Data Entry: Data Entry in Health Insurance HUD Table

Why is this data collected

Collecting information from clients about Health Insurance, Income and Sources, and Non-Cash Benefits helps providers determine whether clients are accessing benefits for which they are eligible. Does a client have health insurance coverage, a source of income, or any non-cash benefits? If not, a provider can use the clients HMIS data to identify the need for any of these resources and work with the client to help them access them. Data entry for Health Insurance, Disabling Conditions, Income and Sources, and Non-Cash Benefits are entered into HMIS in sections that include a Yes/No question and a corresponding HUD Verification Table or HUD Table, where specific types of Health Insurance, Disabling Conditions, Income, and Non-Cash Benefits are indicated.

Health Insurance information is collected to determine whether clients are accessing all mainstream medical assistance benefits for which they may be eligible, and to ascertain a more complete picture of changes to economic circumstances between project start and exit.

Per FY2024 Data Standards Manual

When is this Data Collected

Health Insurance data collected at project start and project exit are to reflect the information as of the date of project start and the date of project exit. The 'Information Date' for those records must reflect the date of project start and the date of project exit, respectively. A Health Insurance record must be created at any time during a project stay if health insurance coverage information changes. 'Information Date' for those records must reflect the date of the data collection. A Health Insurance record must be created as part of an annual assessment for all clients residing in a project for one year or more, even if there is no change in coverage. 'Information Date' for those records must reflect the date of the data collection, which must be no more than 30 days before or after the anniversary of the Head of Household's Project Start Date. The annual assessment must include updating both the Head of Household's record and any other family members at the same time.

Per FY2024 Data Standards Manual

SPECIAL CONSIDERATION

When filling out HUD Verification tables for  health insurance, income, and non-cash benefits the individual sources do not include Client doesn't know or Client prefers not to answer selections. If the client doesn't know or prefers not to answer all sources/types, the gateway should indicate the appropriate answer and the sources should be left blank. This is only if it applies to all sources/types of that specific category and is a very specific and rare scenario that should not occur often and does not apply to disabling conditions. Please reach out to the help desk if you encounter an abnormal situation, you're unsure how to record. 

Video

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