“We were able to run important ART reports the day after OSD with real-time data entries and
Entry/Exit records permitted easy recognition of the OSD data.”
- Lane Richardson, HMIS Administrator, Centerpoint

For the 16th year, Overton Brooks VA Medical Center in Shreveport, LA coordinated an event known as “Operation Stand Down” (OSD) to provide services to the homeless and people in need. This year, OSD was held on January 25th and 26th at the First United Methodist Church in Downtown Shreveport.

A casual, “service fair” setting is created in this event where clients are free to move about at their own pace to investigate and consider available services. Clients first moved through a medical evaluation area, then into a clothing area, and finally into an area where they had the opportunity to get a haircut, enjoy lunch, and talk to more than 50 local social service providers.

Carolyn Green, the HCHV (Healthcare for Homeless Veterans) Program Coordinator at Overton Brooks, has been involved with OSD for the past seven years. “Our primary goal is to acquire knowledge of the homeless population,” explained Green. “It’s important for us to know the services they seek, the treatments they require, and if the basic needs of food, clothing and shelter are being met. This is done by creating a comfortable atmosphere conducive to give and take.”

Bowman System® employees, continuing an annual tradition, are proud to have a hands-on role during OSD. All client data collected during the event is entered into the local HMIS ServicePoint® system by Bowman Systems volunteers. More than 20 Bowman Systems employees took part in OSD this year.

During the event, 598 people received assistance. Green noted that “Every year, regardless of the date (which often varies based on local circumstances), more than 30% of those served are veterans.” This year was no different with 204 veterans served.

Homeless information is collected on a data entry sheet when a client first steps into OSD. The client’s name and social security number are collected, as well as basic demographic information. The data is used to identify clients already in the ServicePoint system, or the data is added to ServicePoint to create a client record. Once a client is located or entered, a client ID - which is helpful for future case management use - is written on the form, and the form is returned to the client.

Also during the data entry process, an “Entry” record is created for OSD. The Entry is used to capture a start date/time for services associated with OSD. At the conclusion of OSD, every client is also flagged with an “Exit” record to signify the end of OSD services. The Entry/Exit is a key component for OSD reporting. Lane Richardson, the local HMIS Administrator for Centerpoint, indicated that “we were able to run important ART reports the day after OSD because of the real-time data entry and because the Entry/Exit records permitted easy recognition of the OSD data.”

As clients migrate through OSD and services are rendered, services are noted on the client’s form. At the end of the process, when the forms are collected, service transaction information (including medical condition) is entered into ServicePoint.

Richardson noted that the clothing areas permit clients to “shop” for needed items. When clothing articles are selected, the client’s ID number is captured on a separate data entry sheet. The sheet then becomes the catalyst to enter clothing transactions using ServicePoint’s SkanPoint functionality. In fact, some medical services, hair cuts, and social services were entered in this manner using SkanPoint.

Bowman Systems Software Developer Jory Stone was excited to have the opportunity to volunteer in such a meaningful way. “I am always happy to help in the community, and it’s also nice to see ServicePoint in action,” said Stone. “It’s not every day we use the software in a ‘real time’ setting.”

Recently, the Department of Veterans Affairs issued a requirement that all VAMC homeless data be entered into local HMIS systems by the end of 2011. Green acknowledged the need for this change and said her organization is currently taking the needed steps to ensure they are on board with HMIS by the end of 2011.

"Here, in Northwest Louisiana, we estimate that there are 1,100 people on any given night that are in some type of shelter facility or on the streets," said Green. “We are now able to plan strategically for homeless needs because of the OSD data. We also review the intake forms for people living on the street. Based on the data collected at this event, we can often find them and check on them repeatedly to ensure their needs continue to be met.”

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