're prepared that if you go over there, that it might just be like a five-minute walk in, get an appointment, and walk out.
And y'all might have to go back the next day or whatever. Exactly. Copies are acceptable. You can also, if they are on HMIS, you can let them know that they are already uploaded to HMIS. We were also told when they do the LA app training not to do the assessment across the first week. The purpose of waiting, it is just like how the CES used to be. You're supposed to build rapport with your participants. So you get to know them, so they feel comfortable with giving you real answers to your questions. If you do it in your first meeting, I would be like, I don't think I know you.
I wouldn't disclose that I have... If you wait and create the rapport, generally within 14 days, generally... Alright, I know you're going to be coming down here for the next week or so, or something or other, part of the closure. You guys, I'm all in my office if you have questions, I'm sorry. Or better yet, y'all know who your contact person is? Send her an email. Did everyone sign the sign-in sheet? Who does? Thank you all. I appreciate y'all. You know where I live. She should have been here. That's okay. I'm not doing no taking break.
That was it. Thank y'all. I appreciate y'all. You know where I live. Thank y'all. I appreciate y'all.
- Review of intake document signatures and required dates for clients' signatures.
- Importance of uploading documentation in HMIS and GitHub systems.
- Clarification of medication storage and logging procedures for specific programs, especially AB109.
- Emphasis on case managers' responsibilities during room checks and medication compliance checks.
- Discussion on case notes frequency and proper labeling to facilitate audits.
Content:
Mr. John Will, you know, during your intake, I noticed we forgot to have you sign so many documents and signs. And then after Roy does his thing, the program manager of the program should review the files. After the program manager reviews the files, then your contract analyst will pull random files. At this point, my team are pulling all case managers' files, half and half, just to make sure you guys continue to do your work on a daily basis. What I've been hearing is, I wasn't here, so I didn't know I had to clean that up.
Pretty much, if there's stuff that's missing from the file, that means you didn't review the file. I didn't do the intake, so I shouldn't have to date it. It's just not done. Or it's a, I don't know, nobody told me. So, everything from intake should be dated the date of intake. So, the intake happened on June 23rd. Even though Roy missed 10 papers, he should have a client signed and date for June 23rd. Not June 26th, not June 30th, the date of intake is June 23rd. Okay? Signatures. Even if Roy didn't complete the intake and he is a case manager, if he's having the clients complete the file, he needs to sign it.
And I'm just not picking on you, Roy. It just happens to be, I see you. Period. Any questions? We all on the same page? Yes. Okay. HMIS and GitHub uploads. There's a lot of documentation that's not uploaded in the system. Which, by a show of hands, does everybody in this room know how to upload, with the exception of, well, y'all have to upload some stuff too. Does everybody know how to upload documentation in HMIS? Raise your hand. Oh, you got it? You good? Okay. Sorry, I don't see back here. Rommel? You know it? Okay. So, we all know how to upload documents, which means, on the checklist of your intake packet, it lets you know where the documents need to go.
Whether it's GitHub, HMIS, ARMS, CHAMP, and DMH is coming out with a new, their own thing, so DMH, which might not be as complicated, but we don't know yet, because it's in their testing phase. So that is, on average, anywhere between two to three databases. GitHub is our internal database. The reason, the biggest part of GitHub is because, not none of y'all, but we had a whole program, all the clients got discharged in HMIS. Every last client. We're talking about 47 clients out of a 60-bed program. Now, each and every one of y'all, because you work for one guard, y'all have the same access in HMIS.
Exactly the same. So, all 47 of the people got discharged, our saving grace was that we had GitHub, because I could tell who our clients are enrolled in the program. If we didn't have our internal system, guess what? We'd have been trying to figure out who was enrolled in the program, because, as y'all know, once a client is discharged in HMIS, you can see on the screen what program they've been discharged from, but that's based on the date that you discharge them. The only people who should be discharging clients are who? Program managers. Case managers shouldn't be discharging clients.
No more questions. Questions? No? Okay, this next question only applies to re-entry. Patricia, Melissa, Maria, Elena, Michael, Mike, and Alexander. Cece. For re-entry, the only program that's a little different is AB109. Where are the medications supposed to be? In the medication log. And where are they supposed to be stored? In the medication office. Is something on fire or somebody dead? Hold on. In the medication log and where? In the medication office. Where is the medication office? On the 8th floor in the medication office. And the 8th floor medication office is for what participant? What program?
AB109 and SPOT. What about the other one? Oh yeah, Latour goes in there too. So the only program that is not in there is AB109 because their clients sign a waiver, so we're not responsible. Your clients in Latorre should be in there. Guess what, team? We had an audit today. And the two clients' rooms that they looked at today had medication. And not just one bottle, it was multiple bottles. Part of the reason why there's a medication room is not to say that we don't trust our clients, but it's so we make sure that they're in compliance with what medication they're taking and they're taking it at the correct dosage, one.
And two, to make sure they're not overly taking it. So if the medications are in the client's room, case managers, it is your responsibility to make sure when you're doing your room checks and your wellness checks that you're checking. Part of deep dive room checks is to go in there and look. And all of our participants sign an agreement that they know that these audits are going to do room checks, whether it's DMH or re-entry. Are we all on the same page? Yes. Any questions? I do have a question. When we do room checks, there's like vitamins.
Is there only prescribed medications that need to be in the medication room? Well, it depends on the vitamins. So you want to make sure. Just double check and look. But it should be medications that are prescribed. Okay, I just wanted to... Like any over-the-counter? Yeah. But here's the thing. Sometimes people can overdose on over-the-counter meds. Like Tylenol and stuff? They can overdose. So Tylenol should be... You can take more Tylenol. I know somebody who took more NyQuil than they were supposed to. And they had to go to the hospital because it was poison. Because you didn't take the correct dosage.
So if it's like a painkiller or something like that, then it needs to be stored. But if it's like a vitamin C, then they can keep that in their room. You can take more vitamin C and get sick too. So you want to look at it as case by case. Okay. Or just everything? When in doubt, case managers, please go to your PAMS. PAMS, if you're in doubt, go to Aaron. And I'm not trying to, like... I don't wanna see y'all, but I am trying to create the separation between contracts and making sure. Okay. Room checks.
Tell me how room checks should be done. Somebody. No, no. I don't want a program manager. Sorry. How room checks and wellness checks. And I don't want a compliance person. So I'm gonna say, somebody should say something before I just pick on somebody. I'm not expecting Jimmy nor Dana to say anything. So, Romel, Roy and Jason are not fully yet integrated in the program. So, since nobody said something, I'll go. Yeah, because I'm always talking, so I'll just try to be quiet. So, um, room checks, you're supposed to do them daily, every morning. Is that room checks or wellness checks?
Room checks. Um, well, I guess, I don't know. To me, it's kind of like both in one, but... So you go to your assigned caseload, you close off that door, knock three times. If you don't get any response or an answer, you open the door and let them know a staff is coming in before you do so. Open the door if the client isn't in there. I still do a quick glance, make sure nothing is visibly out that isn't supposed to be, prohibited items, anything like that. Close the door. If the client is in there, talk to them real quick, make sure they're good.
Kind of, to me, the basis, I don't know if there's supposed to be other stuff you do, but... Post-medicates, are you guys all agreed? Well, I'm like with her, I was feeling my mom. Okay, room check and wellness check, I see it the same way as one, but we're doing two different paces. So are we each... So I heard her say that each case manager do their own caseload. Is that what's going on now? Or because we just do, we do our room checks. We check all the rooms, and then we do a wellness check.
So that's like two different sheets. Or can we do a room check and a wellness check at the same time on one sheet? So, to answer your question, but first, before I answer your question, is what Elena said, do all the case managers who are in a case management role currently agree with what she said? LaShawn? Yes, I do. Cece? Yes. Melissa? Mm-hmm. Okay, so here's the thing. You can potentially do a room check and a wellness check all together, because the wellness check is to ensure that the client is in their room and they're still breathing.
Making sure, again, the premise of the wellness check is to make sure the client is breathing and alive. Because a client happens to pass away, EA might have that issue probably about a month in. Clients pass away. What our funders gonna ask is, when is the last time somebody seen them alive? Now, you guys do it during the day. Security does it at night. So if security said, well, I seen them last night at 10, client passed away at 2 o'clock in the afternoon between 10 p.m. and 2 a.m., I mean, 2 p.m., who's seen the client?
So if staff say they didn't do their wellness check, then guess what? So the last time we know we've seen the client was alive at 10 p.m. The reason why security stopped doing the wellness checks during the daytime is because staff kept saying the clients are fussing. They're fussing and complaining because security is on their last round, either one shift changed, so when the new security guards come in at 7, they're doing their round. And then staff are going back in about 9, 10, and then they're doing another round. And the clients are like, well, goddamn, can I sleep?
Y'all knocking on the door. Well, if you do it at 9, that makes it to where you saw this person. Now, a room check, while you're doing your wellness check, you can scan around. But now, I'll say this all the time. No. You guys, you can't see in the room. You should be able to open the door without anything obstructing behind you because in the event of a fire, what will happen is the client will be like, oh, I got a bin behind my door. I can't get out successfully because it's this much space. Guess who's in trouble?
We are. Because the client's gonna say, I couldn't get out in enough time. This, that, and the third happened. Blah, blah, blah, blah. And this door should go all the way open. You could be able to scan. Quick. You can scan and see if a client has more property. What's our property limit? Frequently, I'll go in the room, but a lot of times, y'all see compliance on the floor. And they randomly pick rooms. Well, every Thursday, during our directors meeting, we get a note. We know, and it's based off of packouts. So when they go do y'all packouts, I'm not picking on you, LaShawn.
You just happened to be in my forefront. If it's LaShawn's client and you do the packout, they're gonna say, we packed out a room and it had 13 bags. Which has happened. Not to you, Tiffany. But we've had 27, we've had 24. And if they weren't supposed to have two, then what does that tell me? Huh? I'm not picking on DHS. But what does that tell me if I hear that a client has 14 bags? What you said, Roma? That lets me know. And that is just based on me not even going into the room.
It is just what hotels are based off packouts. If a client's supposed to have two bags minimum or two totes, that's it. Kiera, you give me that look. What happened? Again, 24 bags is a lot. Now let me help y'all understand. Because if you pack out, it goes down to the basement. We have to hold property for 30 days. How many of y'all have been down in the basement recently, been in the basement? Basement ain't a fun place. It's a whole lot of stuff down in the basement. So to store 27 bags is a whole lot.
So guess what? Two bags, two totes. Now if you got a client that you're trying to work with, you might be nice. Case by case. You might give them an extra something. But that's case by case. The bin is downstairs, it is a walking bin. The bin is where they can store their clothes for free. Then I have one too. If they don't wanna go to right here on the other side of construction, it's another one on town. And the one on town holds way more property than the one over here. So again, it's two bags.
Now let me help y'all tell y'all what happened. My team goes, check the rooms, check the floors, check offices, and all of the above. You little heads up. You know. Don't ever walk out your office with the door open. Don't even leave your computer open with the door open. Because I'm gonna tell you what's gonna happen. Me, I was in the night screening email to HR. And I've done it. So let me give y'all a hint. When I'm on the H floor, Patricia, she'll walk out of her office and she'll be like, oh shit. And that's because she see me walking down the hallway and she wanna go somewhere else and she wanna leave her door open.
But she ain't the only one. When I go up to HR, Johnny do the same thing. How many of y'all know Johnny? Y'all know Johnny. Johnny kinda make sure. And if your case manager, if y'all don't take y'all lunch by the set business hours, one of you on your head, right? Let me help y'all understand. When I say ain't nobody at work, one person is offering this because I like my job. I don't mess with her. But everybody else, I'm checking email. And an email will say, I don't like my job and I don't like the line guard.
Please help me. And it goes to the VP. The VP of HR. Oh, yeah. It's kind of fishy. And you might think, well, if somebody's speaking on my behalf. And this happens. And then she'll call me and she's like, Tiffany, did you? I'm like, no. But the reason why your door should not be left open. Our clients steal and our employees steal. Not to say that y'all be in your ceiling, but it does happen. I worked at a job where a lady left her stuff open. Her cubicle mate stole her credit cards and charged a whole lot on her credit cards.
And because she was a little older in the training age, she didn't catch her right away. But then when she did catch it, guess what happened? He lost his job. If a client steals, they get terminated. What I don't want to see is y'all running down. Can y'all run the camera footage back because somebody was in my office. I've watched the camera footage. And I've watched her go in their office, go out their office, door wide open. And guess what happened? Bam, their purse is missing. Bam, her wallet is gone. Or you'll leave in a client in your office while you're going to the parking lot.
I'm gonna be right back. What you think will happen? So how many of y'all wanna ask, y'all got a locked drawer or a locked desk? That is for those reasons. And it don't mean lock it and leave the keys sitting there. I'll hang it up. Because guess what? All I gotta do is turn in the file. Now, I ain't gonna take none of y'all purses or your wallet. I'm gonna just send a friendly email to HR if your computer is gone. When you walk away, close your door. And it has happened. It's happened more than what we wanna say.
And again, our clients are formerly homeless, getting out of jail. They need a little bit of shush. They ain't always that pretty. And y'all wanna keep faith in them. That's why we found it. But before you change subject, just so everybody knows, open window L locks your computer. So you don't even have to, like, scroll or do anything. You just open window L and it locks your computer. Now, here's the thing. With cloud checks, your logs should be sent into your PM. That lets your PMs know that you were doing your job. Now, here's what I will say.
For our female staff, if you don't feel comfortable with going to a certain client's office because they look a certain type of way or whatever the case may be, have somebody with you. Pay a PM's house or talk to them, I'm gonna take such and such. It's okay. The expectation is not for you to feel uncomfortable for you to be able to do your job. Questions? Okay. Last thing. Case notes. How many case notes should you guys have on a monthly basis? It's four weeks, right, in a month. How many case notes? You are not supposed to be talking.
Four a week. Four a week. So what was the question again? Maybe I missed it. Somebody help me. What was the question? How many case notes in a month? In a month? Well, if it's four weeks in a month... If I'm your client, how many case notes should I have a month? Fair minimum. Fair minimum. Four a week or four weeks. I mean, unless there's something going on with the client, then you have to document, like, wait a minute. What's the name of those case notes? That's why I wanna make sure we all on the same page.
So let's see. How many case notes should we have a month? Well, it's four weeks in a month, and you put one in every week, unless it's something urgent. Let me help you here now. Yeah, I'm confused. What was the title of those case notes? Okay, wait. Before we even get there. Minimum, minimum. In a month, if you meet with the client once a week, that is four case notes. However, if you're doing your room checks and your water checks every week, that's five a day. So that's nine. I'm sorry, that's five a day, plus your monthly or weekly meeting.
That's six times four. Oh, God. And I wouldn't see anything. So now here's the other biggest part. Everybody uses general on their case note drop-down. General for terminations, general for room checks, general for monthly meetings. If you start labeling them, it makes it easy. The reason being, if a client files a grievance or a client wants to pull a termination, when I gotta go back in and look at case notes, I research. So I'm gonna give y'all a prime example. Let's see. We gonna log in to Christina. And I know for some of you guys, we've been down this road multiple times.
I'm telling y'all right now, this is it. I don't wanna hear, I don't know, I'm confused. Didn't nobody tell me that. What was the question real quick? I'm listening. Okay, so I've always put general in the Dropbox because I thought medical was maybe, you know, somebody like the nurse's office. But even when you do the drop note, it doesn't say the Dropbox, it has general, medical. It doesn't have mental health. It doesn't have DPSS or do it. Or did I miss something? I gotta go check my box then. I mean, because if I'm doing DPSS, if it's in the Dropbox, then I should be able to do that, right?
Hold on, Patricia. You might not be able to talk, but I don't know my password. So this is the last one. This is the last house on the block. I need to know. All right, give me one. Somebody give me a... Matter of fact, give me a damn H1. Roll or roll. Roll. All right. You are. Last thing. Maybe you didn't. Oh, you talking about HMIS? I thought you meant Get Help. You pay attention. I was so lost. But you were just talking about Get Help. Well, yeah, because HMIS doesn't have Get Help. Let me help y'all understand.
HMIS is our money maker. Get Help is our internal database. I don't think it's a coach. I need you to be... Case notes going both. Case notes going both. No, but let's put your box on. Cut it and paste it. All right, y'all. Okay. While we wait, hey, are you in the office? Can you come down to the boardroom? The projector's not working and I think somebody's broke it. And I'm in the boardroom now, please. Okay. So, Raul is entered in, he's in DMH. Now, everybody knows where to put notes, right? And then Shamia. Under the program.
Under the program? Under the program, right? Yeah. Hold on, this ain't no fun when y'all can't see. Hold on, Marie. How many HDs? But I'm gonna go and get help too. Watch, he gonna come in here and he gonna be like, doo-doo-doo, thing, and it's gonna work. And I'm gonna be like, I need to see. That's his childhood. Now I'm acting like a bad kid, so I'm pushing on the button. Push the input. Push the what button? Input. Dimitri! Hello. I didn't break it, I promise. I know it's cute too. I want one. You want one?
It's a growth. It's a growth. It's a growth. It's a growth. Okay, so, hello. Hi. Alrighty. So, Mr. Raul, he's in DMH. I've already went to the program, so where do I go? I'm going to, I wanna see his notes. Okay, so here is the thing. It actually, it's titled, Client Misappointment, Initial Client Meeting, End of Week Recap, Laundry Assistance, Token Assistance, LAFD Transport, Weekly Meeting. Not bad. Who is this case manager? Okay. So, now, tell me where I go. I wanna upload, let's see. I wanna upload, he gave me a doctor's note, and I wanna make sure it's in HMIS.
Somebody guide me where I'm going. Program managers, I do not want you guys to say anything and complain. I don't want you guys to say anything. Mr. Swirtho gave me a doctor's note. I need to upload it into HMIS. Where do I go? Files. Program managers, I do not want you guys to say anything and complain. I don't want you guys to say anything. Mr. Swirtho gave me a doctor's note. I need to upload it into HMIS. Where do I go? Files. Which one? The one at the bottom. Do I go here or am I gonna go here?
Right there. Okay, I'm gonna go here. Now, how am I gonna upload this file? Add file. I'm gonna go here? Yes. Okay. And of course, I'm gonna scan it, but you can label it. Right? So, the files up here are for everybody. For every program needs to be in. Anything like that. If it's up here, I can see who Lisa Lopez is what? Because you can see what she uploaded. Now, what if he, like, he doesn't have his ID, he doesn't have his social? If he does, it's not uploading. So, we're gonna look at him and get help.
Alright. So, here we are here. I wanna upload his documents and get help. Where do I go? Scroll down to the bottom. Here? Yes. And then where do I go? Add client documents. Everybody knows how to do this, correct? No. Okay, I'm gonna go back. So, if you're in his dashboard, Michael. So, if you're in a dashboard and you need to upload, you're gonna scroll all the way down. You're gonna click on documents. And from there, you're gonna click on add client documents at the top right here. You select what it is. You can name it and then of course, you'll upload it.
And then once you're done, you'll click on the create. So, let's check his case notes in, get help. So, in help, you can do the same thing. So, if you go here, even if you select general, sometimes it'll let you do it, but sometimes it won't. Well, let's see. So, you guys are all unrestricted. You don't need to mess with this. This is only used by our clinical team. So now, if it's a safety concern, if they're banned, health and safety, clinical, which is on their clinical, and your medical information, you can put it there.
Okay? Now here's the thing. Case notes. How long do you have to create a case note? 24 hours. Does everybody agree? Well I heard two things. I heard 40 minutes and I heard 24 hours. You tell me what it means. How long do you have to create a case note? 24 hours, unless it's Friday, you could do it the following Monday. See, see in the list. And you guys agree? Yes. Lashay, do you agree? Yes. Do we understand why? What's the time frame is? Can you explain one more? Because ideally speaking, I would love for you guys to do it right then and there.
Yes, ma'am. I'm in the boardroom. Yeah, I'm about to be done. Okay, bye. The biggest reason, say, Lashay had an incident on Thursday. You might not find out about the incident until you came into the office and he was off on Friday, right? So you didn't find out about the incident until Monday. Hypothetically speaking, right? Technically speaking, you honestly have three days. And why it is at three days is because, unfortunately, the power funders say, however, I say it should be immediately. Now, if Jason is out of the office and something happened with his client and he's not back on Monday, he can't do nothing about it until then.
However, program manager, another case manager can go in and do a note because, we'll say, if Lashay is out, or Lashay is downstairs, it's not her client, and she sees a client has gone through the blues downstairs, and Lashay's gonna say, uh-uh, that ain't my client. I got time for that shit today. Or if she helps, how do I know you so well? So if Lashay helps, Lashay can go in and do the case note, but Lashay also wants to say, Hey, Melissa, I saw your client downstairs. It looked like they were having a mental episode.
I was able to deescalate the situation, but you might wanna check in with her. That is friendly teamwork. Now, the seventh and eighth floor are restricted floors. They are licensed floors. If you are not clear to be on those floors, you cannot be on those floors. So, Lashay on five, she hears some bullshit going on on six, and we all know when shit happens in the building, it can be very, very loud, and y'all can hear the echo. Now, Lashay's like, Damn, I don't think it's on six. Now it's on eight. Now before she goes hiking up those three flights of stairs, she can go to the kiosk and say, Hey, can you check with the guard that's on this floor?
So make sure the staff knows what's going on. A lot of times, it be shit going on on the floors, and sometimes all the staff offices be closed. I don't know if y'all trying to avoid the bullshit or not. My son might get up to the floor and be like, What the fuck? And then I get mad because I'm like, Okay, look, I know I can't be the only person. Do you have to be here now? Unless you're in your office with your ears off, your earphones on, you're on a phone conversation, your music is blasting loud, and you can't really hear it?
Uh-uh. Here's the thing. All program managers, case managers, all rooms will have old school kickstands. Because what I hear is, all my things don't work. All the door closed. All blah, blah, blah, blah, blah. No. If you are not available for the clients, then damn sure you ain't gonna hear the bullshit going on, especially if you want to tell them out. Your doors should always be open unless you are, what y'all call it, admin time? If y'all doing admin time, which, when I was a case manager, that should never happen. You did your work within your eight hours.
But it's okay. So if you're on your admin time, and your door is closed, but if I open the door and you all in the, Hey, hey, hey, you're not doing admin time. Admin time is intended for you to apparently catch up on stuff you're not able to catch up because the staff has been complaining. I can't do the X, Y, and Z. It ain't enough time in the day. Blah, blah, blah, blah, blah. To me, I'm gonna be honest, that sounds like a bunch of BS. But you know, it's okay. Another population of clients that we serve is very hard.
Question. So everybody know how to upload now, right? So when my team are doing your five reviews, because when they find stuff wrong, they come into my office and I'm like, what the fuck? And what I will say is, all your programs are not at capacity. What I mean by that, and why I say it that way, is because, hold on a minute. So, so, is that 16 clients? Check card is at six. That means you guys, you can do the tour. I'm not there yet. I'm like, what happened with you? What am I doing?
She got to the last house. Yeah, right. That's what I'm missing. I'm not picking on nobody in particular. But what I'm saying is, if you guys are not at capacity, and stop, and check out stuff, is at a 35-bed contract. We are not at capacity. Which means, case notes and files should be like a one. Because guess what? We're not at capacity. And even with the clients that we have now, it's a split down in the middle because it's too many people. So since Patricia thought I was just picking on her, let's talk about El Tour.
El Tour has 13 participants. It's a 55-bed contract. We're not at capacity. Where's your staff? None of them not here today? Oh, we have two. Bam. DMH. You guys are actually at capacity. But listen. Now that you guys got a new case manager, however, she got about a month until she really initiated it before she can get her files. Once that is, then it'll help with the dynamics. So it ain't gonna all fall on you. Housing navigation, you just doing housing navigation. It ain't your lane. Stay in your lane. Say it again. Now I'm just directing at y'all.
Stay in your lane. Because what I hear is, people are like, that ain't my job. That ain't in my job description. They asking me to do da-da-da-da-da-da-da-da-da. Then I got to go do some investigation and look in and then they find out. So I'm not, okay. Everyone, everyone on nine. We have all your friends. What you doing here? What you doing? What you doing here? That's outside waiting for my phone. Okay. Hold on. Hold on. I said y'all need some help. Who is here? It's a question. It's ain't you boo. She's like, what's my name up there?
It ain't you boo. The reason why I'm saying that is because, look, I don't ever want you guys to think that you guys are unappreciated. The work that we do day in and day out is hard. The participants that we serve in our program, the outside environment is hard. And for those of you who have been here less than five years, and for those of you who have been here five years and plus, skid row wasn't like it was when I started nine years ago. It was not. And I told our funders today, as I said on a call, when they asked about the staff turnover, and what I said was, look, when I came on, people didn't make it even an eight-hour month.
They would leave after lunch. Can't take that away from me. Didn't know it was like this, because everybody is, you guys all heard in your interviews, or before interviews, do you have a problem with breaking on skid row? And it's because you may see somebody extremely naked from the head to the toe, trying to walk into the building, and you know that everybody else in the community is like, keep walking like, hey, how you doing? Because they're used to it. So most people that come in from another state and out of town, and other parts of California, they don't understand the dynamics of skid row.
And the pandemic has made the population of people we serve in our environment way worse than what it was. So the work, yeah, I'm fussing. Yeah, I wanna make sure y'all do your work, but it's because y'all funders, and who I have to answer to, they pay y'all paychecks. So if y'all not keeping y'all files together, y'all not standing compliant, y'all not case note, y'all not doing this stuff, that is a reflection. HMIS is to give people house. So if LA had ain't done, if they don't have an assessment in there, that shit looks for a reason.
And then you have the client say, I've been here two years, and you ain't housed me, and I ain't seen nothing about the fucking week, because I hear it all the time. But that's because the case manager didn't do the LA HUD assessment, or didn't do the CES assessment. I said last week in an email, maybe two weeks ago, reentry, if you have not completed the LA HUD assessment, you need to make it your priority to do so, because Access Center will not be around for them to help you with your assessment. Effective as of Tuesday of next week.
That don't mean schedule all your clients to come down to Tuesday of next week. That means you need to make sure you're not doing your stuff. That is part of your job. Also, with LA HUD, I know that we've been, LA HUD brought the number down from the required, you know, the target number to 12, from 17 down to 12. That's still real high. So if we keep hitting people below 12, they're saying, I would, the last LA HUD training I might give is that, write a message to Rasa about it. So if you're worried about doing an LA HUD with people because you're gonna get under the target number, do it, but then just send in a complaint, because the reason it went from 17 to 12 was because so many people were like, no one's reaching this number.
And here's the other biggest part. I do not just sit down and do your assessments with your clients. How you guys should be explaining and telling is, this is to help you get a house. The more open and unsure with your answers is to help you get a house. So if you've had some life and real world experiences, you need to be honest. Because if you're like, hell no, no, I've never been homeless, motherfucker, you're lying because you're in income housing. You ain't gotta say it like that, but you get my drift. I've had a client, and I've seen a client who didn't want to complete the housing, the verification of disability.
Being homeless is a verification of disability. That is a disability. It's not a physical disability, which because you're homeless, it helps you get housing. It is your approach. It is how you explain. If you're like, I don't know, you just gotta answer these questions. Well, guess what? I'm gonna be like, nope, nope, nope. And then I get a 16, and guess what? I'm gonna be fussing because I've been here for two years, and y'all ain't got me housed. Because our client's impression of coming into our facilities are, you guys are supposed to house me, which we don't do the housing.
We do get you dock ready. However, if there is no, I'll see you, Michael, hold on. If there is no assessment, so he had the CES. His score was at a 15. October of last year. Okay, so. So, and I would say, if it was done in October, I would say, he's been to the hospital, he's had some major issues, he's experiencing a whole lot of stuff, then I would go in and do LAHAP. Because it might have changed. However, if he say, I understand there's nothing, you're gonna leave this where it is. Now, if this was October of 2024, you need to do LAHAP.
Two years. The assessments are good for two years. Every program does LAHAP. Every program should be. Now, what I will say for re-entry, and it's harder to get you guys' clients placed, because they are considered a transitional housing. They're not considered interim. And what that means is, because a lot of the access centers closing on Tuesday, you should be sending your clients down to the care campus, because the care campus can help them declare being homeless to be able to help them. But they need to tell the care campus that they're in a program, so they won't try to place them in another program.
If you have female clients who have experienced some domestic violence in their past, then don't send them to the care campus. I would send them to downtown women's center, which is right there on 6th and central. That's the reason why I'm saying that is, because it has to be connected to HMIS. A lot of the re-entry being sent down to the access center or over to the care campus is to establish a... footprint for homelessness in the Skid Row area, so that they can be also available for Skid Row app and other resources that are not available unless you're considered homeless.
And because transitional housing isn't considered homeless, you have to establish that footprint somewhere. So here's the biggest part for our stop clients. Once they are, they've completed, they're still here on an extension, they can go back to Amity and work with housing navigation. After they leave us? After they're done with services, they can go back to Amity and they can help them with housing navigation. After the year? After the six-month extension. Oh, after the six-month. So if your clients haven't signed up, and again, for those of you who didn't sit on the new CLS program, so starting Wednesday of next week, while this rollout program, they're gonna focus on participants who've been in our program the longest, in all of our programs, but it's not just one guard, it's all of our service providers.
And what they're gonna do is, they're gonna connect them to housing navigation through CLS, they will help them with subsidy for two years. Now let me tell you the downfall, because after the two-year period, they're gonna want the clients to make that enough money, just like you and I, to pay market rate value for rent. So, for your clients that are on general release, that is not substantial income. For your clients that are on like Social Security and things like that, there are set of us that income, however, depending on what type of Social Security they're on, they can go get them a part-time job and still be able to keep their Social Security.
Now if they're on disability Social Security, then they can't, but it's how the system is going to be tweaked. Now, we have a lot of participants, especially in DMH, who are like, I don't wanna leave, I'm cool, so I don't wanna pay market rate after two years. Y'all got me messed up. Here's the thing, if a client is not engaging, not doing what they're supposed to do, not sticking to the program, you guys can 30-day notice them, and they can leave. They ain't doing what they're supposed to do in the entry, they can leave. Here's the thing.
For reentry, just so that everybody knows, if you're accompanying, if you guys are accompanying someone to go to get an LA app assessment done, they are not going to be given the LA app the day they walk in. They're going to be given an appointment to return with all of their documents because they have to be doc-ready to do the assessment. That's how it's always been over here with us. I'm saying this so that you're prepared that if you go over there, that it might just be like a five-minute walk in, get an appointment, and walk out.
And y'all might have to go back the next day or whatever. Exactly. Copies are acceptable. You can also, if they are on HMIS, you can let them know that they are already uploaded to HMIS. We were also told when they do the LA app training not to do the assessment across the first week. The purpose of waiting, it is just like how the CES used to be. You're supposed to build rapport with your participants. So you get to know them, so they feel comfortable with giving you real answers to your questions. If you do it in your first meeting, I would be like, I don't think I know you.
I wouldn't disclose that I have... If you wait and create the rapport, generally within 14 days, generally... Alright, I know you're going to be coming down here for the next week or so, or something or other, part of the closure. You guys, I'm all in my office if you have questions, I'm sorry. Or better yet, y'all know who your contact person is? Send her an email. Did everyone sign the sign-in sheet? Who does? Thank you all. I appreciate y'all. You know where I live. She should have been here. That's okay. I'm not doing no taking break.
That was it. Thank y'all. I appreciate y'all. You know where I live. Thank y'all. I appreciate y'all.