HMIS Homeless Management Information System Part 1: Privacy & Ethics

Introduction to HMIS Mandated by HUD Demographics or PPI Client Tracking of SERVICES Client Tracking of GOALS Client Tracking of REFERRALS Better work flow and CASE NOTES

Personal Protected Information PPI-Personal Protected Information Universal Data Elements Name, SSN, Entry/Exit, Zip Code of last address, DOB Web-based practices –Firewalls –Virus Scans

CONSENT May only collect PPI and UDE with written consent from client Only collect data necessary Signage Data Quality must be relevant, accurate, complete, and timely Disposal-7 years

What staff must do Explain client’s rights Copy of P&P if client requests Clients has a right to view and make corrections to their file All staff must sign a confidentiality form

Program Specific Each funding source requires different PPI For example: HUD required Living Situation, length of previous living situation, disability status, Veteran status, Income, and Chronic Homeless status (Income status must be collected at Entry/Exit, and annually)

Financial Assistance Amount of financial assistance provided during program participation Assistance paid to a third-party –Rental Assistance –Security Deposits –Utility Deposits –Utility Payments –Etc.

Funding sources Annual Homeless Assessment Report Annual Progress Report Continuum of Care CDBG ESPG AHAR – Veterans Only KNOW YOUR FUNDING REQUIREMENTS

Privacy & Security Do not share your user name and password with anyone. Remote Access Policy –Signed Consent if you work from home Information in HMIS is complete ENOUGH to allow other HMIS users to get information from you with discussion.

ROLES COC HMIS LEAD AGENCY CHO –Contributory Homeless Program –Non-contributory Homeless Program