homeless man under bridge

For nearly two decades, communities have been using a Homeless Management Information System (HMIS) to track, manage, and report on individuals experiencing homelessness in their communities. Thanks to HMIS data, communities across the country have been able to see a much clearer picture of the magnitude and nature of homelessness in their regions.

In the time since HMIS was first introduced, the Health and Human Services industry has shifted from a program-centric model where individuals are enrolled in programs based on single program eligibility and availability, to a person‑centric model that focuses on the individual needs of persons experiencing homelessness in order to identify the best programs/services in a continuum of care. The first step was establishing a Coordinated Assessment system to allow for coordinated intake, assessment, and referral. Coordinated Assessment made it easier for communities to match families to the services they need without duplicating intake and assessment. But there are still obstacles to overcome.

There are three sets of data needed to assess and identify the housing, health, and support needs of individuals: HMIS, social determinant, and health data. This data comes together to form an individual’s Comprehensive Health Record. In many communities, the data on who is homeless exist in HMIS, social data is found in a variety of disparate case management systems, while health data exists in an EHR or other hospital data system. Enabling these three systems to coordinate is indeed possible; further, in order to serve the homeless community, it is necessary.

As a result, housing service providers are shifting from a siloed, compliance-focused database for individual programs to a community-wide system that:

  • Delivers housing and homelessness supportive and preventive services in a coordinated, comprehensive, and strategic fashion
  • Uses a universal standard of data collection to facilitate sharing data across multiple agencies
  • Enables local agencies and service providers to share data and communicate in real time, enabling the detection of warning signs of homelessness and the creation of preventative interventions
  • Links to other data systems (e.g. EHR, health information exchange or prisoner reentry) to provide a comprehensive health record for high-risk individuals

ClientTrack Comprehensive Case Management for Homelessness

ClientTrack is an advanced case management and housing solution that focuses on meeting the needs of HMIS continuum member agencies and their community partners to address all aspects of a homeless individual’s needs. ClientTrack helps homeless service providers manage intakes, perform assessments, provide real-time referrals, and show outcomes to funding sources. In addition, ClientTrack enables:

  • Improved data quality
  • Consistency in data collection and reporting
  • Decreased administrative burden
  • Data-driven decision support
  • Real-time referrals and provider communication

The solution can be used as a standalone system, but also allows organizations to participate in a community-wide initiative. For example, Utah HMIS administers a statewide database for three CoCs and more than 70 participating agencies. Agencies share records including basic client information, programs, services, and some assessment data in order understand the extent and scope of homelessness across Utah and develop a comprehensive strategy for ending homelessness.

ClientTrack is configured to meet the latest HUD HMIS data standards, and comes with all the latest HUD compliance reporting requirements pre-configured. ClientTrack includes:

  • Advanced case management
  • Standard data collection and reporting functionalities
  • Workflows that enforce compliance data collection at every data collection stage (entry, update, annual, exit, and post-exit)
  • Program enrollment
  • Ability to manage all aspects of Coordinated Assessment
  • Flexibility to meet the specific Coordinated Assessment needs of your community
  • Real-time bed management
  • Performance measurement tools
  • Ad-hoc reporting
  • Software optimization options
  • HIPAA privacy standards

For CoCs involved in community care coordination initiatives, ClientTrack also includes:

  • Integrated care plans
  • Prioritization and Risk Stratification
  • Security protocols that meet or exceed HIPAA, HITECH, and 42 CFR Part 2 regulations
  • Real-time data sharing (HL7 FHIR standards framework)
  • Client and provider engagement portal


Coordinated assessment puts people at the center of your interventions and identifies the best options for each individual and family experiencing homelessness. Coordinated assessment is a paradigm shift from the traditional first come first served mentality. Using a common assessment tool, clients are placed on a priority list and matched to available programs based on priority.

ClientTrack HMIS

  • Uses client-centric decision making
  • Provides user-friendly standard forms and assessment processes
  • Simplifies matching the right resources with the right individuals
  • Prioritizes and targets resources
  • Coordinates referrals throughout the CoC
  • Utilizes meaningful data to document and evaluate program effectiveness
  • Facilitates coordinated communications with various stakeholders


The VI-SPDAT is a first-of-its-kind pre-screening tool designed to be used by all providers within a community to quickly assess the health and social needs of homeless individuals and match them with the most appropriate support and housing interventions that are available. Individuals are prioritized based on:

  1. Level of need
  2. Score on the assessment
  3. Available housing resources

After staff have conducted the VI-SPDAT for an individual, ClientTrack HMIS generates a list of appropriate interventions based on the VI-SPDAT score and staff can generate a referral for housing and services in real-time.

additional resources

ClientTrack’s powerful reporting engine helps you monitor and synthesize the data you collect to stay on top of your operations, evaluate and report on outcomes, and increase funding. ClientTrack is HUD-compliant, enabling HMIS coalitions to deliver critical emergency shelter and housing services while collecting all required Federal Partner data elements. The application can be tailored to meet the unique needs of all organizations in a continuum.

ClientTrack includes two different types of reporting—formatted reports built with Microsoft Report Builder and ad-hoc reports created with our integrated Data Explorer or Query Designer tools.

ClientTrack comes with all the latest HUD compliance reporting requirements pre-configured to meet the latest United States HUD data standards. Built-in reports include:

  • Annual Performance Report (APR) for CoC Grant funded projects
  • Emergency Solutions Grant Consolidated Annual Performance and Evaluation Report (ESG CAPER)
  • Point in Time (PIT) Report
  • Supportive Services for Veteran Families (SSVF) CSV Export
  • Runaway Homeless Youth (RHY) CSV Export
  • Annual Homelessness Assessment Report (AHAR)
  • System Performance Measures
  • Projects for Assistance in Transition from Homelessness (PATH) Annual Report
  • Housing Opportunities for Persons with AIDS (HOPWA) APR

Data Explorer

Data Explorer is a drag-and-drop tool to create ad hoc reports without requiring any programming knowledge or query expertise. Simply drop desired reporting criteria onto your report builder to quickly answer questions at any time, from any device. Reporting tools that give you everything you need to instantly access data, review and measure outcomes, and maintain regulatory compliance. Data Explorer lets you analyze, explore, and visualize your data in ways that are simply not possible with other tools. Casual users and power users alike appreciate having a powerful analytics tool with the simplicity of a drag-and-drop user interface. Kelly Muldoon, Program Manager at Room In The Inn Nashville, said “I was able to pull up Data Explorer and Query Designer on my iPad during a meeting and it gave me everything I was looking for right then.”

Query Designer

For advanced users, the ClientTrack Query Designer provides admin-level access to directly query data within the ClientTrack database. Designed for enterprise-level users with an advanced understanding of SQL and relational databases, the Query Designer is a powerful way to access data for mass data extraction, to merge with other data sources, or to meet specific organizational requirements. Authorized users can select data, identify advanced join parameters, perform SQL calculations and expressions, sort return results, utilize parameters and apply simple or complex filters.

Data extracted using the Query Designer can be used within ClientTrack as a data source for dashboards, graphs, and formatted reports or combined with information from other data systems to create a holistic picture of program and operational performance.

Additional Resources

Continuums of Care across the country rely on ClientTrack HMIS to help coordinate care for individuals experiencing homelessness. ClientTrack enables CoCs to manage intakes, perform assessments, and report on outcomes while collecting all Federal Partner data. ClientTrack also provides the Data Management Toolset and training that enable HMIS administrators to customize their system to meet their unique requirements. However, what about the HMIS agencies that don’t have enough time, resources, or technical knowledge to support their HMIS platform and ensure compliance with HUD?

ClientTrack HMIS Administrator Services bring efficiency and turn-key ease to managing your HMIS so you can take care of your community. ClientTrack HMIS Administrator Services give CoC and HIMS Lead staff a knowledgeable partner who can help ensure continued compliance with federal partner standards, advise on effective HMIS policy, and administer day-to-day system operations. Our HMIS team has over 10 years as ClientTrack HMIS administrators and has intimate knowledge of the unique needs faced by communities large and small in supporting a truly functional and integrated HMIS. Administrator services include:


  • Generating, reviewing, and inputing PIT, HIC, AHAR, and System Performance Measures
  • Working collaboratively with HMIS agencies to resolve any data quality issues with AHAR and System Performance Measures
  • Coordinating with CoC’s PIT/HIC efforts to generate Point-in-Time data for annual CoC NOFA submission
  • Providing end-user training on federally required reports


  • Training end users on HMIS compliant data entry in accordance with CoC Guidelines and Policies.
  • Training a dedicated, core group of end users as “super users” to assist with local support needs, facilitate training, and increase HMIS knowledge in the CoC


  • Communicating new requirements and federal HMIS guidance to CoC and end users
  • Facilitating communication between CoC Lead, HMIS Lead, HMIS End Users, and Eccovia Solutions staff

End User Support and Basic Configuration

  • Providing first or second line of support for end users
  • Collaborating with “super users” to research and coordinate solutions
  • Providing adjustments for configured forms, workflows, and workgroups

Setup Data

  • Creating new organizations, projects, funding sources, facilities, and service codes in HMIS for new organization or project entry
  • Managing existing organization and project setup data for compliance, adjust as needed (i.e. new service offered).

Policy Maintenance, Implementation, and Enforcement

  • Making recommendations for Data Quality, Privacy, and Security policy updates based on current HMIS standards and ClientTrack software
  • Assisting with CoC policy enforcement of Data Quality, Privacy, and Security plans, such as regular data quality review

HMIS Administration Consultation Services:

In addition to providing day-to-day system administration, we also provide HMIS consultation services. An HMIS expert will work with you to ensure your setup confirms to HMIS standards, improving efficiency and compliance now and preventing data quality issues down the road. Our consultation services include the following:

HMIS Setup Review

  • Identifying conflicting or absent funding sources for federal projects
  • Identifying compliance mapping issues
  • Help leverage baseline functionality for local needs and use. Make sure you’re getting the most out of your existing solution

HMIS Data Analysis

  • Data Quality—Working with the service desk to ensure as few DQ errors as possible
  • Advanced Analysis—Working with your CoC on advanced queries for analysis. Developing research plans to apply just in time intelligence to your CoC.
  • Interoperability with non-HMIS agencies and data: Working with community partners to integrate local configuration and data needs into the larger HMIS CoC

Eccovia Solutions is proud to play a key role in the success of our clients in coordinating care for homeless individuals in their communities. Our ClientTrack HMIS solution and administrator services give you a knowledgeable technology partner who can do the heavy lifting so you can spend your time focusing on your clients.

Additional Resources