WEBVTT

1
00:00:09.584 --> 00:00:15.408
In this video, we will discuss how to configure service providers and programs in HIFIS.

2
00:00:21.049 --> 00:00:29.953
In HIFIS, service providers are used to group data and functionality in a way that reflects your service system and meets your operational needs.

3
00:00:30.573 --> 00:00:34.951
The service providers you define in Hyphasis provide the foundation of how collaboration

4
00:00:35.410 --> 00:00:37.869
and service delivery will work your community.

5
00:00:39.328 --> 00:00:44.826
A service provider on HIFIS could represent an organization or agency, like an addiction

6
00:00:45.164 --> 00:00:46.064
services organization,

7
00:00:47.004 --> 00:00:48.183
a physical location,

8
00:00:48.803 --> 00:00:51.342
like a specific emergency shelter building,

9
00:00:51.801 --> 00:00:53.541
or a service delivery program,

10
00:00:53.909 --> 00:00:58.958
like a provincially funded transitional housing program. HIFIS

11
00:00:58.987 --> 00:01:00.007
provides opportunities

12
00:01:00.426 --> 00:01:01.606
to control the visibility

13
00:01:02.025 --> 00:01:04.804
of service provider data using multiple methods.

14
00:01:05.663 --> 00:01:06.443
For example,

15
00:01:06.942 --> 00:01:16.347
clusters, service provider settings, and user rights can all be used limit the amount of service provider data that can be seen by other users of the system.

16
00:01:18.166 --> 00:01:25.482
A service provider's data can be fully visible to others, fully or partially visible to a select group of users,

17
00:01:25.821 --> 00:01:27.401
or not visible at all.

18
00:01:29.409 --> 00:01:35.570
It is important to note that clients are not assigned to specific service providers in HIFIS.

19
00:01:35.646 --> 00:01:43.442
So unless their profile is set to hidden, a client's profile in HIFIS will always be visible to other service providers in the cluster.

20
00:01:43.982 --> 00:01:44.482
However,

21
00:01:44.861 --> 00:01:49.848
their service data such as shelf or admissions in case management notes may not be visible.

22
00:01:50.508 --> 00:01:56.304
Some HIFIS users may have access to multiple service providers, which would allow them to see this information.

23
00:02:00.962 --> 00:02:07.408
In HIFIS, you can create a program that allows you to tag service transactions with that program's name.

24
00:02:07.908 --> 00:02:13.514
Using these tags, you can link data across multiple service providers for data amounts this.

25
00:02:14.094 --> 00:02:14.794
For example,

26
00:02:15.133 --> 00:02:20.711
if you have homelessness prevention services in your community that are delivered by multiple service providers,

27
00:02:21.349 --> 00:02:24.648
the HIFIS program tags will allow you to group that data.

28
00:02:25.267 --> 00:02:30.834
This can be particularly helpful for tracking outcomes of certain services based on their funding source.

29
00:02:31.293 --> 00:02:38.230
However, it is important to note that HIFIS programs cannot be used to restrict access to data within the system.

30
00:02:38.599 --> 00:02:43.537
And successful program tagging relies on accurate data entry by your HIFIS users.

31
00:02:52.252 --> 00:02:59.738
Every community defines HIFIS service providers in their own way so it is impossible to define a one size fits all solution.

32
00:03:03.236 --> 00:03:09.622
As mentioned before, A service provider can represent an organization or agency that exists in your community,

33
00:03:10.482 --> 00:03:13.829
a physical location or building that is part of an organization,

34
00:03:14.888 --> 00:03:17.907
or a service delivery program that is not necessarily

35
00:03:18.327 --> 00:03:21.745
linked to a single physical location or a single organization.

36
00:03:23.264 --> 00:03:28.402
Communities may choose to use 1 of these approaches or a hybrid solution.

37
00:03:29.141 --> 00:03:35.367
Whatever setup that may hypothesis easier to use and extract data from is the best one for your community.

38
00:03:36.666 --> 00:03:41.474
There are some things you should consider when you are trying to decide what approach to take.

39
00:03:43.133 --> 00:03:46.392
1st, examine your data sharing and privacy goals.

40
00:03:46.811 --> 00:03:54.217
There are a lot of ways customize what a user can and can't see in HIFIS, and you can hide information based on service provider.

41
00:03:54.996 --> 00:04:01.073
That said, be conscious of the need for collaborative service planning in an effective coordinated access system.

42
00:04:01.692 --> 00:04:04.031
Design your system to be privacy conscious

43
00:04:04.349 --> 00:04:07.288
while still meeting your community's operational needs.

44
00:04:10.466 --> 00:04:15.834
2nd, familiarize yourself with the HIFIS service provider specific fix settings and actions.

45
00:04:16.214 --> 00:04:22.271
And keep in mind that service providers cannot be merged or deleted once you create them, but they can be deactivated.

46
00:04:23.559 --> 00:04:24.899
If there are any organizations,

47
00:04:25.438 --> 00:04:27.777
locations, or service delivery programs

48
00:04:28.317 --> 00:04:34.443
that require specific settings or actions, you may want to make them a separate HIFIS service provider.

49
00:04:35.222 --> 00:04:37.441
Here are some things that may impact your decisions.

50
00:04:39.729 --> 00:04:41.509
Certain fields can be mandatory.

51
00:04:43.447 --> 00:04:45.267
Certain fields can be disabled.

52
00:04:47.064 --> 00:04:48.764
Lookup tables can be customized.

53
00:04:51.262 --> 00:04:58.729
Service providers can be configured to only view clients of a certain demographic group such as men, women, youth, and children.

54
00:05:01.747 --> 00:05:06.843
Service provider data can be hidden from all other service providers without exception.

55
00:05:09.542 --> 00:05:10.442
Service restrictions

56
00:05:10.781 --> 00:05:13.360
are applied by service provider and service.

57
00:05:15.958 --> 00:05:20.896
The manage rooms and bed screen is only visible to those logged in at that location.

58
00:05:24.423 --> 00:05:31.189
Separate HIFIS clusters can be merged to bring service provider data from 2 or more service providers together.

59
00:05:34.168 --> 00:05:36.547
3rd, consider your hyphen users.

60
00:05:37.046 --> 00:05:41.204
How many users are there in your that work at more than one physical location

61
00:05:41.623 --> 00:05:44.962
and more than one program or with more than one service provider.

62
00:05:45.981 --> 00:05:47.161
How will your configuration

63
00:05:47.580 --> 00:05:49.909
impacted their experience using the system.

64
00:05:51.728 --> 00:05:56.986
Users may have a difficult time using the system if they have to log in to multiple service providers.

65
00:05:58.524 --> 00:06:03.182
In HIFIS, users can only be logged in to one service provider at a time.

66
00:06:03.282 --> 00:06:08.878
So if they need to enter data somewhere else, they have to change their location before they continue their work.

67
00:06:09.897 --> 00:06:16.563
Sometimes, this can lead to data entry errors if users aren't conscious of which service provider they are currently logged into.

68
00:06:17.503 --> 00:06:18.003
Additionally,

69
00:06:18.582 --> 00:06:24.639
the more service providers you have in your system, the more complex your user rights set up will be.

70
00:06:26.418 --> 00:06:26.918
Lastly,

71
00:06:27.258 --> 00:06:31.156
it is important to consider how your data will be organized in the database.

72
00:06:32.134 --> 00:06:35.633
Data in the Hyphasis database is often grouped by service provider,

73
00:06:35.973 --> 00:06:38.911
making service provider specific analysis convenient.

74
00:06:39.849 --> 00:06:44.387
So be sure to take time to consider how you will want to analyze your data in the future.

75
00:06:45.127 --> 00:06:52.663
Combining data from multiple service providers is easy enough, but dividing data from within a service provider requires finesse.

76
00:06:54.162 --> 00:06:58.780
Don't forget that you can use the program field to segregate data within a service provider.

77
00:06:58.990 --> 00:07:02.648
And link it to similar service records on other service providers.

78
00:07:06.106 --> 00:07:10.734
As a hyphen administrator, you can create define and deactivate service providers.

79
00:07:11.193 --> 00:07:14.932
But before you do, there are steps you should take to plan your setup.

80
00:07:17.899 --> 00:07:20.678
Step number 1, complete a system map.

81
00:07:21.018 --> 00:07:29.003
Whether you use a predetermined template or simply begin with a blank piece of paper, the desired outcome of system mapping is the same.

82
00:07:29.303 --> 00:07:32.601
You need to answer as many of the following questions as you can.

83
00:07:33.449 --> 00:07:34.149
What organizations

84
00:07:34.649 --> 00:07:37.308
are part of your housing and homelessness service system?

85
00:07:37.927 --> 00:07:40.946
What services do they provide that you need data on?

86
00:07:41.574 --> 00:07:44.973
CAEH they share that data with other organizations in your system?

87
00:07:45.792 --> 00:07:47.292
When and where do the organizations

88
00:07:47.671 --> 00:07:48.451
work together?

89
00:07:49.550 --> 00:07:53.808
Where does their funding come from? And what are the funders reporting requirements.

90
00:07:56.267 --> 00:07:58.726
Step number 2, identify organizations

91
00:07:59.146 --> 00:08:00.580
that need HIFIS.

92
00:08:01.594 --> 00:08:05.133
Once you have completed your system map, identify the organizations

93
00:08:05.592 --> 00:08:06.775
that need to use HIFIS.

94
00:08:07.889 --> 00:08:12.747
Start with the ones that you are confident in. You can always add more to your system later.

95
00:08:13.447 --> 00:08:20.054
Ensure you have identified the services they provide identify which of those services need to be tracked in HIFIS.

96
00:08:21.462 --> 00:08:30.068
Keep in mind that just because you identified an organization as needing HIFUS in this up, that doesn't mean you need to onboard them onto HIFIS right away.

97
00:08:31.207 --> 00:08:33.306
Start small and pick the organizations

98
00:08:33.766 --> 00:08:39.353
you rely on the most and who are most critical to your service system and onboard them first.

99
00:08:42.331 --> 00:08:45.779
Step number 3, define your HIFIS service providers.

100
00:08:48.678 --> 00:08:51.257
Begin this step by making a list of the organizations

101
00:08:51.596 --> 00:08:53.776
that you identified in step number 2.

102
00:08:54.474 --> 00:08:59.212
To make this step easier, consider using a piece of scrap paper and list the organizations

103
00:08:59.552 --> 00:09:00.651
across the top.

104
00:09:02.670 --> 00:09:07.207
Then make a list of the physical locations they operate out of in your community.

105
00:09:08.746 --> 00:09:10.686
Use lines to indicate which organizations

106
00:09:11.145 --> 00:09:13.324
these these locations are associated with.

107
00:09:15.782 --> 00:09:20.859
From there, make a list of the service to free programs that operate out of each location

108
00:09:21.238 --> 00:09:23.577
and consider indicating their funding program.

109
00:09:24.397 --> 00:09:25.336
Look for commonalities.

110
00:09:25.836 --> 00:09:27.975
These will come in handy in step 4.

111
00:09:30.144 --> 00:09:37.080
Now using all the information we have discussed so far, decide what your service providers will be and draw circles around them.

112
00:09:37.929 --> 00:09:42.308
Keep things grouped as much as possible unless you need them to be separated. If

113
00:09:43.087 --> 00:09:43.787
one organization's

114
00:09:44.246 --> 00:09:49.494
locations and programs can be grouped together under one service provider in HIFIS, great.

115
00:09:50.193 --> 00:09:53.812
If they need to be separate for privacy or data analysis reasons,

116
00:09:54.311 --> 00:09:56.730
draw circles around them to depict that.

117
00:09:59.069 --> 00:10:02.047
Step number 4, define your HIFIS programs.

118
00:10:05.164 --> 00:10:08.463
Using the information collected in your system mapping activity,

119
00:10:08.962 --> 00:10:14.249
identify any hyphasis programs you want to create to track data across multiple service providers.

120
00:10:15.228 --> 00:10:20.965
For example, will you create a program tag for each of your provincial, federal, or regional funding sources?

121
00:10:23.723 --> 00:10:26.586
Step number 5, configure HIFIS.

122
00:10:29.189 --> 00:10:37.765
Following the instructions in the Hyphasis configuration guide, create your service providers and programs in Hyphasis, and modify their settings to meet your needs.

123
00:10:38.475 --> 00:10:45.251
Make sure to keep your service provider details and program details up to date so they accurately reflect changes in your community.

124
00:10:52.306 --> 00:11:00.531
To help us understand steps 34, let's look at a fictional community and explore how it could configure its HIFIS service providers and programs.

125
00:11:04.239 --> 00:11:06.978
We will deal with the fictional community of Fairview.

126
00:11:07.637 --> 00:11:11.576
Let's assume you have completed your system map and identified which organizations

127
00:11:12.035 --> 00:11:13.115
need to use HIFIS.

128
00:11:15.913 --> 00:11:17.493
First, there is the municipality.

129
00:11:18.432 --> 00:11:22.579
They are the HIFIS lead and they host the HIFIS application on their servers.

130
00:11:23.678 --> 00:11:25.058
There are 3 other organizations

131
00:11:25.597 --> 00:11:27.496
that need access to HIFIS.

132
00:11:27.956 --> 00:11:28.456
Greenorg,

133
00:11:29.224 --> 00:11:31.683
shelter blue and a shelter c.

134
00:11:32.223 --> 00:11:33.802
Let's write those down first.

135
00:11:36.461 --> 00:11:41.358
Next, Let's write down the physical locations they operate out of. The municipality

136
00:11:41.697 --> 00:11:46.291
has an office on Main Street, but they also operate a permanent supportive housing CAEH.

137
00:11:48.164 --> 00:11:52.502
Greenorg has 2 locations, an emergency shelter, and a drop in center.

138
00:11:53.681 --> 00:11:59.537
She'll Walter Blue has one location, but they operate a shelter and a transitional housing program out of it.

139
00:12:00.356 --> 00:12:03.255
Shelter c has one emergency shelter location.

140
00:12:05.444 --> 00:12:09.942
Now, let's write down which service delivery programs operate out of each location.

141
00:12:12.389 --> 00:12:13.049
The municipality

142
00:12:13.549 --> 00:12:16.847
does not provide any client services out of their main office,

143
00:12:17.467 --> 00:12:21.525
but their permanent supportive housing complex is a federally funded program.

144
00:12:23.324 --> 00:12:29.181
Greenorix emergency shelter is funded by the province, and their drop in center is funded by the region.

145
00:12:31.149 --> 00:12:36.966
Shelter Blue's emergency shelter is provincially funded and serves survivors of domestic violence.

146
00:12:37.714 --> 00:12:40.773
Their transitional housing program is federally funded.

147
00:12:42.512 --> 00:12:45.891
Shelter c's emergency shelter is funded by the province.

148
00:12:47.489 --> 00:12:52.555
Now that we have everything drawn out, let's decide how we want to group the data in HIFIS.

149
00:12:52.687 --> 00:12:56.705
Let's start on the far left and circle the service providers we want to create.

150
00:12:58.594 --> 00:12:59.694
Since the municipality's

151
00:13:00.273 --> 00:13:04.371
main office doesn't provide client service, let's cross them off right away.

152
00:13:04.551 --> 00:13:07.126
No one in that building needs to use HIFIS.

153
00:13:07.379 --> 00:13:10.398
But they do have that permanent supportive housing complex.

154
00:13:10.818 --> 00:13:13.037
Let's make that our first service provider.

155
00:13:14.256 --> 00:13:16.274
Next, let's consider Greenorg.

156
00:13:16.973 --> 00:13:18.233
They have 2 locations

157
00:13:18.852 --> 00:13:20.752
providing fairly different services,

158
00:13:21.091 --> 00:13:23.390
and they are a fair distance apart in the community.

159
00:13:24.069 --> 00:13:27.568
To keep their data separate, let's make them each their own service provider.

160
00:13:28.787 --> 00:13:34.584
Now, shelter blue has one location, but it operates 2 very different programs out of it.

161
00:13:34.963 --> 00:13:41.820
The emergency shelter serves people who are survivors of domestic violence, and the community wants to keep their data hidden.

162
00:13:42.609 --> 00:13:48.267
But the transitional housing program is open to all clients, so there's no reason to hide that data.

163
00:13:49.394 --> 00:13:55.492
Let's create 2 separate service providers for this reason, 1 for the shelter, and 1 for the housing.

164
00:13:56.111 --> 00:13:59.599
This way, the privacy settings can be customized for each.

165
00:14:00.579 --> 00:14:03.917
Lastly, shelter c has one location and one program.

166
00:14:04.337 --> 00:14:07.236
Easy peasy. They will be our last service provider.

167
00:14:08.464 --> 00:14:10.883
That leaves us with 6 service providers.

168
00:14:11.743 --> 00:14:12.403
The municipality's

169
00:14:12.942 --> 00:14:14.801
permanent supportive housing complex,

170
00:14:15.901 --> 00:14:17.080
Greenorg's shelter,

171
00:14:17.949 --> 00:14:19.409
Greenorg's drop in.

172
00:14:20.068 --> 00:14:22.367
Shelter Blue's domestic violence shelter.

173
00:14:23.307 --> 00:14:25.206
Shelter Blue's transitional housing.

174
00:14:26.154 --> 00:14:27.374
And shelter c.

175
00:14:28.353 --> 00:14:32.212
The last thing we need to do is decide on our HIFIS program tags.

176
00:14:33.279 --> 00:14:35.938
Our service providers have 3 funding types,

177
00:14:36.518 --> 00:14:38.297
federal, provincial, and regional.

178
00:14:38.997 --> 00:14:43.624
For this reason, we will create 3 HIFIS programs with corresponding names.

179
00:14:44.563 --> 00:14:49.981
Each service provider will only be able to use the program tags that match the type of funding they receive.

180
00:14:54.598 --> 00:15:01.055
To summarize what we have learned so far, a service provider in HIFIS could represent an organization or agency,

181
00:15:01.395 --> 00:15:03.284
like an addiction services organization,

182
00:15:04.223 --> 00:15:05.323
a physical location,

183
00:15:05.703 --> 00:15:08.082
like a specific emergency shelter building,

184
00:15:08.741 --> 00:15:13.548
or a service delivery program, like a provincially funded transitional housing program.

185
00:15:14.847 --> 00:15:22.264
Program tags allow you to link data across multiple service providers for categorizing service is and performing data analysis afterwards.

186
00:15:23.283 --> 00:15:27.301
And lastly, defining your service providers involves careful consideration

187
00:15:27.961 --> 00:15:29.180
of privacy requirements

188
00:15:29.569 --> 00:15:31.589
service provider settings and features,

189
00:15:31.928 --> 00:15:33.987
user experience, and data segregation.

190
00:15:37.774 --> 00:15:38.794
Thanks for listening.

191
00:15:38.934 --> 00:15:44.111
And for more information on hyphest service providers, programs, or any other configuration options,

192
00:15:44.691 --> 00:15:49.536
reach out to the hyphest clients support desk by email at support at HIFIS,

193
00:15:50.278 --> 00:15:51.897
or by phone at 1-866-324-2375.