HUD issued new guidance in 2018 on addressing privacy and coordinating care for housing and services for your client. We've incorporated that guidance into our new HMIS@NCCEH Operating Policies and Procedures in Section
III of the
HMIS@NCCEH Operating Policies and Procedures
.
Clients sign a Release of Information that allows sharing information in three groups. The client indicates their choice to share each section.
Section One: HMIS Data Visibility
Information that can be seen by all users at other agencies on HMIS
- Name
- Age/ Year of birth
- Veteran status
- Gender
- Partial Social Security Number
This helps to make sure users don't create more than one record per person. If someone has a safety or privacy concern, users should contact NCCEH to request to have the file locked so that no other agency can see this information.
Section Two: HMIS Data Visibility
Information that can be seen in HMIS by users at specific agencies.This means someone from another agency can log into HMIS and see information that you entered on a client-- they don't have to ask you for it on a case-by-case basis. This is enabled by visibility groups in HMIS that are created when agencies agree to share data. Two or more agencies may sign an agreement to set up this type of sharing.
Section Three: Coordinating Group
Information shared with other agencies for coordinating care. This is sharing that happens outside of HMIS. People don't have to be users to see or hear it. This could be sharing at a larger group such as reports at By-Name list meetings, Case Conferencing, or in smaller settings such as with McKinney-Vento School Liaisons.
We've set up a document on our website that lists the groups we know agencies share with.
Take a moment to fill out this form
to tell us which agencies you work with to coordinate care and we will add them to the list.
Training, Quiz, and More Resources
Watch the Privacy Training, complete the quiz, and view more resources on protecting client privacy and confidentiality
here
.
