Background

This article provides instructions on how to create client records for clients that do not want their identifying information in HMIS. identifying information includes client first name, client last name, Social Security Number, and Date of Birth. Please note that this is different from clients that do not want their client record shared with other agencies participating in HMIS. Please review the Accessing and Completing Release of Information (ROI) Page knowledge base article for instructions on how to manage how the client's record is shared in HMIS.

Create the Client Record

Step 1: Click on Add Client on the Search screen.

Step 2: Check the Consent Refused checkbox. This will automatically enter Client Refused for all client identifying fields (First Name, Last Name, and SSN).

Step 3: If the client doesn't want to provide their Date of Birth, change the Quality of DOB field to Client Refused.

Step 4: Complete the remaining fields on the Client Profile.

Step 5: In the Release of Information section, change the Permission field to No.

Step 6: Click on Add Record.

Completing these steps will create a de-identified client record that is visible to any agencies with data sharing access in HMIS. This is required if the client is participating in the Coordinated Entry System because the process requires multiple agencies to access the client's record.

If the client is not participating in the Coordinated Entry System the agency may make the record private so that only the agency working with the client can see the record.

Step 1: Click on the Client Privacy shield.

Step 2: Click on Private.

Step 3: Click on Save Changes.

If the client is participating in the Coordinated Entry System, reference the Coordinated Entry System for Case Managers knowledge base article for instructions on continuing the process.

If the client is participating in any other project type, reference the Enrolling Clients in a Project and Enrolling Additional Household Members knowledge base articles.