HMIS ROI and Privacy Settings

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Non-Default Sharing and the HMIS Release of Information (ROI)

SLO HMIS is an open system that defaults to sharing client records across all Agencies. Specific Programs under an Agency that cannot share client records (RHY, HOPWA, etc.) can make client Enrollments ‘Not Shared’.

Personal information must be collected with the knowledge and consent of clients. For most programs types it is assumed that clients consent to the collection of their personal information as described in this notice when they seek assistance from an agency using HMIS and provide the agency with their personal information.

If a client wishes to limit their privacy setting beyond the default settings, they must complete an HMIS ROI that the End User then uploads to Clarity.

Documenting an ROI in HMIS

Client Profile

Clients must be made aware of the CoC’s Privacy Policy and sign an ROI. This must be done for every member of the household, with a parent or adult guardian signing for minors.

New Clients

New clients must have ROI completed before the End User is able to complete client profile

Permission: Select YES or NO, according to the clients selection on the signed ROI
Start Date: Will be the same date as the signed ROI
End Date: The system will automatically populate this date as 1 year from the Start Date
Documentation: SLO CoC policy allows for documenting clients ROI by Electronic Signature or Attached PDF
- Electronic Signature – by selecting this option, a pop-up window will appear where the client will sign an electronic ROI.
  - Sign the document with a mouse or signature pad.
  - Click Apply to commit the signature (or reset to resign)
  - Click Save to add the signed PDF to the client record.

Attached PDF – by selecting this option, the End User will select a file from their computer to upload

Existing Clients

An ROI must be active, reviewed or completed every time client has new Enrollment, for every member of the household
- To view the current ROI, client the ‘Shield’ on the far right of the client profile

If the current ROI on record has not expired and still accurately reflects the clients sharing choice, the End User can continue to complete the new Program Enrollment

Historical ROI documents
- If the ROI on record in HMIS has expired or does not reflect the clients current sharing choice, the End User must:
  - End Date current ROI for the previous day
    - NOTE: The system will not allow more than one ROI to be valid at a time. (example– if you are meeting with client on 1/10/24, the current ROI would be end dated1/9/24)
  - Add a new ROI reflecting clients current ROI choice
  - Complete enrollment

Privacy Settings in Clarity –Matching the ROI

There are two sharing options in Clarity for the HMIS ROI:

Option 1: If a client selects ‘Consent’ on the HMIS ROI the default Privacy settings for your Agency or Program will apply and you do not need todo anything to manage the Privacy settings
Option 2: If a client selects ‘Decline’ on the HMIS ROI the End User will make the Enrollment private

Making the Client Enrollment Private

If your Program cannot share client records (RHY, HOPWA, etc.) or if a client chooses to limit what data is shared, you can make a specific Enrollment private to your Agency.

By making an Enrollment private, all records associated with it will also be private. For ‘Group Enrollments’ by making the HoH Enrollment private, all household members associated with that Enrollment will also be private.