NH HMIS Client Consent Form

HMIS Privacy & Data Sharing Overview - Client Consent Form attached at the bottom

What does it mean to share data?

Data sharing is the ability to transfer data from one agency to another electronically through HMIS. Data sharing is a comprehensive term used differently in each community where it is implemented. Data sharing is intended to meet identified needs – with principles for implementation locally defined and need-based. It can mean HMIS system visibility that is very focused and specific or very general and broad. The amount of information shared can also vary from provider-to-provider within one community depending on the needs of the agencies involved and the wishes of the clients they serve. Below are some of the aspects of data sharing:

Coordinate Client Care

Understand client needs
Link client to appropriate services
Document chronic homelessness
Reduce duplication of services
Ensure client protections

Increase Effectiveness of Referrals

Inform best-fit intervention
Link clients to mainstream benefits and services
Enable comprehensive system-level performance measurement

Implement Coordinated Entry

Share assessment results
Identify available beds
Manage waitlists
Determine prioritization
Inform assignment process
Track client progress

Improve Data Quality

Increase HMIS participation
Reduce duplicate client records
Reduce data entry burden

What is valuable about data sharing?

If data are shared with the goals below, it is anticipated that agencies will be able to see how the network of services are working and performing, where improvements are needed, and whether households are becoming stable. This information will help increase participation and collaboration among agencies, as well as a sense of ownership and trust in the efforts to reduce homelessness.

Coordination of Client Services: Data sharing can improve data quality, coordination of client care, and effectiveness of referrals, and present service providers a more complete picture of clients' history and needs
Coordinated Entry: As representative bodies for the HUD Continuum of Care (CoC) program in Chittenden and the Balance of State, coordinated entry is a requirement of the CoC programs and data sharing is essential to ensure competitiveness for the housing and homeless services dollars that are received annually.
Community Planning: HMIS information in aggregate form or data about the effectiveness of particular programs (e.g., Emergency Solutions Grant, RHY, HOPWA) can be utilized in local, state, and federal planning as well as education and advocacy efforts – based on the purpose and use limitations in the data sharing standards. The increased visibility of the HMIS system working as a whole also can help communities identify housing and homeless services gaps in a community’s efforts to reduce homelessness.

What are the privacy and confidentiality protections?

Increased visibility of HMIS information is designed to ensure a safe and confidential method for sharing data.

There is a clear purpose, as well as use limitations.
There are well-defined data collection procedures and limitations.
There are both openness and accountability - agencies consent by signing a release of information.
The client cannot be denied services based on refusal to share data.
The client is not guaranteed to receive assistance by consenting to share data.
The client always has the right to request corrections to HMIS record.
Client data is only entered once.

NH HMIS Client Consent Form

What does it mean to share data?

What is valuable about data sharing?

What are the privacy and confidentiality protections?

Resources

Documents

Training