Maximizing Provider Participation on the By Name List

This page provides resources and guidance around By Name List Scorecard questions 8A, 8B and 8C:

8A.) Are you confident that from the combined total of providers, programs and systems of care that provide data to your active list, you are accounting for 90% or more of the unaccompanied young people who are currently eligible and asking for help to resolve their homelessness?

8B.) Are 90-100% of federally or publicly funded providers (including CoC Program funded providers and RHY providers) serving unaccompanied youth report data into your by-name list?

8C.) Are 90-100% of non-federally or publicly funded providers serving unaccompanied youth report data into your by-name list?

Provider Participation Mapping Template 

• The Provider Participation Mapping Template helps communities map out and clarify which providers are and which providers are not inputting data into HMIS. 

• Anchor Community Example: Spokane and Cup of Cool Water

  • In Spokane County, one of the largest drop in centers for YYA ages 18-24 is Cup of Cool Water (Cup). Cup does not receive public funds, and as such does not enter data into HMIS. The Spokane County ACI knew that without a way to account for YYA seeking services and support through Cup, the YBNL data would not be an accurate reflection of the total numbers of young people experiencing homelessness in the County. 

    • The ACI Team tested out a monthly supplemental submission process for Cup- Cup was willing to add content to their ROI and intake process, opening the possibility for data sharing. This was tested for a few months, and ultimately was ended as it was difficult to manage de-duplication of the data monthly. 

    • Instead, Cup agreed to have a CE Assessor on site during drop in hours weekly and to refer YYA interested in resources to a street outreach team. A CE assessment or connection with street outreach would result in inclusion on the YBNL. 

    • Cup was also included in regular ACI updates about data collection, and specifically invited to participate in YYA case conferencing to ensure resource connection and data alignment between HMIS and non-HMIS service providers. 

Balance of State Anchor Community Highlight: Creating an additional HMIS project

Balance of State communities Jefferson/Clallum, Skagit, and Whatcom completed a mapping of their data system. Through this process, they identified that young people who fell out of the eligibility requirements for the available projects in HMIS were not being captured in their by-name lists. They determined the best solution was to create an additional, low-barrier, and community-accessible HMIS project. This project will be utilized to ensure YYA are enrolled in HMIS once they are identified.

Additional HMIS Project Process:

1. Complete data system mapping to identify gaps your system where young people are being missed

2. Determine whether or not you want this project accessible to only one agency or multiple. If multiple, create a list of who needs access.

3. Select an agency who will be the “project holder” in HMIS and what you will name your project

4. Decide what questions you want in the program enrollments. The communities above decided to keep the intake at a bare minimum - using the street outreach enrollment questions as a template and made sure to include the sexual orientation question

5. Compile this information and work with your local Commerce representative to set up this additional project.

6. If you need to grant additional providers access to this project after it has been created, you will need to submit a ticket with Commerce using the HMIS Helpdesk Ticket Form

Communities will need to reach out to the designated providers that are given access to this project to discuss why it was created and given the by-name list policies and procedures associated with expected data collection and maintenance. Reach out to your data coach with any questions!

Community Sample: Policy to Track Households Without a Full Assessment

• Template for developing a policy to track young people without a full assessment.

System Mapping Template from Community Solutions

• Mural template to utilize for By-Name-List data system mapping. 

• Data flow diagrams are used to show the flow of information, source of data inputs, and how that data is stored. Use this to better understand how your current HMIS system is set up and implications for your YBNL. 

BFZ Bright Spot: Increasing Provider By Name List Participation

• Check out this resource if: 

  • You need to increase the number of providers contributing data to your By Name List. 

  • The main reason other providers are hesitant to participate is the lack of a formal process. 

BFZ Facilitation Guide: Defining Access Points

• Define the role for outreach teams and train them to serve as an access point. 

• Facilitation guide for defining community wide access points and identifying strengths and opportunities. 

Community Sample: Interagency Agreement and ROI

• The key to unlocking a strong partnership between healthcare and homeless services system is having the right Release of Information (ROI). This is a template ROI and resource from a BFZ Community about how they tackled this issue. 

BFZ Bright Spot: Working with Reluctant Providers on By Name List Data

• Check this out if you want to ensure your BNL is comprehensive, while working with reluctant providers.