To: All Homeless Management Information System (HMIS) Participating Agencies
From: Cindy Namer, Director of Homeless Initiatives
Date: February 17, 2017
Subject: 2017 HMIS Data Sharing Agreements
The purpose of the Data Sharing Agreement is to coordinate among Participating Agencies the provision of housing and supportive and other needed services to clients entered into the Maine Homeless Management Information System (HMIS) by a Participating Agency. The Agreement is designed to include the list of Participating Agencies and the designated Assessments that can be shared among agencies and programs.
Because we have had several Participating Agency changes, we have updated and revised the 2017 Data Sharing Agreements and corresponding 2017 HMIS Authorization for Disclosure of Health and/or Personal Information (ROI) and Maine HMIS Privacy Notice for clients.
Please sign, attach and send the executed Data Sharing Agreement by March 1, 2017 to: HMISDataSharing@mainehousing.org
If you have any questions, please feel free to contact me at firstname.lastname@example.org
HMIS Release of Information: 2017 Authorization for Disclosure of Information Form w Exhibit A
The HMIS Privacy Notice for agencies participating in HMIS data sharing can be found here: Maine HMIS Privacy Notice
TRAINING TIP OF THE WEEK:
“How exactly is security applied for the data I enter when I use EDA mode?”
Data visibility/security is applied at the time the data is initially written to ServicePoint 5. The visibility/security that is written is based on the default provider visibility settings for the ‘Provider Creating’ the information. This ‘Provider Creating’ is the default provider for the user (the provider that shows at the top left portion of the ServicePoint site) unless the user is in EDA mode. Once a user enters EDA mode, the ‘Provider Creating’ becomes the provider that the user selected to Enter Data As, and any data entered while in EDA mode will inherit the default visibility settings of that EDA provider.
Example: If a user is creating an entry for a client while not in EDA mode, the visibility of that entry will be based on the default entry visibility for the user’s default provider even if they specify a different provider for the entry via the dropdown or provider search. If a user wants the entry to inherit the visibility of a different provider that they have EDA access to, they must use EDA mode and select the desired provider.
This training tip is provided by Bowman Systems.
HUD standards require that each participating program must post a sign at each intake desk or comparable location that explains generally the reasons for collecting HMIS information. Consent of the individual for data collection may be inferred from the circumstances of the collection. These sample posters are based on HUD sample wording for such a poster.
Download from here: CONFIDENTIALITY AND THE MAINE HMIS
HUD standards require that each participating program must make information regarding the organization’s privacy and confidentiality practices available to clients. This sample privacy brochure covers privacy and confidentiality in much the way similar brochures cover medical confidentiality in a doctor’s office.
Download from here: HMIS Privacy Brochure DRAFT SAMPLE