HMIS Fundamentals - hmismn.org · 10/3/2016 3 HMIS Around the Country 10/3/2016 | 5 A Homeless...

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HMIS FundamentalsFOUNDATIONS 111

Topics We Will Cover

10/3/2016 WWW.HMISMN.ORG | WWW.ICALLIANCES.ORG 2

History and Governance | Answer the question, “What is HMIS?” and provide details of the governance structure in Minnesota

Agency Setup in ServicePoint | Introduce ServicePoint ‘providers’

Data Privacy and Compliance | Introduce the security features of the database, statewide data sharing, and administrative documents used by agencies and intake staff

HMISMN.ORG | Provide a demo of our website, a main vehicle for providing updated information and instructions to our HMIS community

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Visit hmismn.org for links to all materials and resources!

Materials and ResourcesADMINISTRATIVE DOCUMENTS OTHER

Agency Provider List (Report)

Provider Naming Convention


Agency Agreement

Business Associates Agreement (for HIPAA covered agencies)

LSA Agreement

HMIS Policies and Procedures

HMIS System Administrator Policies and Procedures

Posted Data Privacy Notice

User Policy, Responsibility Statement and Code of Ethics (“User Policy”)

Release of Information

History and Governance


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HMIS Around the Country


A Homeless Management Information System (HMIS) is a type of internet-based, locally-administered database used to record and analyze client, service and housing data for individuals and families who are homeless or at risk of homelessness.

There is a Federal mandate for each Continuum of Care (CoC) to have an HMIS implementation plan; may be statewide, regional or city-based.

HMIS in Minnesota


Statewide system used by all CoCs in Minnesota

Required database for Federal, State, and Salvation Army homeless and homelessness prevention programs

Software: ServicePoint (Bowman Systems)

System Administrator: Institute for Community Alliances (ICA)

Minnesota’s Participation: 200 agencies, 800 HMIS Users, 900,000 records

Goal: Provide standardized and timely information to improve access to housing and services and strengthen our efforts to end homelessness

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Benefits of Using HMIS


Centralized and secure place to store client information required by multiple funding sources

The ability to view a client’s service history across a variety of agencies

Clients can be easily connected to housing and services via HMIS

Access to a library of reports related to program management, tracking outputs and outcomes, and managing data quality

Assistance with user training and other system administration functions

Provides a more comprehensive set of data to be used to inform funding and system planning decisions

Minnesota Partners


HMIS Lead Agency and State System Administrator (SSA): ICA

HMIS Governance

Minnesota’s Continuum of Care Regions (CoCs)

CoC Coordinators

Local System Administrators (LSAs)

Federal and State Funders

System Developer: Bowman Systems

Agency Administrators

HMIS Users – Data Entry and Reporting Agency Staff

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Lead Agency and State System Administrator

Manage day-to-day system operations; monitor and enhance the performance of HMIS

Implement system updates to ensure compliance with HUD and other applicable requirements

Provide foundation of HMIS trainings and user technical support (Helpdesk)

Support the use of HMIS as a tool to document, serve and end homelessness

Monitor and work with partners to improve data quality

Communicate with and support all partners

Institute for Community Alliances (ICA)


HMIS Governance

Interim Governing Board, including representatives of CoCs, State agencies, tribes and community

Finance Workgroup

Operations Workgroup

Racial Equity Workgroup

User Advisory Group

Set and jointly approve with ICA an annual budget, work plan, priorities, and policies

Develop HMIS policies and procedures, including a data privacy policy


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CoC Regions and CoCCoordinatorsCentral

Hennepin

Northeast

Northwest

Ramsey

Saint Louis

Southeast

Southwest

Suburban Metro Area (SMAC)

West Central


www.mnhousing.gov/get/MHFA_006854

CoC Regions and CoCCoordinators


Held responsible for HMIS system under federal regulations

Can designate a Local System Administrator (LSA)

Evaluate program and system use and monitor performance

CoC Coordinators coordinate the different programs and services for homeless service delivery in their region, apply for HUD funds, and work with agencies and community members to improve homeless services

Collectively apply for funding and oversee projects funded by HUD-CoC in their region

http://www.mnhousing.gov/get/MHFA_006854

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Local System Administrators

Capacity varies by CoC

Can provide supplemental support to CoC with reporting and data analysis

Can assist SSA by tracking and providing updates on local information and needs




Each funder determines data for their projects to collect (above and beyond the required Federal and Minnesota Universal Data Elements required for all projects)

Determine report requirements and due dates

Respond to agency questions about answering certain assessment questions or eligibility requirements

May have assigned a Funder Reporting Lead – has access to HMIS to pull project reports

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HUD

CoC

ESG

HOPWA

RHSP

Veteran’s Affairs

SSVF

VASH

Health and Human Svcs (HHS)

PATH (via MN DHS)

RHY

Minnesota Housing

LTH

FHPAP

Minnesota DHS - Office of Economic Opportunity (OEO)

THP

ESP

HYA

MN DHS

LTH Supportive Services

HTHP

Some other non-mandated programs use HMIS as well!

Bowman Systems


Develops and maintains ServicePoint software according to Federal specifications

Delivers Federally required reports

Provides technical assistance to the State System Administrator (SSA)

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Agency Administrators


Manage the Data Quality Process at the agency

Point of contact at agency for HMIS related questions for agency’s HMIS Users and other HMIS Partners

Track agency’s grants and contracts, and understand how that impacts ServicePoint providers

Notifies State System Administrator to agency’s projects and ServicePoint providers

HMIS UsersData Entry and Reporting


Abide by User Policy, Responsibility Statement, and Code of Ethics

Understand the data entry workflow for their agency’s funders and enter data accordingly

Run data quality reports on a regular basis and correct data entry errors

Understand which reports are required and submit reports by report due dates to funder

Contact the Helpdesk with questions

Assume Agency Administrator role in absence of an Agency Administrator

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Examples of the Use of HMIS Data


Federal Level HMIS data from around the country is summarized in HUD’s (U.S. Department of Housing and Urban

Development) Annual Homeless Assessment Report to Congress (AHAR) Data informs policy and funding priorities

State Level Helps CoC regions collectively bring in $30M+ of annual funding from HUD for homeless services Improves homeless service delivery in Minnesota by tracking utilized services, programs, and outcomes

CoC Level Data used for CoC Program Competition application Determine how CoC is doing towards its goals and identify areas of improvement

Agency Level Agency wide reports on client characteristics and outcomes; understand client needs Produce information for the public, donors to help secure funding

Agency Setup in HMIS


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ServicePoint Provider


Within ServicePoint, a “provider” is a technical term for a mechanism used to organize data into groups for data entry and reporting purposes

An agency’s setup in ServicePoint consists of 2+ providers

Providers can be used to subset data, for example, separating family enrollment from individual enrollment to streamline reporting

A new provider is setup when your agency: Joins HMIS

Receives new funding from a mandated funder (mandated: requires agency to participate in HMIS)

Starts a new project

Requests a new provider for agency use

Your Agency’s Provider List


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Project Provider Naming Convention


*NPP indicates provider is non participating<> serves as a placeholder when a required component does not apply

Provider Tree Structure


SSA

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Agency Setup and Changes


Notify us ASAP if: Your agency starts a new project or receives a new funding source

A project closes or loses funding

Two or more project combine

You have questions about your agency setup

Your agency merges programs with another agency or takes over another agency’s program

We will add providers to HMIS and mark providers as closed as requested

We rely on you to notify us of changes! Contact the Helpdesk.

Data Privacy and Compliance


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Security Features of the Database


Compliant with applicable Federal and State laws and codes

Internet communications are SSL encrypted

Database is encrypted; servers are stored in a vault

Not linked with other databases

Each HMIS User has a unique username and password; audit trail follows users’ actions in the system

Statewide Data Sharing


Sharing client records across the state, only with appropriate release Controlled by the client using the Release of Information (ROI)

Case notes, client notes, and provider-specific assessments remain private

Incidents only shared with entities managing emergency homeless response access and Coordinated Entry screeners and priority list managers

Allows for referrals within HMIS, including for Coordinated Entry

Many providers are not participating by default:

DV, HOPWA, Legal Aid, Closed providers (marked “zz”)

Youth providers closed by default but will share if ROI is signed

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Administrative Documents


Operating Documents

Agency Agreement

Business Associates Agreement (for HIPAA covered agencies)

LSA Agreement

HMIS Policies and Procedures

HMIS System Administrator Policies and Procedures


User Policy, Responsibility Statement and Code of Ethics (“User Policy”)

Documents for Client


Visit hmismn.org/administrative-documents links to all administrative documents!

User Policy

HMIS User is responsible for reading document thoroughly and submitting a signed copy

Indicates that HMIS User will be a good steward of the system

Submitted to and maintained by your State System Administrator


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User Policy

Do not look at clients’ records unless you serve them

Log off each time you leave the computer

Do not use ServicePoint in areas where your computer screen is easily visible by unlicensed individuals

When communicating with ICA, only submit client ID numbers and/or initials - never full names - in emails to protect client confidentiality

Notify State System Administrator if you leave or HMIS User leaves agency – failing to do so is a serious violation

Account sharing is strictly prohibited



Must be posted and viewable by clients at intake

Form available in Spanish


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This form should be given to all clients. However, if your project is not participating in statewide data sharing, your clients do not have to complete the Release of Information.

The ROI never expires, so a client only needs to complete the ROI once

Some agencies may choose to have all clients re-sign the ROI upon intake, but this is not required

Clients can either sign or give verbal consent, unless the agency is covered by HIPAA

Each adult must sign their own form; adults can sign on behalf of their minor children



If client doesn’t sign ROI, you will still create a client record in HMIS but the record will be “closed” –not shared statewide

If you find the client in the system and upon checking the ROI tab you don’t see an ROI added, check with client to have them complete again.

Follow your agency’s document retention policy with regards to maintaining paper and/or electronic copies of the ROI


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HMISMN.ORG


Stay in touchHELPDESK: [email protected]

ONLINE: HMISMN.ORG


HMIS Fundamentals - hmismn.org · 10/3/2016 3 HMIS Around the Country 10/3/2016 | 5 A Homeless...

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