What is the Tampa Bay Information Network?

The Tampa Bay Information Network (TBIN) is a centralized private and secure web-based database for basic needs health and human service providers to enter, manage and share client information electronically. This allows the client to tell their story once. The data then entered travels with the clients as they navigate through the social service system. Providers can then access historical information on clients serviced. This allows providers to focus on serving the client better with a more detailed history. Providers can then report on their performance for funding entities and donors.

TBIN is the Homeless Management Information System (HMIS) for Pinellas County. 2-1-1 Tampa Bay Cares is the HMIS Lead Agency for Pinellas County and provides all training, technical support, system performance outcome reporting, and data quality monitoring on behalf of the Homeless Continuum of Care (CoC). As a “best practice”, U.S. Department of Housing and Urban Development mandated project, the TBIN program is an integral part of the Pinellas County’s Continuum of Care directed by the Pinellas Homeless Leadership Board. TBIN has been operated by 2-1-1 Tampa Bay Cares since 2004.

To join TBIN, please call 727-478-2468.

How Does TBIN Work?

There are several methods in which people may join TBIN:

  • TBIN primarily recruits its members as outlined in the HMIS Data and Technical Standards published by the Department of Housing and Urban Development.
  • Secondarily, local funding entity in their annual contracts require TBIN participation for their grant recipients.
  • A basic needs service provider can opt into TBIN participation voluntarily.

Regardless of the method of TBIN adoption, the process of joining the network is the same.

  • Welcome Session – a question and answer session with the provider staff and identify key TBIN data staff.
  • Sign Agreements – ensure legal agreements are signed by all parties.
  • Provider Review – review the provider programs and processes as well as the TBIN policies and procedures and establish the timeline for completing enrollment.
  • System Customization – customize user access and data entry screens.

Once all the items above are complete, the providers staff are signed-up for TBIN training.

TBIN Training

TBIN offers many training opportunities monthly and training can be requested as needed. While the TBIN has an extensive training curriculum, training is designed with the user in mind. Training should be accomplished by providers staff based on job responsibilities and access in TBIN. An intake worker will have a minimum set of training requirements per their job where as a case manager or quality analyst requirements may be more extensive. TBIN training includes privacy and security training, a full review of TBIN policies and procedures, and workflow based on staff data role. More advanced users can use more special tools in the system and have access to canned and advanced reporting tools. At each step in the process, users are supported and skills are reinforced to ensure excellent data quality.

On-going training is the responsibility of the TBIN staff and is unlimited for all users. Training opportunities are posted online monthly and advertised. The full training curriculum is outlined in the TBIN policies and procedures given to all new members.

Technical Support & Training Follow-up

After training, users are provided the option of virtual and in-person training and technical support.

Follow-up sessions for all users are offered to ensure skills practiced in training are learned. We follow-up with users until they pass their tests. If a user is more comfortable returning to training, the user can do so at anytime. TBIN has set up a Virtual Training Center (VTC) to provide users with a video based post-training portal to help them remember critical workflow steps. the VTC is available 24 hours a day online.

Additionally, the TBIN Help Desk is available to help users when they are in need. TBIN Help Desk tickets can be submitted 24 hours a day through our online portal. The TBIN staff respond to tickets based on priorities, as outlined in the TBIN Policies and Procedures, during normal business hours. After hours urgent requests are monitored and reported to the TBIN staff. All tickets are tracked and responded to through our online portal for historical context and trend tracking.

Performance Monitoring

TBIN staff monitor the data quality of members to ensure excellent system wide data quality. Data quality report cards are distributed to providers monthly to ensure TBIN is adhering to system wide data quality metrics.

Additionally, members can run and monitor their own client served and performance data in our canned and advanced reporting tools. The advanced reporting tool is available for identified advanced system users. TBIN staff works closely with the Homeless Leadership Board and other local funding entities to manage contract compliance and performance.

System Accountability

TBIN is responsible for annual system-level accountability reports showing the progress to end homelessness. The reports outlined below are annual reports, but do not include all accountability reports monitored by the TBIN staff.

  • Annual Homeless Assessment Report – report on the use of homeless housing for the previous 12 month period.
  • Point in Time Report – report on a one day count of clients living in shelter and on the streets.
  • Housing Inventory Chart – report on the inventory of homeless dedicated housing beds and units available.
  • Systems Outcome Reporting – report on the homeless systemns progress towards meeting its outcomes and ending homeless in Pinellas County.

If you have questions about joining TBIN
please call 727-478-2468