HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS) MEMORANDUM ... · 1 HOMELESS MANAGEMENT INFORMATION...
1 HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS) MEMORANDUM OF AGREEMENT Between The Lowcountry Homeless Coalition And _________________________________ Agency Name THIS AGREEMENT, made and entered into this_____________, by and between The Lowcountry Homeless Coalition, the project sponsor for the Department of Housing and Urban Development Continuum of Care Supportive Housing Program (SHP) (24 CFR 583) Homeless Management Information System (HMIS) (FR4848-N-02 , FR 69 No. 146) grant on behalf of the Lowcountry Homeless Coalition (LHC), hereinafter called the Continuum of Care (“CoC”) and_______________________, hereinafter called the CHO (Contributory HMIS Organization), an organization that operates a contributory homeless assistance program or contributory non-homeless assistance program, to assist with funding of an electronic data collection system that stores longitudinal personal level information about persons who access the homeless services system in the CoC. LHC is the HUD recognized CoC for the Lowcountry region, known as HUD SC-500. The system allows CHOs to input and share information concerning people experiencing homelessness. The system is supported by federal funds from the U.S. Department of Housing and Urban Development hereinafter called “HUD.” WITNESS THAT: WHEREAS, Lowcountry Homeless Coalition received funding from HUD under its Continuum of Care Program to assist the CoC in operating the Homeless Management Information System (HMIS) through which services to clients experiencing homelessness are documented, tracked, reporting accomplishments accurately and without duplication of effort, resulting in client service delivery improvements within the LHC 7-county regional area, which includes Beaufort, Berkley, Charleston, Colleton, Dorchester, Hampton, and Jasper counties; and WHEREAS, the South Carolina 211 HMIS (SC-211) is a web-based information management system that provides client tracking and case management, service and referral management, bed availability for shelters, and reporting , and is capable of supporting all homeless assistance providers in the LHC regional area, plus other South Carolina regional areas; and WHEREAS, Lowcountry Homeless Coalition has accepted the responsibility of administering federal and local matching funds to meet HUD Continuum of Care Program guidelines and maximizing program benefits to all SC-211 via its HMIS staff and consultants; and WHEREAS, the CHO provides shelter, housing, and/or supportive services for homeless individuals and/or families and seeks to participate in the SC-211; and WHEREAS, the signature of the Executive Director of the CHO signifies the CHO’s concurrence with, and acceptance of, the terms of this Agreement prior to creation of an account for the CHO on the SC-211.
HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS) MEMORANDUM ... · 1 HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS) MEMORANDUM OF AGREEMENT Between The Lowcountry Homeless Coalition And
Text of HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS) MEMORANDUM ... · 1 HOMELESS MANAGEMENT INFORMATION...
HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS)
MEMORANDUM OF AGREEMENT
The Lowcountry Homeless Coalition
_________________________________ Agency Name
THIS AGREEMENT, made and entered into this_____________, by and between The Lowcountry Homeless Coalition, the project sponsor for the Department of Housing and Urban Development Continuum of Care Supportive Housing Program (SHP) (24 CFR 583) Homeless Management Information System (HMIS) (FR4848-N-02 , FR 69 No. 146) grant on behalf of the Lowcountry Homeless Coalition (LHC), hereinafter called the Continuum of Care (“CoC”)
and_______________________, hereinafter called the CHO (Contributory HMIS Organization), an organization that operates a contributory homeless assistance program or contributory non-homeless assistance program, to assist with funding of an electronic data collection system that stores longitudinal personal level information about persons who access the homeless services system in the CoC. LHC is the HUD recognized CoC for the Lowcountry region, known as HUD SC-500. The system allows CHOs to input and share information concerning people experiencing homelessness. The system is supported by federal funds from the U.S. Department of Housing and Urban Development hereinafter called “HUD.” WITNESS THAT: WHEREAS, Lowcountry Homeless Coalition received funding from HUD under its Continuum of Care Program to assist the CoC in operating the Homeless Management Information System (HMIS) through which services to clients experiencing homelessness are documented, tracked, reporting accomplishments accurately and without duplication of effort, resulting in client service delivery improvements within the LHC 7-county regional area, which includes Beaufort, Berkley, Charleston, Colleton, Dorchester, Hampton, and Jasper counties; and WHEREAS, the South Carolina 211 HMIS (SC-211) is a web-based information management system that provides client tracking and case management, service and referral management, bed availability for shelters, and reporting , and is capable of supporting all homeless assistance providers in the LHC regional area, plus other South Carolina regional areas; and WHEREAS, Lowcountry Homeless Coalition has accepted the responsibility of administering federal and local matching funds to meet HUD Continuum of Care Program guidelines and maximizing program benefits to all SC-211 via its HMIS staff and consultants; and WHEREAS, the CHO provides shelter, housing, and/or supportive services for homeless individuals and/or families and seeks to participate in the SC-211; and WHEREAS, the signature of the Executive Director of the CHO signifies the CHO’s concurrence with, and acceptance of, the terms of this Agreement prior to creation of an account for the CHO on the SC-211.
NOW THEREFORE, in valuable consideration and mutual promises hereafter set forth between the parties hereto, the legal sufficiency of which is hereby acknowledged by the parties, it is agreed as follows: I. SCOPE OF SERVICES FOR Lowcountry Homeless Coalition. As part of the SC- 211 HMIS, Lowcountry Homeless Coalition agrees to act as the grantee, and in partnership with the CoC be the custodian of the data, to:
A. Provide support of the Service Point ™ HMIS application from Bowman Internet Services, LLC, with the mutual goals of collaboration, enhanced service delivery, and comprehensive data collection; plus the inclusion of software licensing, disaster recovery, training, project management, annual support, and security via its Service Point HMIS Sharing contract.
B. Maintain and Manage the SC-211 HMIS providing leased hosting of the Service Point system on a Bowman server as the centralized database for all client information.
C. Provide HMIS Components based on agency needs at the discretion of Lowcountry Homeless Coalition. Components may include software, consulting services (Assessment, Training, Support, Installation, and Software Maintenance).
D. Provide Model Privacy Notices, Client Consent and Release forms. The Client Consent and Release of Information forms may not be adapted without written approval of the Lowcountry Homeless Coalition.
E. Provide HMIS Training. Lowcountry Homeless Coalition and the CHO agree that training is mandatory to all End users. Lowcountry Homeless Coalition will be responsible in providing training at a site and time which will be determined by the HMIS System Administrator.
F. Provide HMIS Technical Support. All requests for technical support shall be forwarded to the Lowcountry Homeless Coalition ticketing system.
II. SCOPE OF SERVICES FOR CHO. As part of the SC-211, the CHO, as the owner of the data, agrees to:
A. Provide, at a minimum, annual disclosure of universal data elements for the purpose of generating an unduplicated count.
B. Provide data to facilitate the sharing of information for research initiated by SC-211.
C. Assist the LHC in meeting the baseline HMIS standards for data collection, data quality, privacy and security as outlined in the SC-211 HMIS Policies and Procedures1. Adhere to all HUD HMIS Policies and Procedures3&4&5
1 SC-211 HMIS Policies and Procedures 3 HUD HMIS Technical Standards, 2014 4 HUD HMIS Technical Standards Notice, July 2005 5 HUD Data Standards, 2014
D. Enter data in a timely manner to ensure information generated by the SC-211HMIS presents an accurate picture of people accessing the homeless services system within the CoC.
E. Certify Income Status. CHO agrees to certify that 100% of beneficiaries in SC-211 HMIS are low-to- moderate income persons as defined by HUD.
F. Work Closely With the LHC. CHO agrees to cooperate fully with LHC in providing data and information to support the SC-211 HMIS.
G. Appoint Personnel. CHO agrees to designate End User(s) and assumes the responsibility for its staff and System users System users’ compliance with data entry requirements, including but not limited to preventing entry of inappropriate and/or duplicate client records, inaccurate information, or entry of client records that are missing required data elements. The CHO will ensure all new System users complete and execute Attachment B and are provided with training prior to accessing the SC-211 HMIS. The CHO will, as soon as practicable but in no event to exceed seven days, notify LHC in writing of any new, released or terminated personnel.
H. Attend Training. CHO agrees to attend any mandatory HMIS Training/User Group meetings provided by LHC.
I. Actively participate in the HMIS. CHO agrees to make its best effort to utilize the SC-211 HMIS to the fullest extent practical with the CHO’s plan and to provide community support.
J. Maintain updated virus protection software on agency hardware and software that access the SC-211 HMIS.
K. Refrain from transmitting material in violation of any Unites States federal or state law or regulation including, but not limited to, copyright materials, material legally judged to be threatening or obscene, and material considered protected by trade secret.
L. Refrain from using the SC-211 HMIS to defraud the federal, state of local government or an individual entity, or to conduct any illegal activity.
A. Protection of Client Privacy
1. The CHO will comply with all applicable federal and state laws regarding protection of client privacy, including, but not limited to, Federal confidentiality regulations as contained in the Code of Federal Regulation, 42 CFR part 2, regarding disclosures of alcohol and/or drug abuse records.
2. Confidentiality of information about client data is a high priority for LHC and the CHO. Users must be trained by LHC or an appropriate trainer chosen by LHC before accessing the HMIS and training will include instructions related to client privacy and confidentiality as well as instructions on using the HMIS.
3. LHC reserves the right to suspend without notice services of the SC-211 HMIS for the purpose of investigation of any suspicion of breached confidentiality. CHO will have ten days to appeal or develop a remediation plan.
4. LHC may suspend this agreement if SC-211 HMIS, in its sole discretion, determines that there has been an improper breach of confidentiality. CHO will have ten days to appeal or develop a remediation plan.
5. The CHO will comply with all HUD and SC-211 HMIS Policies and Procedures established by the LHC.
6. If the CHO is covered under HIPAA, it is not required to comply with the privacy and security standards in the HMIS regulations, if the CHO determines that a substantial portion of its PPI about homeless clients is protected health information as defined by HIPAA, except to the extent such privacy and security standards in applicable HMIS regulations exceed the protections set forth in HIPAA.
IV. TERM AND PERFORMANCE
A. The MOA shall remain unless revoked in writing by either party with 30 days written notice or until HUD discontinues f u n d i n g f o r g r a n t s a n d a n y subsequent renewals thereto.
B. LHC shall provide licensing, technical support, training and implementation cost as part of the grant agreement with HUD. License costs may be fully or partially covered by UWM;
C. If at the time funding is discontinued from HUD, the CHO is responsible for operating and maintenance costs necessary to continue operation of its proportional share of the SC-211 HMIS.
D. If LHC terminates this agreement any reason other than for convenience under Section IV.A hereto, the CHO shall surrender any software provided under this Agreement. The CHO shall immediately refrain, as of the effective date of termination, from a) providing services to the homeless pursuant to this Agreement, and b) using the SC-211 HMIS and HMIS systems. Except for terminations for convenience pursuant to Section IV.A, the CHO has the right to appeal any termination to the LHC Board, which will establish procedures for such appeal.
E. Upon termination of this Agreement for any reason, all client level data will be retained within HMIS for research and planning purposes.
A. Official communication concerning this Agreement shall be directed to:
1. Lowcountry Homeless Coalition
A. LHC shall conduct periodic monitoring and reviews of the CHO to ensure compliance with this Agreement and the HMIS regulations. The areas reviewed may include, but are not limited to, data quality, operation of the software, maintenance and enforcement of confidentiality procedures, and reporting functionality, if applicable.
B. If monitoring or review reveals deficiencies in the CHO’s compliance with HMIS regulations or performance under this agreement, discovery of such deficiency, LHC shall develop and provide to the CHO a written plan of correction to include an itemized list of deficiencies, a plan of action to correct identified deficiencies, and a time frame for restoring the CHO’s compliance (the “Remediation Plan”).
C. Should CHO fail to satisfy the terms of the Remediation Plan, LHC may, at its sole discretion, terminate this Agreement upon 10 calendar days’ written notice.
VIII. TERMS AND CONDITIONS OF THIS AGREEMENT
A. The CHO agrees to comply with the requirements of title 24 CFR 570 and the following Federal Regulations as they may apply to the project and the HMIS Data and Technical Standards.
Certification Regarding Lobbying and Drug Free Workplace Act Policy Prohibiting Use of Excessive Force, f1990 HUD Appropriation Act (P.L. 101-144) Drug Free workplace Act of 1988 American Disabilities Act of 1990 Age Discrimination Act of 1975 Section 504 of the Rehabilitation Act Civil Rights and Fair Housing: Employment and Contracting Opportunities
(570.601, 570.607) Labor Standards (24CFR 570.603) Lead-based Paint (24 CFR 570.608) Political Activity Conflict of Interest (24 CFR 570.611) Suspension and Termination (24 CFR 570.503 (b) (7), CFR 85.43 and 44) Resident Aliens (24 CFR 570.613)
B. This Agreement, in accordance with 24 CFR 85.43, may be suspended or terminated if the CHO materially fails to comply with any term of the Agreement, and that the Agreement may be terminated for convenience in accordance with 24 CFR 85.44.
C. It is understood and agreed between the parties that LHC is in no way connected with the actual performance of the services to the homeless facilitated by this Agreement on the part of the CHO, nor as to the employment of labor, or the incurring of other expenses; that the CHO as an independent contractor in the performance of each and every part of this Agreement is solely liable for all labor and expenses in connection therewith and for any and all damages which may be incurred on account of the operation of this Agreement, whether the same be for personal injuries or damages of any kind. Nothing in this Agreement shall be construed to be inconsistent with the CHO’s status an independent contractor, or construed to constitute the CHO, or any of its agents or employees as agents, employees or representatives of LHC. The CHO will supervise the execution of all work covered by the Agreement which shall be in the exclusive charge and control of the CHO.
D. Subject to the terms and conditions of this Agreement, LHC will provide an HMIS System Administrator and provide training and technical support for the SC-211 HMIS as needed as long as there are HUD grant funds to cover support of the SC-211 HMIS.
E. The CHO agrees to indemnify and to hold LHC , its employees, officers, and agents harmless from any and all claims for damages to persons and/or property arising out of or in any way connected with the performance of any work, services or functions covered by this Agreement and the use by the CHO of the SC-211 HMIS. LHC agrees to indemnify and hold the CHO and all valid users of the SC-211 HMIS harmless from any and all claims for damages to persons and/or property arising out of or in any way connected with use of the SC-211 HMIS to the extent permitted by law. The CHO agrees that as an independent contractor, it will not assert in any legal action by claim or defense, or take the position in any administrative procedures that it is an agent or employee of LHC.
F. This Agreement cannot be transferred by assignment or novation, nor shall any of the work covered by such agreement be subcontracted, without the prior written approval of LHC, which may be granted or withheld in its sole discretion. In the event of an unauthorized assignment, novation, or attempt to subcontract services, this Agreement shall be void.
G. This Agreement can only be amended only upon the mutual written consent of the parties.
H. The CHO shall at all times comply with all laws, regulations and ordinances governing the performance of the services described herein. I. The waiver by either party of a breach or violation of any provision of this Agreement shall not operate as nor be construed to be, a waiver of any subsequent breach hereof.
J. This document contains the entire Agreement between the parties, and no statement or representation not contained herein shall be valid.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed and sealed this
Day of 2015. CHO:
By: Signature Printed Name
Title: _____________________________ Authorizing Officials Title _________________________________ Agency Name
LOWCOUNTRY HOMELESS COALITION:
By: Signature Printed Name
Title: _____________________________ Authorizing Officials Title
1. The CHO will only collect Protected Personal Information that is relevant to the HMIS and to their program operation and to comply with the regulations governing the HMIS.
2. The CHO will provide a verbal explanation of the HMIS to clients and arrange, when possible, for a qualified interpreter, and/or make responsible accommodations for persons with disabilities to include sign language, Braille, audio or larger type. Note: This obligation does not apply to CHO’s who do not receive federal financial assistance and who are also exempt from the requirements of Title III of the Americans with Disabilities Act because they qualify as “religious entities” under that Act.
3. The CHO will make a copy of the SC-211 HMIS Privacy Statement, available to any client requesting a
4. The CHO agrees to limit access to information furnished by the HMIS to its own employees specifically for the purpose of inputting or verifying client data and/or entering into the system records of services provided.
5. The CHO agrees to use due diligence and care in assigning staff to use HMIS. All such employees will be required to sign a statement of confidentiality, which includes a pledge of compliance (Attachment B). Each statement of confidentiality will be forwarded to and maintained by the System Administrator. The User ID of the person who is entering information is a part of the computer record. The CHO will verify that the person is authorized to enter data into the system.
6. The CHO shall be responsible for the maintenance, accuracy, and security of all of its homeless assistance records and terminal sites and for the training of agency personnel regarding confidentiality.
7. The CHO Executive Director must accept responsibility for the validity of all records entered by their agency. The Executive Director may designate an immediate subordinate staff member with supervisory responsibilities for verifying the accuracy of information.
REQUEST FOR HMIS (ServicePoint) USER ACCOUNT
South Carolina Coordinated Entry System Account Type (check one): (To be determined by the System Admin.)
Agency Administrator: Users have full access to all aspects of ServicePoint for their agency, and in addition, can update their agency profile, change user access rights and use passwords, and delete client records. Case Manager: Users have full access to all aspects of ServicePoint for their agency, but have no administrative rights. Volunteer: Users can enter data, assign beds, and refer clients, but can only view name, date-of-birth, and SSN of client data for their agency. Please complete the following: Agency Name: _________________________________________________________ Employee Name/Title: _________________________________________________________ Employee Email Address: _________________________________________________________ Employee Contact Number: _________________________________________________________ USERS RESPONSIBILITIES/PROCEDURES
Except in job-sharing situations, each user requires a unique username and private password. Use of another user’s username and/or password or account is grounds for immediate termination of participation in the HMIS (removal of all access for all users).
A User ID will be assigned and emailed to the user. Upon receipt the user should call the HMIS System Administrator for their temporary password.
All End Users must obtain and review a copy of the HMIS Policies and Procedure to include Privacy Statement, Security, and Data Quality sections.
After reviewing the Confidentiality Guidelines (Attachment A) please sign the Confidentiality and Responsibility Certification (next page).
This request/certification must be completed by all
users and existing users on an annual basis. If you have
HMIS USER CONFIDENTIALITY AND RESPONSIBILITY CERTIFICATION
I have read the Confidentiality Guidelines and I agree to maintain strict confidentiality of information obtained through the SC-211 Homeless Management Information System (HMIS). This information will be used only for legitimate client service and administration of the above named agency. Any breach of confidentiality will result in immediate termination of participation in the HMIS. Initial each item: ____ I understand that my username and password are for my use only (or HMIS Administrator
approved job-sharing counterpart). ____ I understand that I must take all reasonable means to keep my password physically secure.
Specifically, passwords are not to be left on or near the computer or my desk. ____ I understand that the only individuals who can view data within the HMIS are authorized users
and the clients to whom the information pertains. ____ I understand that I may only view, obtain, disclose, or use the database information that is
relevant and necessary in performing my job. ____ I understand that these rules apply to all users of HMIS whatever their role or position. ____ I understand that hard copies of HMIS data must be kept in a secure file. ____ I understand that once hard copies of HMIS data are no longer needed, they must be properly
destroyed to maintain confidentiality. ____ I understand that if I notice or suspect a security breach I must immediately notify the System
Acknowledgement of Receipt of Notice of
SC-211 Homeless Management Information System (HMIS) Privacy Practices And Release of Information
Notice of Privacy I, (Client Name) __________________________________________, have received the Notice
Print Client Name
of Privacy Practices from an HMIS participating agency. X__________________________________________ Date: ___________________
Release of Information
Type of information to be released is may include:
- Profile and Assessments - Financial/Work-History/Residential Information - Mental Health Assessment/Progress - Substance Abuse Assessment/Progress - Medical / Health Information - Needs and Services Provided
This information is to be released for the purpose of continuity of care/case management and or client advocacy and is valid for one year unless otherwise specified.
Alternate Notice of Privacy and Release of Information (not to be used if client information to share includes: alcohol or drug abuse, HIV/AIDS, or mental health diagnosis or treatment) *In lieu of client signature, I ________________________________, a staff member of an HMIS
Print Staff Name
participating agency, state that ___________________, has been given our current Notice of Privacy
The HMIS was developed to meet a data collection requirement made by the United States Congress to the Department of Housing and Urban Development (HUD). Congress passed this requirement to obtain a more accurate count of individuals who are homeless and to identify the need for and use of different services by those individuals and families. To provide documentation toward improving homelessness, Congress implemented the collection of statistical information on clients who access services documenting that information in a central data collection system.
Partner agencies in the state of South Carolina also use the HMIS to keep computerized case records. With the client’s permission, most agencies share information with other agencies on the HMIS. The information that you agree to allow HMIS to collect and share includes demographic and assessment information and services provided. Sharing information with the HMIS and other agencies helps to better understand the number of individuals who need services from more than one agency. This assists us in meeting your needs and the needs of others in the community by allowing HMIS and its partner agencies to develop new and/or more efficient programs. Sharing information through HMIS also helps making referrals easier, often with less paperwork for you.
Maintaining the privacy and safety of those using the services of HMIS and its partner agencies is very important. Information gathered about you is personal and private. We collect information only when appropriate to provide services, to manage our organization, for research, or as required by law. Your record will be shared only if you give your permission. Depending on your individual situation, there may be benefits and/or risks which you should consider carefully before you decide whether or not to consent to release of any identifying information to another agency. You cannot and will not be denied services that you would otherwise qualify for if you choose not to share information.
Please note, even if you do not want your information shared with other agencies or your actual name entered into the system, we must still report some information to the central data collection system. This system contains provisions to protect your name and privacy.
CONFIDENTIALY RIGHTS The partner agency has a confidentiality policy that has been approved by its Board of Director. The policy follows all HUD and HIPAA confidentiality regulations that are applicable to the agency, including those covering programs that receive HUD funding for homeless services (HMIS Data Standards (August, 2014). The HIPAA privacy and security rules govern confidential health information, such as the diagnosis or treatment of a mental health disorder, a drug or alcohol disorder and AIDS/HIV condition or domestic violence situation. Even if you choose to allow us to share information with other agencies, records about substance abuse, physical and mental health, HIV and domestic violence will not be shared without your specific written release of information. This agency is restricted to using or disclosing personal information from the HMIS only in the following circumstances:
To provide or coordinate services to an individual
For functions related to payment or reimbursement for services
To carry out administrative functions including, but not limited to, legal, audit, personnel, planning, oversight and management functions.
Contractual research where privacy conditions are met and prior written approval has been obtained from the HMIS Grantee and CoC. Research findings must be reviewed by the HMIS Grantee and CoC and written approval granted prior to release of findings.
Where a disclosure is required by law and disclosure complies with and is limited to the requirements of the law. Instances in which this might occur are during a medical emergency, to report a crime against Agency staff, or to avert a serious threat to health or safety
As a client receiving services at this agency, you have the following rights:
Access to your record. You have the right to review your HMIS record. At your request, we will assist you in viewing the record within 7 working days.
An agency may deny you the right to inspect or copy your personal information for the following reasons: (1) information is compiled in reasonable anticipation of litigation or comparable proceedings: (2) information about an individual other than the agency staff would be disclosed; (3) information was obtained under a promise of confidentiality other than a promise from this provider and disclosure would reveal the source of the information; or (4) disclosure of information would be reasonably likely to endanger the life or physical safely of an individual.
Corrections to your record. You have the right to request to have your record corrected so that information is current and accurate to ensure accuracy. You have 45 days from the date the information is entered to request a correction.
Refusal. You have the right to refuse consent to share your information with other agencies. You cannot be denied services that you would otherwise qualify for if you refuse to share information. Please note, that if you refuse this permission, information will still be entered into the system for statistical purposes.
End of Consent and Withdrawal of the Release of Information. You have the right to change your mind about consent or release of information that you have already granted. You have 45 days from the date you signed the consent or release to revoke it.
Harassment. The agency reserves the right to reject repeated or harassing requests for access or correction. However, if the agency denies your request for access or correction, you will be provided written documentation regarding your request and the reason for denial. A copy of that documentation will also be included in your client record.
Grievance. You have the right to be heard if you feel that your confidentiality rights have been violated, if you have been denied access to your personal records, or you have been harmed or put at personal risk. Send a written statement to the local Continuum of Care lead agency within 7 business days of an incident.
Note: HMIS is not used to share any personally identifiable information collected with law enforcement agencies, except by court order or subpoena.
Protecting the safety and privacy of individuals receiving services and the confidentiality of their records is of paramount importance to us. Through training, policies and procedures, and software we have taken many steps to ensure your information is kept secure.
The computer program we use has the highest degree of security protection available.
Only trained and authorized individuals will enter or view your personal information.
Your name and other identifying information will not be contained in local reports.
Employees receive training in privacy protection and agree to follow strict confidentially guidelines.
The server/database/software allows only authorized individuals access to the information.
The server/database will communicate using 128-bit encryption – an Internet technology intended to keep information private while transporting data. Furthermore, identifying data stored on the server is also encrypted or coded.
The System Administrator(s) supports the daily operation of the database. Administration of the database is governed by agreements that limit the use of personal information to providing administrative support and generating reports.
BENEFITS OF AGENCY INFORMATION SHARING
Information you provide us is important to the ability of all agencies to continue to provide the services that you and others in our community are requesting.
Allowing us to share your real information results in a more accurate count of individuals and services used and helps us to:
Better demonstrate the need for services and the specific types of assistance needed in our area
Obtain more funds and other resources to provide services
Plan and deliver quality services to you and your family
Assist the agency to improve its work with families and individuals who are homeless
Keep required statistics for state and federal funders
You may choose to share additional information with other agencies in order to:
Promote coordination of services so your needs are better met.
Make referrals easier by reducing paperwork.
Avoid having to repeat information to get assistance from other agencies using the CAS.
RISKS IN SHARING INFORMATION
While this system is secure and promotes better service delivery to the homeless or those at-risk of becoming homeless, there are risks that may lead clients to choose to do the following:
Allow only your name, age, date of birth, social security and services to be shared with other agencies. All other information kept confidential.
Allow some statistical or demographic information to be shared to include assessment information.
Allow demographic information and services, but not assessment information to include mental health, drug/alcohol use/history and domestic violence information.
Close all information and only the System Administrator(s) can see the information.
QUESTIONS AND RISKS YOU SHOULD CONSIDER
Could there be physical harm or other negative consequences to your or members of your family if someone knew that they could find you from the information shared with other participating agencies?
Could there be physical harm or other negative consequences to you or members of your family if someone found out you were provided with help, especially if you or your child has experienced domestic violence, sexual assault, and stalking or child abuse?
Privacy Notice Amendments: The policies covered under this Privacy Notice may be amended over time and those amendments may affect information obtained by the agency before the date of the change. All amendments to the Privacy Notice must be consistent with the requirements of the Federal Standards that protect privacy of consumers and guide the implementation and operation.
Please read the following statements (or ask to have someone it read to you), and make sure you have had an opportunity to have your questions answered.
____________________________ is a participant in the SC-211 HMIS which is used by provider agencies to record information about clients they serve. This information helps the agencies to plan for and provide services to clients. It also allows for the sharing of information among agencies to improve coordination and delivery of services to you. We wish to notify you of the following information regarding data collection and storage in a client information system.
We collect personal information directly from you to coordinate services and continuity of care. We may be required to collect some personal information by law or by organizations that provide funds to operate this program. Other personal information we collect is important to operate our programs, to improve services to you, and to better understand the needs of persons experiencing homelessness. We only collect information considered to be appropriate.
Only summary information without your name or other personal identifiers will be reported to offices and organizations that plan and fund homeless services. We do not share any personally identifiable information collected with law enforcement agencies or any other organizations outside of HMIS without your written consent, except as provided herein or by court order or subpoena. You cannot be denied housing or services for failure to provide written consent to share your information.
Any information about the diagnosis or treatment of a mental health, drug or alcohol disorder, HIV/AIDS, or domestic violence, or any medical information will not be disclosed without your written, informed consent.
Besides coordinating services and continuity of care, information collected about you may be used and disclosed to:
Improve the quality and care of services provided.
Comply with legal requirements.
Protect victims of abuse and neglect.
Participate in research.
Avert serious threat to health/safety.
We will take reasonable precautions to protect personal information in the system from unauthorized modification, use, and disclosure.