Housing Quality Record Review Tool

The BH Housing Quality Record Review Tool is used by the Quality Enhancement (QE) team to ensure that participant files meet compliance requirements, reflect quality case management, and align with CARF standards and federal expectations for documentation and service delivery.

This review is broken into seven key sections, each focusing on different aspects of program documentation and service quality. Below is an overview of what each section includes and why it matters:

Section 1: Program and Participant Identification

This section collects basic identifying information:

• SP Client ID, Participant Name

• Program Type (e.g., RRH, PSH with TBRA or leasing)

• Program Name (selected from a list of ESL-supported programs)

• Case Manager Name and Review Date

✅ Why it matters: Establishes the context for the review and ensures file selection is accurate and up to date.

Section 2: Intake Documents

This section verifies that intake documentation is present and valid:

• ID Documents (e.g., Birth Certificate, SS Card, State ID)

• Homeless Verification status

• Voter Registration Form

• ESL Legal Documents

• Disability Determination (if applicable)

✅ Why it matters: Ensures participants meet eligibility requirements and that ESL is maintaining legally required documentation for services.

Section 3: Rental Assistance and Leasing

Covers documentation tied to housing and rental support:

• Inspection Forms (Initial and Annual)

• Rent Reasonableness Worksheets with required attachments

• Lease, Lead Paint Disclosure, and VAWA Addendum

• Rental Assistance Contracts, Tenant Rent Notifications

• Rent Calculation Worksheets

✅ Why it matters: Verifies compliance with HUD regulations and ensures participant files are complete for housing audits.

Section 4: Legal Forms for Case Management

Focuses on the HIPAA Disclosure Log Sheet, a required part of participant privacy and consent documentation.

✅ Why it matters: Ensures ESL is following proper protocols for participant data protection.

Section 5: Case Management Documentation

Assesses quality and consistency of service documentation:

• Housing Stabilization Plan (HSP/POC)

• Evidence of HSP Review

• Six Months of Case Notes (with attention to frequency, content, and alignment with HSP)

✅ Why it matters: Tracks whether services are being delivered as planned and whether staff are documenting in a timely and meaningful way.

Section 6: Person-Centered Planning

Assesses how well plans reflect:

• Participant Involvement

• Clarity and Actionability of Goals

• Use of Strengths-Based Approaches

• Barrier Mitigation

• Time-Bound, Measurable Outcomes

✅ Why it matters: Evaluates whether plans are individualized, realistic, and focused on outcomes, as required by CARF and best practices.

Section 7: GIRP Note Review

Focuses on service delivery documentation using the GIRP format:

• Goal, Intervention, Response, Plan

• Also assesses:

  • Participant engagement

  • Depth of response

  • Planning clarity

  • Areas for improvement

✅ Why it matters: Encourages high-quality narrative documentation that supports participant progress and defensible records for oversight.

Final Note

These practices not only support quality service delivery but also build a culture of accountability and excellence across ESL programs. This review helps identify training needs, celebrate successes, and prepare for external audits.

If you have questions or need help completing the tool, please reach out to the Quality Enhancement team.