HMIS Newsletter: March 2026


 

2026 Housing Inventory and Point-in-Time Count

 

Reporting for the 2026 Housing Inventory (HIC) and Point-in-Time (PIT) Count is now live! This means we’re actively working with agencies and staff to finalize client and housing program data in HMIS so that we can report to HUD by the upcoming deadline.

This annual effort provides a vital snapshot of both sheltered and unsheltered individuals experiencing homelessness in our community.

If you have a housing program, please review the client and program information for the night of the PIT: 01/28/2026

  • Client Information: To ensure our community provides HUD with the highest quality data, please verify that all relevant client records—including profile demographics, enrollment/exit dates, move-in dates, and housing services—are complete and up-to-date for the PIT count date.
  • Program Information: For all housing projects, please confirm that project start/end dates, available beds and units, and voucher counts are accurate.

Helpful Reports for Preparing for the HIC/PIT: 

  • [GNRL-106] Program Roster: This report outlines program stays and relevant inventory information, based on dates you include when you run the report. The report will include a list of all clients who were enrolled, exited, or remained active during the reporting period.
  • [GNRL-220] Program Details Report: This report is a detailed review of all relevant profile, enrollment, exit, and housing service data in one place.
  • [HSNG-108] Housing Census: This report provides bed occupancy rates by date, with the ability to drill down and see a client list for those dates.
  • [HSNG-200] Current Housing Availability: This report summarizes (by housing project type, then program name) the amount of available bed and unit inventory on the night before the report is run. This is most helpful for ensuring your program configurations are accurate.

Thank you again for your diligence and commitment to data quality, which ensures the success and accuracy of our annual PIT Count. If you have any questions, please let us know by emailing us at santacruz@bitfocus.com.

 


Announcements

 

Upcoming General HMIS Training - Registration

 

Registration is now open for our next in-person General HMIS training. As this is a mandatory requirement, you must complete the course within six months of licensure to avoid losing your HMIS access.  With only 27 seats remaining, we encourage you to sign up immediately at the Eventbrite link below to secure your spot: Eventbrite Registration Link.

 

Training Details

  • Date: Wednesday, May 27, 2026
  • Time: 9:00am – 5:00pm (there will be an hour lunch break from noon to 1:00pm and we will likely get out closer to 4:00pm-4:30pm)
  • Location: 500 Westridge Dr., Watsonville, CA 95076 in the Career Computer Lab (Room 136)

 

What to Bring

This all-day training will require the use of internet accessible computer or tablet so please plan to bring a laptop to the training if you have one. If you do not have a laptop or other suitable device, let us know ahead of the training day and we can provide you with one.

 

Pre-Training Checklist

Additionally, you will need to have access to the HMIS training site for this training. Please confirm that your training site account is active ahead of showing up for the training. Your username should be your first initial followed by your last name with no spaces (Example: John Doe = jdoe) and your password will need to be set the first time logging in by clicking on the “forgot password” button.

 

Need Help?

Please email  Loren White at loren.white@santacruzcountyca.gov  if you are having any issues accessing the training site, such as not receiving the response email after clicking the forgot password link.

 

Income & Public Benefits

All HMIS participating programs are expected to support their participants to increase income and enroll in all public benefits for which they are eligible.  Changes in income and public benefit attainment are tracked in HMIS through Status Update and Annual Assessments.  HMIS users can work with their HMIS Lead to review their program’s attainment of desired participant increases in income and public benefits attainment using the Contract Metrics and Program Performance dashboards.  Housing for Health staff will be reaching out to program staff to problem solve towards meeting desired income and public benefit outcomes.  Please reach out to Loren White at loren.white@santacruzcountyca.gov if you have any questions.

 

Medi-Cal Updates

Medi-Cal is California's version of the Federal Medicaid program and offers no- and low-cost health coverage to eligible persons based on household income, age, and health or disability status, among other criteria. CalFresh provides food assistance to low-income persons in California that meet specific eligibility criteria. Federal law was passed in 2026 that will make significant changes to Medi-Cal and CalFresh eligibility including around household's immigration status, work and community engagement requirements, and income or asset limits. In anticipation of eligibility changes, please support your program participants, as appropriate, to attain disability verification, participate in work and community engagement activities, and maintain appropriate and timely communication with Santa Cruz County's Employment and Benefits Services Division (EBSD).

 

Calfresh Updates

Beginning June 1st, 2026, significant eligibility updates are coming soon. Please take a moment to review the following resources to stay up to date:

 

Mail & Contact Information

The Santa Cruz County Employment and Benefits Services Division (EBSD) offers mail services for clients receiving benefits like CalFresh, Medi-Cal, CalWORKs, or General Assistance. If you are unhoused or not receiving your official mail, you can use a County office as your mailing address. For more details, please view this flyer. 


Bitfocus Feature Release Article

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In April, we’re releasing several updates to help your community get the most out of Clarity. Here are some of the key changes you should know about:

  • New Interface: We’ve continued to roll out Coordinated Entry workflow functionality in Clarity’s modernized interface. In addition, users can now collect, anonymize, and report on client information more easily. Client forms and files have been improved at the program and client-level – allowing end users to search for file names, rather than scrolling through the screen. Files and forms have been split to ensure cleaner workflows. And the consent refused toggle has been addede, making it easier to manage and de-identify clients efficiently.

Read the details: Check out the April 2026 Features article and webinar, under News and Announcements, for a deep dive into these changes.

Try it yourself: These updates will be available in your Training Site starting March 23, 2026 and available in your Live Site starting April 6, 2026. If you need help exploring them, reach out to your Bitfocus Administration team: santacruz@bitfocus.com.

 


Data Quality Dashboard

Please see below for the agency-level data quality dashboard and report content updates. This is updated monthly check it out here.


Upcoming Events

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Housing for Health - HMIS Office Hours | April 27, 2026 at 1-2:30PM | Register here

Housing for Health and Bitfocus host office hours every fourth Monday of each month (in lieu of HMIS Workgroup meetings). Drop-in for as long or as short as you’d like to ask any and all questions related to the HMIS. All users are welcome. Please join us within the first 15 minutes or we will assume nobody will be joining us for Office Hours

Want more details?

Check out our full events calendar.

 


Bitfocus is Hiring

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Join our Team!

  • Work with us at Bitfocus! Join a team committed to innovation, collaboration, and real-world impact in human services.  

Questions?

Your HMIS Administrators are happy to help.

Santa Cruz Admins- CrewsHolloway-Arbaca

Phone: 831-713-2288

Email: santacruz@bitfocus.com