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CoC OR-506 HMIS User Manual

1. CoC OR 506 HMIS User Manual Including Policies Procedures and Notices This document contains data entry procedures for the ServicePoint HMIS Database as used in CoC OR 506 9 23 2015 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Contents ServicePoint The Order of Data Entry cccccccssscccecessesseeceeeeecesseeaeeeeecesseseaaeeeeeeecesesaaaeeeeeesseesesasaeeesseeees 3 Head of the Household Hop 3 Annual Assessments rt anten E neci ea ab d E Ee etra E ENEE SEENEN 3 SOM ne mE 4 Dates iniServicePolnt ier rae DIU PHOEBE mE 4 Basic Data Oty PETRI 5 Create the Household ShelterPoint and Entry Exit Programs cccccccssccccsseecssecesseecseeecsaecesaecesseeensees 5 Entry Data for Entry Exit Programs assesses nennen nennen nennen aat 6 Entry Data for ShelterPoint Check In Programs enne enne nnn nnne nnn nana nnn nnn 8 Exits for Entry Exit Programs cccsccccssscessecessecessesecssecessscesseccsaececauecesneeceseccsueescaaeceeecesseecsaeeecauecenseeenas 10 Check Outs for ShelterPoint Programs esses nennen nnns nennen neta nass aiai aiae banen 11 Interim Reviews HUD Veriftcation tnte an strt EAn Ean ertan EnEn AEEA Ennn nn nannan ennan 12 Adding Household Members to a Household HH ccessecessssceeessscececsssceceesssseeeseeeececeeeseceeseeseeeeseaeens 13 Adding Household Members to an Ent 14 When Households Change ccccsssscccccsssess
2. a In general For purposes of this chapter the term homeless or homeless individual or homeless person includes 1 an individual who lacks a fixed regular and adequate nighttime residence and 2 an individual who has a primary nighttime residence that is 1 a supervised publicly or privately operated shelter designed to provide temporary living accommodations including welfare hotels congregate shelters and transitional housing for the mentally ill 2 an institution that provides a temporary residence for individuals intended to be institutionalized or 3 a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings b Income eligibility 1 In general A homeless individual shall be eligible for assistance under any program provided by this chapter only if the individual complies with the income eligibility requirements otherwise applicable to such program 2 Exception Notwithstanding paragraph 1 a homeless individual shall be eligible for assistance under title of the Workforce Investment Act of 1998 29 U S C 2801 et seq c Exclusion For purposes of this chapter the term homeless or homeless individual does not include any individual imprisoned or otherwise detained pursuant to an Act of the Congress or a State law Household A single individual or a group of persons who together apply for enroll in or receive services Households with Children and Ad
3. 5 Data Participant shall not be denied access to Client data entered by the Participant Participant is bound by all restrictions placed upon the data by the Client of any participant Participant must diligently record and take all other appropriate actions to assure ServicePoint includes and reflects all restrictions or release of sharing records the Client has requested Participant must also keep on file all Release of Information forms including NWSSC CMIS HMIS Client Consent Release of Information Forms A Client may not be denied access to their own records Participant shall not knowingly enter false or misleading data under any circumstances Participant shall provide the System Administrators with the appropriate ResourcePoint Data Violation of any of the above section by Participant is a material violation of this agreement If this agreement is terminated the System Administrators shall provide to the Participant an electronic copy of their Client data A hardcopy form will be available upon written request within seven 7 working days Nonetheless the System Administrators and remaining participants shall continue a right of use of all Client data previously entered by the terminating participant This use is subject to restrictions requested by the Client and may be used only in furtherance of the purpose of the NWSSC CMIS HMIS application NWSSC CMIS HMIS P amp P Page 2 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 0
4. If the client has already been created he or she should show up here If not you will need to enter all relevant data backdating to at least the day prior to the HH change 8 Once the search is completed click on the green plus sign next to the new client 9 Click Continue 10 In the popup select the appropriate Relationship to Head of Household and the accurate date client entered the HH 11 Click Exit 13 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Adding Household Members to an Entry Often anew household member will be added after the initial project entry This can be due toa birth a parent getting their parental rights returned or several other reasons When this occurs the entry needs to be edited to reflect the changes 1 In ClientPoint go to the Head of Household s HoH client record 2 Under Entry Exits click on the edit pencil to the left of your project s entry date 3 Click Include Additional Household Members 4 Check the HH members you want to add and click Continue 5 Click Save and Continue It s very important that you do not change the entry date here 6 The new family member is now entered into the entry 7 If the new family member entered the project on the same date as the rest of the HH complete the entry assessment as described above in Entry Data for Entry Exit Programs 8 If the new family member entered the project after the rest of the family
5. Performance report HUD Annual Performance Report considered a CoC Standard Report e eSNAPS Grants management system for HUD s Homeless Programs e Exit ServicePoint procedure used to represent the assistance end date program departure or point in time that the client is no longer reportable e HAP Housing Authority of Portland e HDX Homeless Data Exchange e HIC Housing Inventory Account e High resource Using Family AKA Chronically Homeless Family developed for Portland Gresham Multnomah County s 10 Year Plan to End Homelessness must meet the following Family as defined as a parent s or guardian with one or more children who have High resource usage is based on any family member s involvement with multiple categories listed below within a 12 month period unless otherwise specified e Substance Abuse e Mental Health e Foster Care State or Tribal e Corrections e Physical and Cognitive Health Issues e Domestic Violence Victim s Services Issues Homeless Housing System Mainstream Resources Involvement NWSSC CMIS HMIS P amp P Page 19 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement Homeless Federal Definition of Homeless The United States Code contains the official federal definition of homeless In Title 42 Chapter 119 Subchapter homeless is defined as 11302 General definition of homeless individual
6. Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual g Very important If you have indicated on the sub assessment main question that the client does or does not have any of the criteria located within the sub assessment the contents of the sub assessment must match that response if there are no documented disabilities for instance then the question Does the client have a disabling condition must be answered No The same is true for the reverse if a client does have a disabling condition listed in disabilities the sub assessment this question must be answered with a yes h Once you have completed the HoH s entry assessment click Save and repeat this process until all family members assessments have been completed For children the only fields not already captured in client profile that are necessary to complete their entry exit or interim assessments are relationship to HoH and the Insurance and Disability questions 8 When the Head of Household s entry information has been completed if it is a single person household click Save amp Exit If there are additional family members click Save and follow the remaining steps 9 Scroll back to the top of the Head of Household s entry assessment 10 Click the Add Household Data button on the right side near the top 11 The Household Data Sharing window will open 12 Check the box next to the household type to select all household members 13 Click Sa
7. providers should not enter personal identifying information or do so at a later time o NWSSC CMIS HMIS monitoring will include data quality Does the file match data entry Accuracy will be no less than 9596 Although each participant will use ServicePoint in various capacities the minimum data fields required for all providers regardless of funding source are detailed in the Data Element Matrix NWSSC CMIS HMIS Page 22 of 35 Legal Review 12 28 2010 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement 21 Shared Outcomes e Participants will complete all data entry requirements as needed for common goals and objectives reporting o Multnomah County City of Portland Continuum of Care OR 501 service providers share common goals related to placement and housing retention Placement Housing Outcomes retention status at 6 and 12 months unless otherwise indicated by contract Other information as needed subject to change 22 Client Consent e The Notice to Clients of Uses amp Disclosures must be posted and or given to each client so that he she is aware of the potential use of his her information and where it is stored No consent is required for the functions articulated in the notice e Consent of the individual for data collection is inferred for the circumstances of the collection o We collect personal information directly from you the client for reasons that are discussed
8. 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement Attachment A NW Social Service Connections CMIS HMIS Policies and Procedures 1 SERVICEPOINT CMIS HMIS SYSTEM Client Management Information System CMIS Homeless Management Information System HMIS is a locally administered electronic data collection system that stores longitudinal person level information about persons who access the service system City of Portland Portland Housing Bureau PHB has instituted the use of ServicePoint as the CMIS HMIS system in response to Congressional Directive and U S Department of Housing and Urban Development HUD support for Homeless Management Information Systems HMIS ServicePoint trademarked and copyrighted by Bowman Systems is a web based Client Information System that provides standardized assessment of a Client s needs creates individualized service plans and records the use of housing and services which communities can use to determine the utilization of services of participating Service Providers identify gaps in the local service continuum and develop outcome measurements For more information regarding Client Homeless Management Information Systems CMIS HMIS Policy and Procedures please contact the CMIS HMIS System Administrator 2 PROJECT OVERVIEW NW Social Service Connections NWSSC is the administrative entity that governs a multi Continuum of Care implementation of CMIS HMIS us
9. 5 Data Completeness measured against data elements required by program NOT against the HUD Universal Data Elements NWSSC CMIS HMIS Page 24 of 35 Legal Review 12 28 2010 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement Attachment C NW Social Service Connections REMOTE ACCESS POLICY ServicePoint is intended only be accessed on site from the Organization s network desktops laptops mini computers and any other electronic devices that are web capable In special circumstances access from remote locations may be permitted after application and approval by both the Agency and System Administrators The Remote Access Policy and Agreement is an extension of the User Agreement and NWSSC CMIS HMIS Policies and Procedures The USER shall comply with all Policies Procedures Agreements and all rules associate with NWSSC CMIS HMIS The Agency Administrator has the responsibility to assure the user is in compliance with this and all other Policies Procedures Agreements and rules associated with NWSSC CMIS HMIS The Agency Administrator will regularly at least annually audit remote access by associating dates and times to the user s time sheet All staff that accesses the database remotely must meet the standards detailed in the System Security see Policy and Procedures and may only access it for activities directly related to their job Examples of Remot
10. 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Troubleshooting This section is intended to assist the user in determining why reports are not showing the data entered as expected This is not a comprehensive guide to fixing all data issues in ServicePoint HMIS There are many potential problems that occur these are only the most common Fixing Broken Households HH Often a project s availability or the amount of households enrolled in a project shows more HHs than expected When this occurs the following steps should be taken 1 Run an Entry Exit Report as described above 2 Once the report is run review the amount of singles and individuals entered The numbers are hyperlinks that show which clients are represented in each portion of the report 3 If for instance you have a child showing as an Individual the child is not entered into his or her HH and project entry correctly Another red flag is one family member showing as an individual apart from the rest of the family Both these issues are touched upon below 4 Note who is showing up in incorrect family types If there are several download the report via the button on the bottom of the popup and view the list as a spreadsheet 5 For each client incorrectly sorted go into their Client Record in ClientPoint 6 Once in the client record click on the Households tab along the top 7 Review the family composition including how many members are represen
11. CMIS HMIS Privacy Notice 9 6 Community Data Standards 9 7 Data Element Matrix 9 8 Schedule of aggregate report pulls 9 9 Release of Information Authorization Form Shall be used for Clients whom ServicePoint information will be made available to other CMIS HMIS participating organizations Not part of the addendum as this is the Organization s own document 10 CONFIDENTIALITY amp SECURITY 10 1 CMIS HMIS System administrators have full and complete access to all ServicePoint features and functions for their respective jurisdictions If it is requested the CMIS HMIS system administrator must be willing to sign the confidentiality oaths of the Affiliated Service Providers 10 2 For all information entered in the CMIS HMIS system the Service Providers Users and Agencies are bound by all applicable federal and state confidentiality regulations and laws that protect the Client records that will be placed on the CMIS HMIS system NWSSC CMIS HMIS P amp P Page 11 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement 10 3 Any requests for release of information including court orders and subpoenas shall be referred to PHB The Service Provider User agrees not to release any confidential information received from the CMIS HMIS database to any non affiliated service organization or individual 10 4 The Service Provider shall ensure that all staff v
12. HMIS System Administrators which are attached hereto and incorporated herein by this reference e Security Addendum e Attachment A NW Social Service Connections CMIS HMIS Policies and Procedures e Attachment B NW Social Service Connections CMIS HMIS Community Data Standards e NW Social Service Connections Data Expectations and Exceptions e Attachment C NW Social Service Connections Remote Access policy Contact NWSSC System Administrator for the list of key stakeholders NWSSC CMIS HMIS P amp P Page 1 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement e Attachment D NW Social Services Connections User Agreement e Attachment E NW Social Services Connections CMIS HMIS and HIPPA e Attachment F Notice of Uses and Disclosures Intake and Consent Release of Information e CMIS HMIS Intake Form 2 Technical Support Bowman Systems is providing hosting services for NW Social Service Connections and Service Point Bowman provides hosting maintenance monitoring and administration for servers The System Administrators and Bowman will provide continuing technical support as related to the ServicePoint system within budgetary constraints Participating agencies will identify staff that will use the system and receive user licenses If the agreement is terminated PHB and NWSSC System Administrators will revoke user licenses and the Parti
13. P amp P Page 18 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement In general an object is complete if nothing needs to be added to it e Data Element Matrix Summary of all Data elements Subject Comments Notes Values When Collected and Program Expectation e Data quality Accuracy Does the File match data entry Data is of high quality if they are fit for their intended uses in operations decision making and planning J M Juran Alternatively the data is deemed of high quality if it correctly represents the real world construct to which it refers e Domestic violence can be defined as a pattern of abusive behavior in any relationship that is used by one partner to gain or maintain power and control over another intimate partner Domestic violence can be physical sexual emotional economic or psychological actions or threats of actions that influence another person This includes any behaviors that intimidate manipulate humiliate isolate frighten terrorize coerce threaten blame hurt injure or wound someone Refer to Violence Against Women Act VAWA and Department of Justice for more information http www ovw usdoj gov ovw fs htm e Entry ServicePoint procedure used to represent the assistance start date enrollment in program or point in time that the client becomes reportable e Entry Exit Report HUD 40118 APR
14. White American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Pacific Islander Other White American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Pacific Islander Other White American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Pacific Islander Other White American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Pacific Islander Other White Ethnicity L1Hispanic ONon Hispanic OlHispanic ONon Hispanic OlHispanic ONon Hispanic OlHispanic ONon Hispanic OlHispanic ONon Hispanic OlHispanic ONon Hispanic Yes No if applicable C Alcohol Abuse C Developmental Disability C Drug Abuse O HIV AIDS C Mental Illness C Physical Medical C Physical Mobility C Other disability not listed C Prefer not to answer C Alcohol Abuse C Developmental Disability C Drug Abuse O HIV AIDS C Mental Illness 1 Physical Medical C Physical Mobility C Other disability not listed C Prefer not to answer C Alcohol Abuse C Developmental Disability C Drug Abuse O HIV AIDS C Mental Illness 1 Physical Medical C Physical Mobility C Other disability not listed C Prefer not to answer 1 Alcohol Abuse C Developmental Disability C Drug Abuse O HIV AIDS C Mental Illness C Physical Medical C Physical Mobility C Other disability not listed C Prefer not to answer C Alcohol Abuse C Deve
15. criteria shown are mapping to outdated fields in ServicePoint In other words some fields represented in this report have had the actual field value changed to a different value so they are no longer accurate This report should ONLY be used to look at client enrollment questions 2 3 Other fields have an inherent lack of data integrity Please note When you select the incorrect Type upon client entry other HMIS reports can show clients entered in the incorrect and correct type For example if the BGA Safe Place standard is to use Basic Entry Type and someone accidentally selects Basic Center Program Entry Exit when entering a specific client that client will not show up on reports run for BGA Safe Place This is because when a report is run the report type is always asked and the one selected is the one that agency or project has selected or been asked to use based on their funding or services So if a client is entered into the incorrect program type the entry and data for that client is not counted 16 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Client Served The client served report is similar to the Entry Exit report but it reports clients receiving services rather than clients entered into a project 1 Click on the Client Served Report in the Reports folder 2 Unless applicable do not click on the Reporting Group button 3 Select the appropriate provider 4 The default is that only the
16. from remote locations may be permitted after application and approval by both the Agency and System Administrators The User is expected to physically enter the password each time he or she logs on to the system DO NOT Save passwords in auto complete settings Should the User download client identifiable information in any format he or she will securely store and or dispose of all electronic and hardcopy in a manner to protect the client s personal information At a minimum this will require the use of strong password protection preferably including encryption This agreement will be superceded by any additional or alternative agreements presented by NWSSC CMIS HMIS System Administrators Failure to comply with the provisions of this Statement of Confidentiality may result in the termination of the User License or Agency Participation Your signature below indicates your agreement to comply with this statement of confidentiality There is no expiration date of this agreement and may be renewed when System Administrators see the need Signature Printed Name and Title Date Witness Signature Witness Printed Name and Title Date The User Agreement Statement of Confidentiality should be kept on file at the Organization or returned to the appropriate lead organization when requested Forms for individuals no longer employed by the Participant should be kept on file for seven years following date of termination System Administrators may at an
17. in our privacy statement We may be required to collect some personal information by law or by organizations that give us money to operate this program Other personal information that we collect is important to run our programs to improve services for homeless persons and to better understand the needs of homeless persons We only collect information that we consider to be appropriate e Aclient has a right to request entrance into the database as an anonymous client or a restricted client Contact PHB for more information e Acompleted Release of Information Form is required prior to any electronic information sharing The ServicePoint ROI procedure must be transacted to effectively share electronic information appropriately o Clients who choose not to authorize sharing of information cannot be denied services for which they would otherwise be eligible o All Client Authorization for ROI forms related to the CMIS HMIS data sharing will be placed in a file to be located on premises o CMIS HMIS related Authorization for ROI forms will be retained for a period of 7 years after which time the forms will be discarded in a manner that ensures client confidentiality is not compromised NWSSC CMIS HMIS Page 23 of 35 Legal Review 12 28 2010 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement NW Social Service Connections Data Expectations and Exceptions ALL Persons using CMIS HMIS are expected to
18. including a procedure for external review The Participant s official Privacy Notice for NWSSC clients Executed Client Release of Information forms Executed Participant Authorizations for Release of Information as needed Certificates of Completion for required training for all NWSSC System Users A fully executed User Agreement for all NWSSC System Users A current copy of the NWSSC Policy and Procedures Signature Signatory Printed Name Date mm dd yyyy NWSSC CMIS HMIS P amp P Page 5 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement EXTENT OF AGREEMENT This document represents the entire agreement between the parties and supercedes all prior representations negotiations or agreements whether written or oral Washington County Oregon PARTICIPANT Department of Housing Services OrgName 111 NE Lincoln Street Suite 200 L Address Hillsboro Oregon 97124 CityStZip Signature Signature Signatory Printed Name Printed Name Title Title Date mm dd yyyy Date mm dd yyyy NWSSC CMIS HMIS P amp P Page 6 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement Security Addendum This Addendum effective this the 1 day of July 2011 Effective Date is entered into b
19. is done on a regular basis without notification Refer to the Schedule of aggregate reports pulls document for timelines 14 1 1 Electronic Data Transfers may occur with appropriate agreements in place 14 1 1 1 State MDR OPUS 14 1 1 2 County TOURS 14 1 1 3 Others as needed with appropriate agreements in place 14 2 NWSSC CMIS HMIS Standard reports include but are not limited to 14 2 1 SHAR 14 2 2 ACDC 14 2 3 Entry Exit or APR 14 3 The Service Provider User s access to data about Clients it does not serve shall be limited based on the current status of any release of information on file 14 4 The general public can request non identifying aggregate and statistical data by submitting a data request NWSSC CMIS HMIS P amp P Page 16 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement 14 5 Non identifying aggregate and statistical data will not contain outliers Outliers may be removed if they represent less than 5 of any value 14 6 Ata minimum Password secure any document that includes client name or other PPI Do not email the password with the file 14 7 The CMIS HMIS System Administrator will address all requests for system or community wide data from entities other than Affiliated Service Providers or clients 14 8 The System Administrator will run system wide reports to assess the data quality and level of participation by
20. it closed and then open again so the folder can refresh 24 Once the report is completed click on the magnifying glass next to it in the Inbox 25 In the popup select Download 26 In the new popup select whether you would like to open or save the report and click OK 23 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Length of Stay Reports Often throughout the year there is a need to run a Length of Stay Report This report looks at the date the client first entered a specific type of housing and the date they left for the last time In other words if they entered SafePlace exited and entered CAO Family Shelter it will show the length from the first entry into SafePlace to the last exit from CAO It will do this for all types of programs but the most common are Emergency Shelter Transitional Housing Rapid Rehousing and Permanent Supportive Housing The report can be found in ART gt Public Folder gt Washington County gt Original First Entry and Final Exit for LOS ES 1 Double click on the report to open it and select Schedule Report 2 Select the Provider s for which you wish to run the report click Submit 3 Enter the first day you want the report to capture and click Submit 4 Enter the last day adding one day and click Submit 5 Once run evaluate the report The Read Me tab explains what each tab provides and the report even shows exits to permanent housing 24 Page Released
21. like your name or birth date will be viewed only by people working to provide services to you or by administrators providing technical assistance Personal identifying information will be removed before reports are issued to local state or national agencies All ServicePoint users receive training in privacy protection and have received copies of this privacy policy and have signed a confidentiality agreement pledging to adhere to its requirements Know your information rights As a Client receiving services from a NWSSC CMIS HMIS Participating agency you have the following rights ure NWSSC CMIS HMIS Determine the level of disclosure of your information allow or refuse to share your information with NWSSC CMIS HMIS participating agencies May terminate the Release of Information at any time by providing this service provider written notice Right to request entrance into the database as an anonymous client or a restricted client Are entitled to a copy of this notice Reasonable accommodation The agency you are seeking services from must make reasonable accommodations to ensure that you understand your information rights Page 31 of 35 Legal Review 12 28 2010 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement 6 Access to your record You have the right to review your ServicePoint record obtain a printed copy of your data and have information that you do not understand expl
22. of Household Answer all questions to the best of your ability with the information you have Remember that Don t Know and Refused means the client does not know or refused to provide the information not that you do not know it or didn t ask a All questions in red need to be answered every time as they apply to Documented HUD information Any Data Not Collected Incomplete or blank null response counts against your program and the continuum of care If you are a HUD funded program these questions must be asked upon project entry In other words if your client self reports alcoholism but has no documentation and you receive HUD dollars then you need to answer No to the main disabilities question and No to all the questions inside the sub assessment Ifthe client can produce a document showing that his disability is HUD Certifiable then enter a Yes for both the main question prior to entering the sub assessment and under the HUD verification for that disability and a No for all the rest Any sub assessment question or main question preceding a sub assessment for which there is not documentation needs to be answered with a No b When completing the four sub assessments Income Non cash Disability and Insurance the easiest way to enter the data on a client for whom the data has not previously been entered which will be obvious due to a red triangle with an exclamation point on the far right of the sub assessment is to click on the HUD
23. other participant representatives or advocates as invited by the NWSSC Administrators 11 7 2 Review and make recommendations on all NWSSC HMIS documents attachments and related forms 11 7 3 Identify and prioritize system enhancements 11 7 4 Determine the guiding principles that should underlie the HMIS implementation activities of the project and participating organization and service programs 11 7 5 Setting minimum data collection requirements 11 7 6 Encourage continuum wide provider participation 11 7 7 Facilitate consumer involvement 11 7 8 Recommend criteria standards and parameters for the usage and release of all data collected as part of the HMIS 11 7 9 Recommend continuum level mechanisms for monitoring and enforcing compliance with the approved policies and procedures 11 7 10 Enhance the implementation and operations of the system for service providers so they can protect the interests and privacy of their clients NWSSC CMIS HMIS P amp P Page 15 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement 11 7 11 Enhance and improve the quality of data being reported to various levels throughout the Continuum 11 7 12 Create and implement procedures for additional system issues for Participating Agencies 11 8 ServicePoint Agency Administrator Group 11 8 1 Agency Administrator Group will be established for the purpose of addressing imple
24. provider selected is run If you instead want to see all clients active in any project your agency offers select your main agency HMIS Provider and select The provider and its subordinates 5 Select the services for which you want a report 6 Select how you would like the clients to be grouped 7 If desired select a funding source on which you want to report 8 Select the appropriate Service Code using the Lookup function if necessary 9 Select desired date range This can be for several years or for a day as you choose To look at the current day enter the previous day as the start date and today as the end date 10 If you wish to look only at clients served before a specific date range enter that date range in Served Before Date Range 11 In most cases you should leave the Treat Open Ended Services Referrals as 1 day Services section as is 12 Legal adult age is 18 as used in this CoC 13 Click Build Report 17 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual APR Annual Performance Report The APR is a report that required annually from any HUD funded CoC project and is a summary of what occurred in a project during the timeframe selected While the report only needs to be filed annually the information contained within is useful in determining whether the data entered matches what the agency knows to be true for the project This report is only available to those with an ART license If y
25. remain in force until revoked in writing by either party with 30 days advance written notice This agreement will be superceded by any additional or alternative agreements presented by WCDHS PHB and Key Stakeholders Amendments and Waivers This agreement cannot be altered or modified except in writing signed by the Participant and WCDHS No waiver of any right under this agreement is effective except by a writing signed by the Participant WCDHS No waiver or breach shall be considered a waiver or breach of any other provision neither of this agreement nor of any subsequent breach or default Participant shall get notice by WCDHS of any breach or waiver of a breach Notices All notices between Participant and WCDHS under this agreement must be in writing Scope of Agreement This agreement together with attachments and any referenced material is the entire agreement between the parties and is binding upon the parties and any permitted successors or assigns Applicable Law This agreement is governed by and subject to the laws of the State of Oregon No legal cause of action arising from this agreement may be brought except in courts with designated jurisdiction over Washington County OR Display of Notice Pursuant to the notice published by the Department of Housing and Urban Development HUD on July 30 2004 Participant will prominently display the Notice to Clients of Uses amp Disclosures Privacy Notice to Clients in its program o
26. report showing a different time interval you must recreate the entire report each time 18 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual 25 Under Start Date this is the date you wish the report to be run not the dates the report is capturing If you need this report to be run more than once it s good practice to set it to sometime between 3 15 and 4am daily as ART refreshes at midnight and isn t finished refreshing until after 3am If it takes you a minute or more to finish with this popup it s a good idea to set the time for a couple minutes into the future so by the time you hit the Submit button the start time hasn t already passed 26 For End Date select the date you wish the report to run until or if only running it once just make sure the end date and time are after the start date and time This is especially important if you have set the start time into the future or you will be telling the report to end before it starts 27 Click Submit 28 In your Scheduled Reports section in ART at the bottom there is a refresh button If you click it you should see the new report pending 29 After giving the report some time to run it can take from one to15 minutes depending on the report scroll up to your ART Inbox If it s already open click it closed and then open again so the folder can refresh 30 Once the report is completed click on the magnifying glass next to it in the Inbox 31 In t
27. specific and detailed The HIC or Homeless Inventory Count counts all beds available in the continuum To get these numbers the HMIS Admin will run the ART report in the Washington County folder called WashCo Program Daily Census This will give a preliminary draft of the numbers captured Send to providers so they can check and verify the counts Sheltered Count In order to count those clients that are sheltered we request that each Emergency Shelter Transitional Housing and Safe Haven completes the One Night Homeless Count WashCo assessment for each client which will be in the project as of the last Wednesday in January including projects that do not use HMIS Currently this includes Jubilee Transitional Housing Monika s House Mary Mac House and Fresh Start Recovery Housing The information for these programs needs to be gathered from the agencies that run them and entered separately into HMIS placeholder providers set up for this purpose Historically Community Action collects and enters Jubilee and Fresh Start clients and the Washington County HMIS Administrator runs a report in the HMIS Comp site called WashCo PIT in ReportWriter and enters the data in a format which is altered to prohibit client identification Data from Comp site is gathered by the CoC HMIS administrator by running the WashCo PIT report via ReportWriter for both Monika s House and Mary Mac House Once the information is gathered it is converted i
28. where the error lies The following reports provide a way to look at specific projects and time frames to help narrow down the issues Please note that the APR the APR Detail and the Data Quality reports can only be run by a user with an ART license but can be provided to agencies by either the Agency or CoC HMIS Administrator as desired The reports folder can be found to the left of the ServicePoint navigation screen near the bottom Entry Exit 1 Click on the Entry Exit Report in the Reports folder 2 Unless applicable do not click on the Reporting Group button 3 Select the appropriate provider 4 The default is that only the provider selected is run If you instead want to see all clients active in any project your agency offers select your main agency HMIS Provider and select The provider and its subordinates 5 Select desired date range This can be for several years or for a day as you choose To look at the current day enter the previous day as the start date and today as the end date 6 Legal adult age is 18 as used in this CoC 7 Select Entry Exit type This can be HUD Basic Basic Center Program VA etc If unsure ask your agency administrator 8 Click Build Report The great thing about this report is that you can click on the hyperlink number in a specific count and it will show you which clients those numbers represent The unfortunate thing about this report is that is was created a long time ago and many of the
29. with a unique User ID and password This provides a level of security and accountability for the CHO s database Sharing of User IDs or passwords is forbidden 11 5 6 The User shall only enter individuals in the CMIS HMIS database that exist as Clients under the Service Provider s approved area of service The User shall not misrepresent its Client base in the CMIS HMIS database by entering known inaccurate information The User shall not knowingly enter false or misleading data under any circumstances 11 5 7 The User shall consistently enter information into the CMIS HMIS database and will strive for Real Time data entry and be obligated to weekly data entry 11 5 8 The User will not alter information with known inaccurate information in the CMIS HMIS database that has been entered by another Service Provider i e Service Provider will not purposefully enter inaccurate information to over ride information entered by another Service Provider 11 5 9 The User shall utilize the CMIS HMIS database for business purposes only 11 5 10 The User shall not use the CMIS HMIS database with intent to defraud federal state or local governments individuals or entities or to conduct any illegal activity 11 5 11 The User shall not cause in any manner or way corruption of the CMIS HMIS database in any manner 11 5 12 In the event that data entry cannot be made Real Time and the User utilizes hard copy paper forms once the data has been entered
30. you will need to edit his or her entry date 9 Click on the pencil to the left of the new HH member s entry date 10 Edit the entry date and click Save and Continue Notice it defaults to only the HH member you are updating 11 Complete the entry assessment for the new HH member 14 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual When Households Change There are times when the entire composition of the household changes for instance if a two parent household becomes a single individual When this occurs the following needs to be changed for any client still receiving services 1 In the Household tab create a new household for the client s who will be member s of the new household 2 Once the new household has been created exit the clients that are leaving the household from the prior household by clicking on the minus sign in the red circle to the left of each client dating for the date before the entry into the new household 3 Before saving your changes make sure the new household has the correct type members and entry dates and that each client has the relationship to head of household completed 15 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Reports ServicePoint provides several reports to check the quality and integrity of data Often we notice something is awry with a client or agency s data but have a difficult time determining exactly
31. 2 02 2011 10 Washington County Oregon Continuum of Care Agency Participation Agreement Confidentiality of Information Participant understands that participation in the NWSSC CMIS HMIS system will make confidential information in the Client Profile available to other participants as outlined in the NWSSC CMIS HMIS Policies and Procedures It is the responsibility of Participant to observe all applicable laws and regulations regarding Client confidentiality Only Client specific data approved for release by the Client and properly recorded by the Participant shall be accessible to other participants The Participant will provide staff training in privacy protection for their ServicePoint users If a Client withdraws consent for sharing of information release of information Participant remains responsible to ensure that the Client s information is restricted at the Client Profile level and therefore unavailable to other participants If Participant terminates this agreement Participant must notify the NWSSC CMIS HMIS and lead organization System Administrators of the withdrawal System Administrators and remaining participants shall continue a right of use of all Client data previously entered by the terminating Participant This use is subject to restrictions requested by the Client and may be used only in furtherance of the purpose of the NWSSC CMIS HMIS application Aggregate data may be made available by CMIS HMIS lead organizations to ot
32. 2011 Washington County Oregon Continuum of Care Agency Participation Agreement 11 4 8 The CHO shall be responsible for entering Client data profile household needs services referrals any other Client data you may require following up on referrals and running reports in a timely manner 11 4 9 The CHO shall have representation at agency administrators regional data quality review meetings 11 4 10 The CHO shall collect data on all clients as called out in the Data Element Matrix 11 4 11 CHO Exceptions may include non homeless CMIS organizations and DV Comparable database organizations Please contact the System Administrator for information and waiver 11 5 User Responsibilities 11 5 1 The User shall provide an email contact to the System Administrators for communication purposes 11 5 2 The User shall follow comply with and enforce the User Agreement 11 5 3 The User shall comply with all data standards and policies and procedures 11 5 4 Each User is provided with an access level as required by his her role This access level controls who can see which information lower levels of access allow ONLY viewing of basic demographics while the middle levels of access allow additional information to be viewed The highest levels of access are limited to administrators Confidentiality is a primary concern and these levels of access help control access to information 11 5 5 Every User of the CMIS HMIS system is authenticated
33. 32 of 35 Legal Review 12 28 2010 Released 01 12 2011 Any individual with a disability or other medical need who needs accommodation CMIS HMIS Intake Form with respect to this form should inform Designated Person Agency Agency or Event Name Date Intake Form Completed Assessment Date Section 1 Household A Household Type Select the household type that best describes your household Please select only one O Single Individual L1 Female Single Parent O Male Single Parent L1 Two Parent Family L1 Grandparent s and Child ren Foster Parent s L1 Couple with No Children L1 Non Custodial Caregivers L1 Other explain B Household Demographics Starting with the Head of the Household list all members of the household Use the correct legal name for each member as it appears on his her Social Security Card or INS documents Relationship Race Name to Head of Select as many as Disability Disability Type Social Security Last First Household Head of the Household This information is voluntary and is used for statistical purposes only Gender OMale LIFemale OMale LIFemale L1Male LIFemale OMale LIFemale L1Male LIFemale L1Male LIFemale apply American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Pacific Islander Other White American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Pacific Islander Other
34. 8 2010 Released 01 12 2011 Revised Contact info 08 22 14 NW Social Service Connections REMOTE ACCESS POLICY ServicePoint is intended only be accessed on site from the Organization s network desktops laptops mini computers and any other electronic devices that are web capable In special circumstances access from remote locations may be permitted after application and approval by both the Agency and System Administrators The Remote Access Policy and Agreement is an extension of the User Agreement and NWSSC CMIS HMIS Policies and Procedures The USER shall comply with all Policies Procedures Agreements and all rules associate with NWSSC CMIS HMIS The Agency Administrator has the responsibility to assure the user is in compliance with this and all other Policies Procedures Agreements and rules associated with NWSSC CMIS HMIS The Agency Administrator will regularly at least annually audit remote access by associating dates and times to the user s time sheet All staff that accesses the database remotely must meet the standards detailed in the System Security see Policy and Procedures and may only access it for activities directly related to their job Examples of Remote Access e Community Agency offices on secure networks to support agency use of the system e Training Centers on secure networks when providing services or training in the field e Private Agency Onsite Residence Offices on secure networks to complete as
35. Affiliated Service Providers Results of these reports may be shared with Affiliated Service Providers 14 9 The System Administrator may run reports for research use Information in NWSSC CMIS HMIS may be used to conduct research related to homelessness and housing programs service needs income supports education and employment and program effectiveness Client names and social security numbers will never appear on a research report 15 PRIVACY REQUIREMENTS 15 1 The CHO must post a sign at each intake desk or comparable location that explains generally the reasons for collecting this information 15 2 The CHO must publish a privacy notice describing its policies and practices for the processing of PPI and must provide a copy of its privacy notice to any individual upon request 15 3 The CHO must specify in its privacy notice the purposes for which it collects PPI and must describe all uses and disclosures 15 4 If the CHO maintains a public web page the CHO must post the current version of its privacy notice on the web page 15 5 The CHO must post a sign stating the availability of its privacy notice to any individual who requests a copy 15 6 The CHO must maintain permanent documentation of all privacy notice amendments 15 7 The CHO must allow an individual to inspect and to have a copy of any PPI about the individual 15 8 The CHO must offer to explain any information that the individual does not understand 15 9 The CHO must consider an
36. EE Services eq L1 Head of Household L1 Head of Household Rental Subsidy SCHIP N A O Other Section 8 HUD O Other Spec Supp C Head of Household Other L1 Head of Household Nutrition aka D Other D Other WIC L1 Head of Household 1 L1 Head of Household VA Medical N A L1 Other Other O Other Services Please continue to the next page 2 Section 4 Housing Status and Other Demographics A Where have you been living or staying up until today Please check one O Emergency Shelter including O Owned by me O Staying with Family hotel motel voucher OWith Subsidy or OWithout Subsidy O Staying with Friends O Foster Care Home or Group Home L Permanent Housing for Formerly 1 Substance Abuse Treatment Facility 1 Hospital Non Psychiatric Homeless Persons Transitional Housing C Hotel or Motel Paid Without O Psychiatric Hospital or Facility Fl D ntknow Emergency Shelter Voucher O Rental by me El Prefer not to answer OWith VASH Housing Subsidy or OWith Other Housing Subsidy i e Section 8 OWithout Subsidy O Safe Haven L1 Jail Prison or Juvenile Facility O Other B How long have you been staying in the situation above LI One week or less O One to three months O One year or longer L1 More than one week but less than O More than three months but less one month than one year What is was the zip code of your last permanent addres
37. HTS For a complete statement of your information rights please ask a staff person for a copy of our Privacy Policy If you have any questions about our computerized record keeping system and how it might affect you feel free to talk about your concerns with a staff member NWSSC CMIS HMIS Privacy Notice to Clients Page 1 of 1 Legal Review 12 28 2010 Released 01 12 2011 NW Social Service Connections Washington County Oregon User Agreement Printed User Name Organization Email Phone Statement of Confidentiality Employees volunteers and any other persons with access to NW Social Service Connections CMIS HMIS are subject to certain guidelines regarding use of ServicePoint ServicePoint contains personal and private information on individuals and all such information must be treated carefully and professionally by all who access it Guidelines for use of ServicePoint include e The User shall comply with all data standards and policies and procedures e ServicePoint User Identification and Passwords must be kept secure and are not to be shared e Information obtained from ServicePoint is to remain confidential even if my relationship with the organization listed above changes or concludes for any reason e The CHO must post a privacy notice describing its policies and practices for the processing of PPI The User must offer to explain any information that the individual does not understand and must prov
38. Households Overview box click the Add Household Data button under the HoH name SSN says Household Data Sharing on the left A window will pop up Make sure all family members that are entering the program are checked Click Save and Close This copies information that will most likely be true for the entire household such as residence prior to program entry race ethnicity homeless status etc to all household members 6 Family Members Profiles In the Households Overview window click on each family member and fill in all missing data on each member s profile 7 Return to HoH When done entering data for family members click on HoH in Households Overview to return to the HoH profile 8 Entry Exit Click orange Entry Exit button in the upper right of the screen Record the date program and entry type Save and Exit You are now done with the client profile There are some more things you ll need to do as time goes on Annual Assessments At a minimum do the following annually 1 Record Service Transactions provided by your agency to the client household For Annual Progress Report APR reporting you only need to record the services once because the report counts the number of people who received the service during the year not the number of times you provided the service If your program needs to report on services provided more often and you do not have another software system to record the data you will need to actu
39. IS Page 25 of 35 Legal Review 12 28 2010 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement Upon receipt that Agency Administrator will review and confirm the need for applicant to have remote access The signed agreement will then be forwarded to the System Administrator for final approval The System Administrator will sign and retain the NWSSC CMIS HMIS Remote Access Agreement thus authorizing remote access for the identified user The System Administrator will advise both the Agency Administrator and the User that approval has been granted Violation of this or any NWSSC CMIS HMIS policy or agreement may result in the termination of the User License or Agency Participation Legal Review 12 28 2010 NWSSC CMIS HMIS Page 26 of 35 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement Attachment D NW Social Service Connections USER AGREEMENT User name Organization Email Statement of Confidentiality Employees volunteers and any other persons with access to NW Social Service Connections CMIS HMIS are subject to certain guidelines regarding use of ServicePointrw ServicePointtm contains personal and private information on individuals and all such information must be treated carefully and professionally by all who access it Guidelines for use of ServicePoint include e The User shall comply with all data standards and policies and proce
40. Service Point the service provider needs to remove the PKI Security Certificate 11 ROLES AND RESPONSIBILITIES 11 1 Ifitis requested of the CMIS HMIS system administrators he must be willing to sign the confidentiality oaths of the Affiliated Service Providers NWSSC CMIS HMIS P amp P Page 12 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement 11 2 PHB and the NWSSC System Administrator 11 2 1 Liaison With HUD 11 2 2 Project Staffing 11 2 3 Overall Responsibility For Success Of NWSSC CMIS HMIS 11 2 4 Creation Of NWSSC Project Forms And Documentation 11 2 5 NWSSC Project Policies And Procedures And Compliance 11 2 6 Keeper Of Signed Memorandums Of Understanding and Intergovernmental Agreements 11 2 7 Procurement Renewal of Server Software And Licenses 11 3 ALL Lead Organizations 11 3 1 Liaison with NWSSC System Administrator 11 3 2 Project Staffing 11 3 3 Creation of Local project Forms and Documentation 11 3 4 Data quality reviews 11 3 4 1 Data Quality 11 3 4 2 Data Validity 11 3 4 3 Data Completeness 11 3 5 Adherence To HUD Data Standards 11 3 6 Adherence to Community Data Standards 11 3 7 Adherence to Project Data Standards 11 3 8 User Administration 11 3 8 1 Manage User Licenses 11 3 8 2 Process User Agreement forms 11 3 9 Training 11 3 9 1 Curriculum Development 11 3 9 2 Training Documentation 11 3 9 3 Confi
41. These policies will ensure clients privacy without impacting the delivery of services which is the primary focus of agency programs participating in this project 6 6 2 Policies regarding client data are founded on the premise that a client owns his her own personal information and provide the necessary safeguards to protect client agency and policy level interests 6 7 Data Integrity 6 7 1 Client data is the most valuable and sensitive asset of CMIS HMIS These policies will ensure integrity and protect this asset from accidental or intentional unauthorized modification destruction or disclosure 6 8 System Availability 6 8 1 The availability of a centralized data repository is necessary to achieve the ultimate system community wide aggregation of unduplicated statistics The System Administrators are responsible for ensuring the broadest deployment and availability for participating service providers 6 9 Compliance NWSSC CMIS HMIS P amp P Page 10 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement 6 9 1 Violation of the policies and procedures set forth in this document will have serious consequences Any deliberate or unintentional action resulting in a breach of confidentiality or loss of data integrity may result in the withdrawal of system access for the offending entity 7 DEFINITIONS 7 1 Refer to Homeless Management Informatio
42. UD grant funding All of these questions are on the entry assessments for each project requiring them Other questions are required by HUD for some projects and they are on the entry assessments for those projects The current version is 2014 but it changes or is updated frequently so it s a good idea to Google the manual and click on the link to the most recent version The HUD UDEs are as follows with explanations for those requiring it 3 1 Name 3 2 Social Security Number 3 3 Date of Birth 3 4 Race If more than one race select it in the Secondary Race field Otherwise leave blank 3 5 Ethnicity 3 6 Gender 3 7 Veteran Status 3 8 Disabling Condition It is necessary to answer the question and complete the HUD Verification Sub assessment 3 9 Residence Prior to Project Entry 3 10 Project Entry Date This is entered upon project entry 3 11 Project Exit Date This is entered upon project exit 3 12 Destination This is entered upon project exit 3 13 Personal ID SOFTWARE GENERATED 3 14 Household ID SOFTWARE GENERATED 3 15 Relationship to Head of Household 3 16 Client Location In Washington County this will be CoC 506 etc 3 17 Length of Time on Street in an ES or Safe Haven This is a combination of these five questions Client entering from the streets ES or SH If Yes for Client entering from streets ES or SH Approximate date started Date Field Regardless of where they stayed last night Number of times the client ha
43. Verification link click Noatthe top ofthe pop up window and then manually enter any criteria which is true for the client The date of the entry exit or interim review you are entering should be used as the date and will auto populate if you go in through that link c If there is already a green check mark for the HUD Verification you must go into the sub assessment via the magnifying glass on the upper left of the sub assessment d If you have to change an existing answer from a No to a Yes you must click on the edit pencil beside the existing open entry and enter an end date of the day prior to the entry exit or interim review for which you are entering new information Once the old entry is edited close it and click on Save and Add Another then add the new information and save The goal for all clients is to have green check marks for HUD Verification You may also enter the sub assessments via the magnifying glass to the left of the sub assessment and sort the responses via the column headings 8 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual e The Disabilities sub assessment now has an option for Both Drug and Alcohol abuse Please leave this as a No regardless if whether the client has both conditions f In the Non Cash Income sub assessment please do not enter a yes for Section 8 etc This is only for literal Section 8 clients which are administered by the county g Very important If you hav
44. a red triangle with an exclamation point on the far right of the sub assessment is to click on the HUD Verification link click No at the top of the pop up window and then manually enter any criteria which is true for the client The date of the entry exit or interim review you are entering should be used as the date and will auto populate if you go in through that link c If there is already a green check mark for the HUD Verification you must go into the sub assessment via the magnifying glass on the upper left of the sub assessment d If you have to change an existing answer from a No to a Yes you must click on the edit pencil beside the existing open entry and enter an end date of the day prior to the entry exit or interim review for which you are entering new information Once the old entry is edited close it and click on Save and Add Another then add the new information and save The goal for all clients is to have green check marks for HUD Verification You may also enter the sub assessments via the magnifying glass to the left of the sub assessment and sort the responses via the column headings e The Disabilities sub assessment now has an option for Both Drug and Alcohol abuse Please leave this as a No regardless if whether the client has both conditions f In the Non Cash Income sub assessment please do not enter a yes for Section 8 etc This is only for literal Section 8 clients which are administered by the county 6 Page
45. ained to you 7 Correction of your record You have the right to have your record corrected so that information is up to date accurate and to ensure fairness in its use Disagreements over the accuracy of information shall be subject to the agency grievance process and any uncorrected disagreement shall be noted in your ServicePoint record 8 Refusal You will not be denied services for which you are otherwise eligible if you refuse to consent to the sharing with other provider agencies of data that has been entered into ServicePoint If you have safety concerns please discuss this with a staff member 9 Grievance You have the right to be heard if you feel that you have been unjustly served put at personal risk or harmed Employees or agencies that misuse information are subject to reprimands warnings and dismissal from the NWSSC CMIS HMIS The agency must make their written grievance policy available to you 10 Data Archival All personally identifying data will be archived from ServicePoint no later than seven years after being entered or after last being modified 11 Amendments The terms of this privacy notice may be amended at any time and all amendments will be effective with respect to previously obtained information 12 Privacy Policy Questions amp Complaints All questions or complaints regarding this agency s privacy and data security practices may be pursued through the agency grievance process NWSSC CMIS HMIS Page
46. ally record services as they are provided 2 Update income disabilities insurance and non cash benefits sub assessments for the household Do so by recording an end date for the previous income benefit even if it was 3 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual zero or was answered no and then entering a new income benefit record Must be done this way even if it is the same type of income benefit but the amount has changed Exit 1 Date the exit for the day the client exited your program 2 Update the sub assessments to reflect any changes that occurred while the person household was in your program 3 Record Service Transactions that were provided between the last update to the client record and the exit date Dates in ServicePoint When entering information into ServicePoint it s very important to remember that it is entirely driven by dates every report every client record everything is visible or counted based on the date and the visibility settings the data was entered When a report is run one of the parameters set is the dates This tells ServicePoint to only look at the specified type of data entry exit services etc that was entered between the given dates Thus in almost every circumstance it is very important to only enter information via the entry exit or interim Entering data from entry exit or interim automatically timestamps the data entry to the date of the ent
47. and check off all family members and indicate the review type Annual is the only one that matters for APR reporting and the date time the review is effective Then click Save amp Continue 5 Atthe top of the Interim Review assessment you will see the review date and time reflected this means that all information you enter in this assessment will be date stamped with the review date and time no need to backdate 6 If any client information has changed update the assessment The most common changes are in the income insurance or non cash benefits sub assessments Enter the sub assessment by clicking on the magnifying glass to the top left and update the line items as necessary Remember that if a line item changes you must enter an end date for the previous open item and then add a new line item Complete the changes in each sub assessment 7 Next scroll through the rest of the assessment and update any information that changed Click Save when done with the first household member s update 8 If there are more people in the household they will be listed on the left side of the Interim Review window Once the assessment has been saved for a family member the checkmark will turn green A gray check means the review has not yet been completed for that family member 9 Click each family member and update the assessment for them 10 If there are not changes still click on each family member and save so that you have completed the requi
48. and hardcopy in a manner to protect the client s personal information At a minimum this will require the use of strong password protection preferably including encryption e This agreement will be superceded by any additional or alternative agreements presented by NWSSC CMIS HMIS System Administrators Failure to comply with the provisions of this Statement of Confidentiality may result in the termination of the User License or Agency Participation Your signature below indicates your agreement to comply with this statement of confidentiality There is no expiration date of this agreement and may be renewed when System Administrators see the need Signature Witness Signature Date Printed Name and Title Witness Printed Name and Title Date The User Agreement Statement of Confidentiality should be kept on file at the Organization or returned to the appropriate lead organization when requested Forms for individuals no longer employed by the Participant should be kept on file for seven years following date of termination System Administrators may at any time monitor compliance Washington County HMIS System Administrator Veronica Clevidence Washington County Department of Housing Services 111 NE Lincoln Street Suite 200 L User to mirror Hillsboro OR 97124 503 846 4773 veronica clevidence 9 co washington or us Internal Use Only Login Login Provider Access Level _ ART License _ NWSSC CMIS HMIS Page 2 of 2 Legal Review 12 2
49. cipant shall promptly return any documentation to the System Administrators Bowman Systems shall operate and maintain the network server software and any other network or communication devices at the host site which is necessary for the proper functioning of the ServicePoint system Participant shall provide and maintain its own computers and connection to the Internet 3 Computers Security for data maintained in NW Social Service Connections CMIS HMIS depends on a secure computing environment Computer security is adapted from relevant provisions of the Department of Housing and Urban Development s HUD Homeless Management Information Systems HMIS Data Standards Manual Agencies are encouraged to directly consult that document for complete documentation of HUD s standards relating to CMIS HMIS e https www hudexchange info resource 3826 hmis data standards manual HMIS Data Standards Manual PDF Data Entry for HMIS Critical Data Standards Changes PDF PHB and Community Stakeholders may add additional standards and will provide notice s to Participants 4 Training Participant is responsible for training related to basic computer skills as wells as confidentiality and ethics training The System Administrators shall assure the provision of training of necessary Participant staff in the use of ServicePoint The System Administrators will provide training updates as necessary and reasonable due to staff changes and changes in technology
50. ct school district indicated r ee a e J amp https portland servicept com com bov D C X amp cient Profile ServicePoint al ny Ye t9 Gens Select zs G H Foreclosure Select G Other Hmls Reason I didn t disclose G Service Mckinney Vento funded 1 Yes 7G What shelter service is being provided Service was not available Turn Away CAA Lead Agency l CAO Washington County v G OHCS State Program ID i Beaverton School District CAO OHCS State Program ID2 Select 7G Program Type I Homeless Outreach 7G Current County of Residence I Washington zs G Print Assessment Running the PIT Report in ART Once all assessments and needs have been completed the HMIS Administrator will run the PIT Report for the whole continuum The report is located in ART gt Public Folder gt Point in Time gt 0630 Sheltered Unsheltered PIT 2015 Use the most recent version available 1 Double click on the report to schedule it and select from the prompts as follows a Select Provider s Select your ES TH or SH programs including your One Night Homeless Count ONHC providers if needed b Select Provider CoC Code s Or 506 c Effective date This is best used as the end date of the report d Enter PIT Date your PIT night e Enter PIT Date PLUS 1 Day your PIT night plus one day f Include Entry Exits from ES Data Yes g Incl
51. dentiality Training 11 3 9 4 Application Training For Agency Administrators and End Users 11 3 9 5 New Provider training 11 3 9 6 Upgrade enhancement refresher or other training 11 3 10 Outreach End User Support Technical Assistance Password Resets 11 3 10 1 Password Resets require some sort of user Identity verification 11 3 11 Coordinate any application customizations with the NWSSC System Administrator 11 3 12 Will use universal naming conventions in order to better standardize when creating new assessment questions sub assessments and any other system wide modifications 11 3 13 All Local documentation including P amp Ps and agreements must be no less restrictive than NWSSC documents 11 4 Contributory HMIS Organization CHO Responsibilities 11 4 1 The CHO must make available to users a secure system to access ServicePoint including but not limited to firewall and virus protection 11 4 2 The CHO must be current all related contracts 11 4 3 The CHO shall follow comply with and enforce the Agency Agreement 11 4 4 The CHO shall abide by all data standards and all policies and procedures 11 4 5 The CHO shall keep abreast of all ServicePoint updates and policy changes 11 4 6 The CHO shall identify and approve their respective Agency Users 11 4 7 The CHO shall designate one User to be the Agency s Key User Agency Administrator NWSSC CMIS HMIS P amp P Page 13 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02
52. dures e ServicePoint User Identification and Passwords must be kept secure and are not to be shared e Information obtained from ServicePointrw is to remain confidential even if my relationship with changes or concludes for any reason e The CHO must post a privacy notice describing its policies and practices for the processing of PPI The User must offer to explain any information that the individual does not understand and must provide a copy of its privacy notice to any individual upon request e Informed client or guardian consent as documented by a Release of Information form is required for any data sharing or disclosure of identifying information and service transactions via ServicePointrw e If a client or guardian chooses not to sign Release of Information form all client information must be closed with no exceptions Only general non confidential information is to be entered in the other notes comments section of the Client Profile on ServicePointtm Confidential information including TB diagnosis HIV diagnosis or treatment information domestic violence and mental and or physical health information is not permitted to be entered in this section Client records only pertaining to user s assigned work duties will be accessed Only individuals that exist as clients under the Organization s jurisdiction may be entered into ServicePointrw Misrepresentation of the client base by entering known inaccurate information is p
53. e Access e Community Agency offices on secure networks to support agency use of the system e Training Centers on secure networks when providing services or training in the field e Private Agency Onsite Residence Offices on secure networks to complete assigned work duties e Agency Administrators or System Administrators only Private Home office on secure networks to provide system support as needed Requirements for Remote Access of NWSSC CMIS HMIS include e System security provisions will apply to all systems where NWSSC CMIS HMIS is accessed e User must certify compliance all NWSSC CMIS HMIS Policies Procedures and Agreements e User must follow all confidentiality and privacy rules e User must assure access only access for activities directly related to their job e Remote access will only be on secure networks You will not access NWSSC CMIS HMIS on any non protected free or other network or Wi Fi e Data containing client identifiable information will not be downloaded to any remote access site at any time for any reason e Data downloaded for purposes of statistical analysis will exclude client identifiable information e All CMIS HMIS data electronic and hardcopy will be securely stored and or disposed of in such a manner to protect the information Application for remote access must be made by completing NWSSC CMIS HMIS Remote Access Agreement and submitting completed form to the Agency Administrator NWSSC CMIS HM
54. e indicated on the sub assessment main question that the client does or does not have any of the criteria located within the sub assessment the contents of the sub assessment must match that response if there are no documented disabilities for instance then the question Does the client have a disabling condition must be answered No The same is true for the reverse if a client does have a disabling condition listed in disabilities the sub assessment this question must be answered with a yes h Once you have completed the HoH s entry assessment click Save and repeat this process until all family members assessments have been completed For children the only fields not already captured in client profile that are necessary to complete their entry exit or interim assessments are relationship to HoH and the Insurance and Disability questions 8 When done scroll to the bottom and click Save Note if this is a single person household you may click Save amp Exit you re all done 9 Scroll up to Household Sharing and click Add Household Data to bring up the Household Data Sharing window 10 Check the box next to the household type to select all household members 11 Click Save amp Exit at the bottom of the Household Data Sharing window This will copy commonly shared information to all selected household members 12 You will then be returned to the Unit Stay Entry Data screen for the Head of Household Click Save amp Exit a
55. e period for which you want to report Click on PM to change it to read AM 7 Click on Enter End Date PLUS One Day 8 As indicated you need to add a day to the reporting period For example if your reporting period is 9 1 14 8 30 15 you would enter 9 1 15 in this field Click on PM to change it to read AM 9 Click Select Provider Provider Group if running the PG version 10 Click Select and type in a key word to find your provider or provider group It takes a few moments to load so let it finish loading before clicking the Search button 11 Click the red minus sign next to None Selected to remove it from the report and click Search 12 When the search results are shown click the green plus sign next to the once you wish to select 13 Click on Include Services in Report Card 14 Click Select 15 If your project enters services provided click on the green plus sign next to Yes If not click on the green plus sign next to No Click Submit 16 In the popup you may change the name of the report if you wish A good practice is to add the project name at the beginning 17 In Report Format select whether you wish the report to be in pdf or Excel format Best practice is to create this report as a pdf 18 Under Interval select how often you would like this exact report run If running this report for an annual APR it s often helpful to set it to run daily so that you can re check it after data has been edited Note If a
56. ed to record and share information among service providers on services provided to homeless and near homeless Clients The City of Portland Portland Housing Bureau PHB is the owner and operator of the NWSSC CMIS HMIS and serves as the NWSSC System Administrator and custodian of data in the system The lead organizations for NWSSC are City of Portland Portland Housing Bureau PHB Multnomah County Department of County Human Services School amp Community Partnerships SCP Clackamas County CC and Washington County WC and any additional lead organizations in accordance with PHB Intergovernmental Agreements The NWSSC System Administrators are ServicePoint dedicated program staffs from PHB additionally each of the lead organizations have identified staff functioning as ServicePoint System Administrators for their respective jurisdictions 3 CONTACT INFORMATION Portland Housing Bureau 421 SW 6th Avenue Suite 500 Portland OR 97204 http www portlandonline com PHB NWSSC CMIS HMIS P amp P Page 9 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement System Administrator Veronica Clevidence 503 846 4773 veronica_clevidence co washington or us 4 PURPOSE This document is to define the general requirements and provide an overview of the CMIS HMIS System 5 SCOPE These Policies and Procedures apply to ALL Persons or Organizati
57. ent Information System HMIS is a software application designed to record and store client level information on the characteristics and service needs of homeless persons An HMIS is typically a web based software application that homeless assistance providers use to coordinate care manage their operations and better serve their clients In order to be competitive for homeless funding administered by the U S Department of Housing and Urban Development HUD agencies that coordinate a Continuum of Care system must have If you receive HUD funding you will be required by your Continuum of Care Coordinator or HUD to use the appropriate HMIS To be covered by HIPAA you must be e Ahealth plan e Ahealth care clearinghouse e Ahealth care provider who transmits any health information in electronic form in connection with a covered transaction NW Social Service Connections CMIS HMIS is not a covered entity and because e NW Social Service Connections CMIS HMIS is not a health plan e NW Social Service Connections CMIS HMIS is not a clearinghouse e NW Social Service Connections CMIS HMIS is not a provider of health care e Any agencies programs that may be covered independent of the CMI HMIS do not use the CMIS HMIS for electronic financial collections e NW Social Service Connections CMIS HMIS does not do any of the standard transactions that would make it be covered by HIPAA NWSSC CMIS HMIS Page 29 of 35 Legal Review 12 28 2010 Relea
58. epending on the report scroll up to your ART Inbox If it s already open click it closed and then open again so the folder can refresh 30 Once the report is completed click on the magnifying glass next to it in the Inbox 31 In the popup select Download 32 In the new popup select whether you would like to open or save the report and click OK 33 This report will allow the user to view missing or inaccurate information by client so that any client showing incorrect information can be fixed 21 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Data Quality Reports There are several Data Quality reports in ART but the easiest to use is the 0252 Data Completeness Report Card EE This can be run using either one project s Entry Exit data or fora Provider Group using the PG option 1 Click on ART at the bottom of the Reports folder 2 In the main window ART Browser click on the drop down for the Public Folder and then click on the drop down for Data Quality 3 Click on the magnifying glass next to 0252 Data Completeness Report Card EE The versions change so won t be entered in this manual At this point there are a few choices on how to run the report depending on your preferences and or ART license type For ease of use this manual will focus on scheduling ART reports 4 Click on Schedule Report 5 In the pop up click on Enter Start Date 6 Enter the first day of the tim
59. f Care Agency Participation Agreement Attachment B NW Social Service Connections CMIS HMIS Community Data Standards 16 Introduction to the NWSSC Community Data Standards Notice As called out in the Final Revised HMIS Data Standards March 2010 http www hmis info ClassicAsp documents Final 20HMIS 20Data 20Standards Revised 20_3 pdf HUD Program Descriptor Data Elements Universal Data Elements Program Specific Data Elements and Homelessness Prevention and Re Housing Program Data Elements are collected and entered as appropriate Based on the special reporting needs of NWSSC the Continuum of Care OR 501 the City of Portland other program specific needs as well as best practices we are implementing these data standards at a local level The intention is to allow for the collection and reporting of standardized client and program level data on homeless service usage among programs within our community The NWSSC CMIS HMIS is the principal source of data for Continuum of Care OR 501 reporting including but not limited to Home Again a 10 year plan to end homelessness in Portland and Multnomah County 17 Definitions This section defines terms commonly used throughout the community but are not included in the Final Revised HMIS Data Standards March 2010 for HUD definitions This list is not all inclusive and is subject to change e ACDC Active Client Demographic Count considered a CoC Standard Report e Adult An adult
60. ffices where intake occurs and will take appropriate steps to ensure that all Clients whose information is entered into or accessed from CMIS HMIS read and understand the contents of the Notice The Notice will be substantially in the form of the Notice to Clients of Uses amp Disclosures except that a where an Organization s treatment of information is materially limited by other applicable laws or requirements the Participant s Notice must reflect the more stringent requirements and b Participant will update its Notice whenever NWSSC CMIS HMIS updates and distributes a new form of Notice to Clients of Uses amp Disclosures Participant will provide a written copy of the Participant s Notice then in effect to any Client who requests it and will provide a copy of such Notice to all Clients who are asked to sign a Client Consent Release of Information Form Participant will maintain documentation of compliance with these notice requirements by among other things maintaining copies of all Notices it uses and the dates upon which they were first used NWSSC CMIS HMIS P amp P Page 4 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement ASSURANCE OrgName Participant assures that the following fully executed documents will be on file and available for review The Participant s Confidentiality Policy The Participant s Grievance Policy
61. g area availability and making referrals o ART The reporting module for ServicePoint SHAR Shared Housing Assessment Report considered a CoC Standard Report Stayer refers to clients who were in the program on the last day of the reporting period This includes clients who exited the program and re entered the program before the end of the reporting period STRA Short Term Rent Assistance Program administrated by HAP Transitional Housing o The McKinney Vento Homeless Assistance Act As amended by S 896 The Homeless Emergency Assistance and Rapid Transition to Housing HEARTH Act of 2009 The term transitional housing means housing the purpose of which is to facilitate the movement of individuals and families experiencing homelessness to permanent housing within 24 months or such longer period as the Secretary determines necessary o Transitional housing means a project that has as its purpose facilitating the movement of homeless individuals and families to permanent housing within a reasonable amount of time usually 24 months Transitional housing includes housing primarily designed to serve deinstitutionalized homeless individuals and other homeless individuals with mental or physical disabilities and homeless families with children UDE Universal Data Element Victim Service Provider A nonprofit or nongovernmental organization including rape crisis centers battered women s shelters domestic violence transitional hous
62. gregate reports and statistical information without personal identifying information Information you provide concerning substance abuse mental health HIV and domestic violence will not be shared with NWSSC CMIS HMIS Partner agencies unless specifically authorized by you Personal identifying information will not be disclosed to any third party unless authorized by you or required by law o Authorization not required for certain disclosures to government agencies or legal processes Uses and disclosures required by law Public health health oversight and regulatory agency activities Cases of neglect abuse or domestic violence Judicial and administrative proceedings aw enforcement investigations Deceased individuals and organ donors Serious threats to health or safety Disclosure of de identified health information How will my information be kept secure e The computer program we use has the highest degree of security protection available Persons with access to ServicePoint data shall not issue reports containing personal identifying information NWSSC CMIS HMIS is governed by federal state county city and local privacy policies System wide access to personally identifying information contained in ServicePoint shall be limited System Administrators System Administrators have been screened and are employed by a lead organization and have an Intergovernmental Agreement in place Personal identifying information
63. gton County Jail also submit paper forms for those under their jurisdiction on the night of the count This data is entered by Community Action staff 1 First backdate ServicePoint to the date prior to the PIT date Do this by clicking on the Back Date link in the upper right corner of your ServicePoint login and select the appropriate date 2 Search for the client in ServicePoint and if the client already exists in ServicePoint open the client record 3 If the client doesn t already exist create a new household following the steps provided in Create the Household 4 Once the new client and household have been created go to the Service Transactions tab and select Add Need 5 Select CAO Homeless Count 2818 and enter the information as follows a Need Emergency Shelter 28 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual b Date of Need 01 27 2015 c Need Status Closed d Outcome of Need Not Met Click Save amp Exit 6 Add Information from paper form for all household members a Enter through the Assessment Tab and select One Night Homeless Count WashCo and click Filter b Enter data Failure to answer some questions can result in the data not being counted and without an accurate count of the homeless population the county may not receive the appropriate amount of funding When entering data from schools for those doubled up enter data as shown below with corre
64. hCo Appendix 4 WashCo Remote Access Agreement 2 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual ServicePoint The Order of Data Entry This is a quick overview of the basics needed to properly complete a client record in ServicePoint Note that required data elements may change with updated HUD standards For detailed instructions please click Help in ServicePoint to load the software manual Head of the Household HoH 1 ClientPoint enter the Head of Household s name If found click on name If not add 2 Assessment Date set the assessment to the date the client household entered your program or before Best practice backdate to the first of the month the client entered your program i e if the client enrolled in your program 2 15 backdate to 2 1 3 Profile fill in the profile for the HoH Questions items in red text are required for proper reporting 4 Household At top of screen click to expand household section if not visible Click on Start New Household Add names relationships of all household members Note relationship is the relationship of the person to the HoH Date Entered should be the same as the date you used for backdating the assessment in step 2 and a household must be created even if it is a single person household 5 Add Household Data When done entering household data click Save and Exit Wait for profile to refresh Once all household members appear in the
65. harmless all other parties as well as the officers directors employees volunteers and agents of those parties from any actions liabilities demands costs and expenses including court costs and attorneys fees which may arise from that party s negligent or intentional acts or omissions under this agreement Limitation of Liability WCDHS PHB and Key Stakeholders shall not be liable to Participant for any cessation delay or interruption of services nor for any malfunction of hardware software or equipment to the extent that any such event is beyond reasonable control If such an event continues for more than 30 days Participant may terminate this agreement immediately upon written notification to WCDHS the System NWSSC CMIS HMIS P amp P Page 3 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 11 12 13 14 15 16 17 Washington County Oregon Continuum of Care Agency Participation Agreement Administrators PHB Key Stakeholders and other participants If Participant terminates thereby the parties shall seek mutual resolution to any dispute Disclaimer of Warranties WCDHS and the System Administrators make no warranties expressed or implied including the warranties or merchantability and fitness for a particular purpose to any Participant or any other person or entity as to the services of the ServicePoint system or to any other matter Term and Termination This Agreement shall
66. he date prior to the PIT 2 To complete the One Night Homeless Count WashCo the agency HMIS user must first open the client record in HMIS 27 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual 3 Ifthe homeless assessment is being completed before the PIT date the user need only click on the pencil icon to the left of the client s entry date to your program The Entry screen will pop open Make sure all family members names are checked at the top of the screen 4 Click Save amp Continue and the Entry Assessment will then load on the Entry screen 5 At the top of the Entry Assessment you should see Household Data Sharing Click the Add Household Data button under Household Data Sharing Note if you do not see Household Data Sharing at the top of your entry assessment call email me and I will add this for you 6 Check off all family members names at the top of the Household Data Sharing window and scroll down to where you see ONHC Homeless Count START HERE 7 Answer the questions as follows a Length in months select the range that best fits the approximate length of time the family person has been homeless b What shelter service is being provided Select Emergency Shelter Transitional Housing or Safe Haven remember these instructions are just for sheltered persons so it should be one of these c Service McKinney Vento Funded Answer yes if your program receives Continu
67. he popup select Download 32 In the new popup select whether you would like to open or save the report and click OK 19 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual APR Detail The APR Detail Report is similar to the APR Report except rather than a summary of all client data it shows a breakdown of each client and the relevant HMIS responses for each 1 Click on ART at the bottom of the Reports folder 2 In the main window ART Browser click on the drop down for the Public Folder and then click on the drop down for Continuum of Care Reports 3 Click on the magnifying glass next to 0631 HUD CoC APR Detail The versions change so won t be entered in this manual At this point there are a few choices on how to run the report depending on your preferences and or ART license type For ease of use this manual will focus on scheduling ART reports 4 Click on Schedule Report 5 In the pop up click on either provider group or provider type 6 Click Select and type in a key word to find your provider or provider group It takes a few moments to load so let it finish loading before clicking the Search button 7 Click the red minus sign next to None Selected to remove it from the report and click Search 8 When the search results are shown click the green plus sign next to the once you wish to select 9 In the popup click Submit 10 Click on Enter Start Date 11 In the popup enter the a
68. her entities for funding or planning purposes pertaining to providing services to the homeless However data released by the CMIS HMIS lead organizations must never directly identify individual Clients De identified data sets may be used for unduplicated counting planning and research activities All data will be archived from ServicePoint no later than seven years after being entered or after last being modified Transferability No right privilege license duty or obligation whether specified or not in this agreement or elsewhere can be transferred or assigned whether or not done voluntarily or done through merger consolidation or in any other manner unless WCDHS approval Mutuality This agreement applies to amongst and between Participant and WCDHS Limitation of Liability and Indemnification No party to this agreement shall assume any additional liability of any kind due to its execution of this agreement or participation in the NWSSC CMIS HMIS system It is the intent of the parties that each party shall remain liable to the extent provided by law regarding its own acts and omissions but that no party shall assume additional liability on its own behalf or liability for the acts of any other person or entity through participation in ServicePoint The parties specifically agree that this agreement is for the benefit of the parities only and this agreement creates no rights in any third party Each party shall indemnify and hold
69. ide a copy of its privacy notice to any individual upon request e Informed client or guardian consent as documented by a Release of Information form is required for any data sharing or disclosure of identifying information and service transactions via ServicePoint e Ifa client or guardian chooses not to sign Release of Information form all client information must be closed with no exceptions e Only general non confidential information is to be entered in the other notes comments section of the Client Profile on ServicePoint Confidential information including TB diagnosis HIV diagnosis or treatment information domestic violence and mental and or physical health information is not permitted to be entered in this section e Client records only pertaining to user s assigned work duties will be accessed e Only individuals that exist as clients under the Organization s jurisdiction may be entered into ServicePoint e Misrepresentation of the client base by entering known inaccurate information is prohibited e Client records are not to be deleted from ServicePoint contact NWSSC CMIS HMIS System Administrators for appropriate action e Discriminatory comments based on race color religion national origin ancestry handicap age sex and sexual orientation are not permitted in ServicePoint Profanity and offensive language are not permitted in ServicePoint e ServicePoint is to be used for business purposes on
70. ing programs and other programs whose primary mission is to provide services to victims of domestic violence dating violence sexual assault or stalking Programs that do not identify any of these populations as their primary mission are not considered victim service providers under VAWA and are not exempt from using HMIS WESC Women s Emergency Service Collaborative NWSSC CMIS HMIS Page 21 of 35 Legal Review 12 28 2010 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement 18 Documentation Homeless Status o Participants and respective users will record information on the homeless status of all clients entered into ServicePoint Data must be updated in ServicePoint at each program entry or as soon as possible thereafter and at program exit If a funding program requires that a data element s must be collected then official documentation must be obtained If the funding source chooses to have these data elements as optional then no official documentation is required it can be client reported etc o SHP funded programs S C SRO because HUD requires the collection of program specific data elements example 4 3 Physical Disability 4 4 Developmental Disability 4 5 Chronic Health Condition and 4 7 Mental Health for the purposes of the APR if the response is yes then the programs are required to obtain official written documentation to back it up o Emergency Shelters curre
71. into CMIS HMIS the forms shall be securely stored or suitably disposed of 11 5 13 The User shall enter data into CMIS HMIS 11 5 13 1 Universal Data elements shall be entered on all Clients 11 5 13 1 1 In addition to the Universal Data elements all HUD Funded CHO Users at a minimum shall also enter the additional data elements required by the Data Standards for all Clients 11 5 13 1 2 In addition to the Universal Data elements all City of Portland Funded CHO Users at a minimum shall also enter data on all clients as called out in the Data Element Matrix NWSSC CMIS HMIS P amp P Page 14 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement 11 5 13 1 3 In addition to the Universal Data elements all Continuum of Care OR 501 housing provider Users at a minimum shall also enter data on all clients as called out in the Data Element Matrix 11 5 13 1 4 In addition to the Universal Data elements all Non HUD funded CHO Users at a minimum shall also enter funder or program specific data elements as required 11 5 14 Sharing data is optional but entering data is not optional An ROI shall be completed by all clients even if not sharing data 11 5 15 The User is responsible for data entry accuracy and correctness 11 5 16 The User shall log off the CMIS HMIS and shut down the browser when not using CMIS HMIS 11 5 17 The User shall utilize the pas
72. is any person 18 years of age or older e Anonymous Client A client entered into the CMIS HMIS with a unique computer generated identifying code used in lieu of actual client name Contact PHB for more information e B2H Bridges to Housing e BEST Benefits Eligibility Specialists Team e Children Children are defined as any person under the age of 18 e Chronically Homeless HUD has broadened the definition of Chronic to be either individual or family in that the individual or family o i is homeless and lives or resides in a place not meant for human habitation a safe haven or in an emergency shelter o ii has been homeless and living or residing in a place not meant for human habitation a safe haven or in an emergency shelter continuously for at least 1 year or on at least 4 separate occasions in the last 3 years and o iii has an adult head of household or a minor head of household if no adult is present in the household with a diagnosable substance use disorder serious mental illness developmental disability as defined in section 102 of the Developmental Disabilities Assistance and Bill of Rights Act of 2000 42 U S C 15002 post traumatic stress disorder cognitive impairments resulting from a brain injury or chronic physical illness or disability including the co occurrence of 2 or more of those conditions e CMIS Client Management Information System e Completeness Is the client record complete NWSSC CMIS HMIS
73. isted on left side of screen When updates have been completed for all household members click Save amp Exit You are done 10 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Check Outs for ShelterPoint Programs 1 Go to ShelterPoint Select your shelter and bed list 2 Click Client Check In 3 Locate the Head of Household on the bedlist and click the red minus symbol icon on the left side of the screen note when hovered over the text Check Out will appear 4 The Unit Exit Data window will come up 5 Indicate the date and time of check out at the top of the screen note it defaults to the current date time 6 Select the reason for leaving and destination Note do not select any items ending in HOPWA unless your program is HOPWA funded 7 Under Household Members check the box next to the household type to select all members of the household 8 Update the Exit Assessment for the Head of Household The data on the Exit Assessment should reflect any changes that have happened i e housing status income non cash benefits etc since the last Annual Assessment When done click Save Note use Add Household Data on the check out screen to update the housing and homeless status of all family members just like you do at program entry 9 When done click Save amp Exit 10 You will return to your bedlist and the beds will now show EMPTY 11 Note if anyone other than the head of h
74. lopmental Disability C Drug Abuse O HIV AIDS C Mental Illness 1 Physical Medical C Physical Mobility C Other disability not listed C Prefer not to answer C Alcohol Abuse C Developmental Disability C Drug Abuse O HIV AIDS C Mental Illness 1 Physical Medical C Physical Mobility C Other disability not listed C Prefer not to answer Number Or O I don t know or don t have one O I choose not to provide the SSN Or O I don t know or don t have one O I choose not to provide the SSN Or O I don t know or don t have one O I choose not to provide the SSN Or O I don t know or don t have one O I choose not to provide the SSN Or O I don t know or don t have one O I choose not to provide the SSN Or O I don t know or don t have one O I choose not to provide the SSN Please continue to the next page 2 Section 2 Contact Information Mailing Address Street Address and Apartment or PO Box City State Zip Telephone Email Address Section 3 Household Income and Benefits A Income and Cash Benefits Has any member of the household received any income or cash benefits in the last 30 d s L1 Yes L1 No If yes please indicate the monthly amount from each of the following sources Approx Approx Date Monthly Date Income Monthly Income Income Type Amount Who Began Income Ty
75. ly e Transmission of material in violation of any United States Federal or State of Oregon regulations or laws is prohibited and includes material that is copyrighted legally judged to be threatening or obscene and considered protected by trade secret ServicePoint will not be used to defraud the Federal State or local government or an individual entity or to conduct any illegal activity e Any unauthorized use access or unauthorized modification to ServicePoint computer system information or interference with normal system operations will result in immediate suspension of your access to ServicePoint and may jeopardize your ServicePoint access and or your employment status NWSSC CMIS HMIS Page 1 of 2 Legal Review 12 28 2010 Released 01 12 2011 Revised Contact info 08 22 14 NW Social Service Connections Washington County Oregon User Agreement e ServicePoint shall only be accessed from the Organization s network desktops laptops mini computers and any other electronic devices that are web capable In special circumstances access from remote locations may be permitted after application and approval by both the Agency and System Administrators e The User is expected to physically enter the password each time he or she logs on to the system DO NOT Save passwords in auto complete settings e Should the User download client identifiable information in any format he or she will securely store and or dispose of all electronic
76. mentation and ongoing operational issues 11 8 2 Identify and prioritizing system enhancements 11 8 3 Providing feedback on system performance 11 8 4 Brainstorming the best uses of the HMIS 11 8 5 Regularly reviewing compliance with all NWSSC HMIS policies agreements and other requirements 11 8 6 Reviewing data quality and providing feedback to improve data quality 12 DATA STANDARDS 13 14 12 1 Homeless Management Information System HMIS Data Standards Revised Notice March 2010 12 2 Homeless Management Information Systems HMIS Data and Technical Standards Final Notice August 2005 12 3 Community Data Standards may be revised at the discretion of the NWSSC System Administrator 12 4 Data Element Matrix may be revised at the discretion of the NWSSC System Administrator DATA EXPECTATIONS 13 1 Data will be entered within 5 business days of client contact 13 2 Data will be entered in a timely manner to meet aggregate reporting needs 13 3 Data accuracy will be no less than 9596 The file matches data entry 13 4 Universal Data Elements Null Missing Values will not exceed 596 13 5 Universal Data Elements Refused Don t Know Values will not exceed 596 13 5 1 Refused Don t Know responses are client identified not the case manage or data entry person s assessment 13 6 No outstanding Corrective Actions from last NWSSC CMIS HMIS Monitoring REPORTS DATA SUBMISSIONS 14 1 System or Community Wide reporting
77. n System HMIS Data Standards Revised Notice March 2010 Section 1 4 Definitions for terms used throughout the notice and applicable to CMIS HMIS 7 2 Refer to CMIS HMIS Community Data Standards Section 2 Definitions for terms commonly used throughout the Portland Gresham Multnomah County CoC and community but are not included in the Final Revised HMIS Data Standards March 2010 for HUD definitions 7 3 Refer to funder or program documentation for terms used by those funders or programs 8 EQUIPMENT MATERIALS AND SUPPLIES 8 1 Participating Agencies are responsible for providing their own technical support for all Hardware and Software systems used to connect to CMIS HMIS 8 2 Computer Workstation PC Personal Computer 8 2 1 Minimum hardware and software requirements for workstations subject to change 8 2 1 1 Computer PC with a 2 Gigahertz or higher processor 8 2 1 2 40GB Hard Drive 8 2 1 3 512 MB RAM 8 2 1 4 Microsoft Windows 2000 or XP 8 2 1 5 Browser Most recent version of Microsoft Internet Explorer or Firefox 8 2 1 6 Connectivity Minimum 56 Kbps Optimal 128 Kbps 1 5 mps 9 FORMS and DOCUMENTS incorporated by addendum and subject to change 9 1 Homeless Management Information Systems HMIS Data and Technical Standards Final Notice August 2005 9 2 Homeless Management Information System HMIS Data Standards Revised Notice March 2010 9 3 Participation Agreement 9 4 User Agreement 9 5
78. ncy enters personal and demographic information about you into a computerized record keeping system e The information is used to plan delivery of services amp to provide statistical information for setting goals e Information you provide will be used for administrative and operational purposes to improve provide amp coordinate services that can be offered you e Information you provide will be used for functions related to payment or reimbursement for services monitor program effectiveness and to prepare reports and statistical information without personal identifying information e f you have safety concerns you may not want personal information entered into the system you should discuss this with a staff member e Personally identifying information will be seen only by staff members who provide you with services and a small number of people ie program funders who maintain the computerized record keeping system except as required by law e Your personally identifying information will not be shared with other agencies unless you sign a Release of Information which you may withdraw at any time e You will not be denied services if you refuse to consent to share data e You have the right to see your record and to ask that it be corrected e You have the right to file a grievance if you feel you have been harmed in some way by the use of the computerized data system THIS IS NOT A COMPLETE STATEMENT OF YOUR INFORMATION RIG
79. ntly no federal funding source requires the collection of program specific data elements for emergency shelters only the PSDEs and UDEs are required Therefore if an emergency shelter chooses to collect any of these data elements it does NOT require official documentation and it can be client reported etc 19 NWSSC CMIS HMIS Goals OR 501 Portland Multnomah County Gresham CMIS HMIS Goals include Set common objectives Identify indicators issues for performance measurement and evaluation Identify questions suitable for inclusion in community plan evaluations Coordinated approach in order to ensure that there is sufficient consistent and timely information 20 Data Entry requirements It is the responsibility of Participants and respective users to ask for all Universal and other required data elements from each client entered into ServicePoint o Exceptions may include non homeless CMIS organizations P lease contact the System Administrator for information and waiver Data will be entered in a timely manner within 5 working days following client contact Blanks Nulls or unknown entries in required fields will not exceed 596 per month Complete and accurate data is essential to the system s success however it is important to note exceptions o Clients may refuse to provide information without being denied services o Inthe case where there is a conflict with collecting data and the provision of quality services and or client safety
80. nto the following format Self becomes Aclientid and subsequent HH members become Bclientid etc The HH id becomes the last name for clients in the HH Once the data is converted these clients and households need to be created into HMIS and entered into the appropriate placeholder provider with the PIT as the entry date and the following day as the exit date To assist users with the verification of accurate data the report Entry Exit Report may be used for a one day span including the PIT date This will not give all the necessary data but will allow HMIS users to accurately see how many people are receiving services in their facility at any given time This report should be used as a tool to ensure that anyone who was receiving shelter services but does not show up in the Entry Exit report is entered into the appropriate program on the appropriate date 1 Emails are sent to HMIS users in participating projects starting the first of January to remind people to ensure the data entered for all clients in their project is entered and accurate Note this is in addition to regular data quality reports sent to assist them in ensuring data accuracy and integrity The HMIS users are also instructed to complete the One Night Homeless Count WashCo assessment for each client which will be in the project as of the last Wednesday in January When this data is entered after the fact HMIS users need to back date the entry to ensure it is effective as of t
81. o run daily so that you can re check it after data has been edited Note If a report is set to run more than once it will do so with the same dates originally entered If you wish to have the report run monthly for instance with each report showing a different time interval you must recreate the entire report each time 25 Under Start Date this is the date you wish the report to be run not the dates the report is capturing If you need this report to be run more than once it s good practice to set it to sometime between 3 15 and 4am daily as ART refreshes at midnight and isn t finished refreshing until after 3am If it takes you a minute or more to finish with this popup it s a good idea to set the time for a couple minutes into the future so by the time you hit the Submit button the start time hasn t already passed 20 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual 26 For End Date select the date you wish the report to run until or if only running it once just make sure the end date and time are after the start date and time This is especially important if you have set the start time into the future or you will be telling the report to end before it starts 27 Click Submit 28 In your Scheduled Reports section in ART at the bottom there is a refresh button If you click it you should see the new report pending 29 After giving the report some time to run it can take from one to15 minutes d
82. of the database that others do not As such when data is entered it s at a different level than other users and confuses the system Therefore when entering client data it s very important that an agency level user is shadowed in the appropriate provider Failure to do so can cause many data integrity issues including Entry Exit data showing as Missing or Incorrect in Data Quality Reports or APRs Resetting a user password in ServicePoint 1 Once logged into ServicePoint click on arrow next to Admin in the left navigation pane and select User Admin 2 Type the name of the user who needs assistance click Search 3 Select that user from the list that appears 4 Under Consecutive Bad Logins if it says 3 click Reset if not go to step 5 5 Click Generate Password 6 Once a new password appears select it and delete it typing in password123 7 Click save and exit and inform your user of the new password 31 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual HUD Universal Data Elements UDEs In order for HUD to ask for and receive the same data from all organizations receiving HUD funding universal data elements had to be created The data elements are the same across all jurisdictions and organizations and are defined in detail in the HMIS Data Standards Manual The answers to these questions are required for every HMIS project and greatly affect how the continuum scores in competition for H
83. olunteers and other persons are issued a unique User ID and password for CMIS HMIS and receive confidentiality training on the use of CMIS HMIS and applicable confidentiality laws 10 4 1 The Service Provider is responsible to contact the Agency or System Administrator for revoking adding or editing User access in a timely manner 10 5 Unauthorized disclosure of Protected Personal Information may be grounds for legal action 10 6 Sharing of CMIS HMIS data among Affiliated Service Providers is encouraged but not required The CMIS HMIS data items excluded from sharing include medical legal case management case notes and file attachments unless specifically released by Client 10 7 HIPPA Privacy Rules take precedence over CMIS HMIS privacy standards If an agency is a HIPAA covered agency they must abide by HIPAA regulations 10 8 Creating anonymous records may mean that reports will not provide a true unduplicated count and therefore this option should only be used if absolutely necessary Please contact the System Administrator for other options 10 9 ServicePoint shall only be accessed from the Organization s network desktops laptops and mini computers 10 9 1 NWSSC System Administrators are allowed to access the database from remote locations for purposes specific to their job All staff that access the database remotely must meet the standards detailed in the System Security above and may only access it for activities direc
84. on you provide our agency into a computerized record keeping system called ServicePoint Several local agencies take part in this implementation of ServicePoint in order to better organize and deliver services to homeless or near homeless individuals and families in Multnomah Clackamas and Washington Counties Our goal is to improve efforts to work together to understand and end homelessness Information you provide will play an important role including Helping us prioritize plan and provide meaningful services to you and your family Assisting our agency to improve its work with families and individuals that are homeless Allowing local agencies to work better together to end homelessness Providing statistics for local state and national policy makers to set effective goals How your personal information may be used e Information you provide and services you receive will be entered into ServicePoint Information you provide will be used for administrative and operational purposes to improve provide and coordinate services that can be offered you Information you provide will be used for functions related to payment or reimbursement for services e Information you provide will be used to monitor program effectiveness NWSSC CMIS HMIS Page 30 of 35 Legal Review 12 28 2010 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement Information you provide will be used to prepare ag
85. ons using any portion of the CMIS HMIS system 6 GOVERNING PRINCIPLES 6 1 ALL Persons using CMIS HMIS are expected to read understand and adhere to the HMIS Data Standards Manual https www hudexchange info resource 3826 hmis data standards manual and the Department of Housing and Urban Development Homeless Management Information Systems Data Standards https www hudexchange info resource 1220 final hmis data standards 6 2 ALL Persons using CMIS HMIS are expected to read understand and adhere to the spirit of these principles even when the Policies and Procedures do not provide specific direction 6 3 All information entered into the CMIS HMIS system the Service Providers Participants their respective staff and end users are bound by all applicable federal and state confidentiality regulations and laws that protect the Client records that will be placed on the HMIS system in accordance with the Participation Agreement 6 4 Clients may not be denied access to their own records Clients have the right to see their information on ServicePoint within the time frame specified in the Privacy Notice to Clients If a Client requests the Participant User must review the information with the client 6 5 Bowman Internet Systems will host our implementation of ServicePoint all Client information in ServicePoint is encrypted 6 6 Confidentiality 6 6 1 The rights and privileges of clients are crucial to the success of CMIS HMIS
86. ou do not have an ART license but believe it could be useful please speak with either your supervisor or the person at your agency responsible for software licensing 1 Click on ART at the bottom of the Reports folder 2 In the main window ART Browser click on the drop down for the Public Folder and then click on the drop down for Continuum of Care Reports 3 Click on the magnifying glass next to 0625 HUD CoC APR The versions change so won t be entered in this manual At this point there are a few choices on how to run the report depending on your preferences and or ART license type For ease of use this manual will focus on scheduling ART reports 4 Click on Schedule Report 5 In the pop up click on either provider group or provider type 6 Click Select and type in a key word to find your provider or provider group It takes a few moments to load so let it finish loading before clicking the Search button 7 Click the red minus sign next to None Selected to remove it from the report and click Search 8 When the search results are shown click the green plus sign next to the once you wish to select 9 In the popup click Submit 10 Click on Enter Start Date 11 In the popup enter the applicable date If it s for an APR it will be the first day of the grant If using the APR for data quality it will be the first day of the time period for which you want to report Click on PM to change it to read AM 12 Click on Ente
87. ousehold had changes in income disabilities insurance or non cash benefits that need to be recorded for the exit go to the Summary tab or Entry Exit tab and click on the pencil next to the exit date Click on the family member s name on the left side and then update their exit information 12 Now you re done 11 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Interim Reviews HUD Verification HMIS Data Standards currently require that income and non cash benefit information be updated for program participants at program exit or annually whichever comes first If your program serves clients for a year or longer there is a very easy mechanism built into ServicePoint to help you update this information Interim Reviews These are meant to be used during program participation to update income non cash benefit insurance and disability data Follow ups are meant to be used after program participation to track client success after program exit this is not currently required but is available to you if you choose to use it These instructions will focus on sing the Annual Assessments function in ServicePoint 1 Log in to ServicePoint and look your client up by name or client ID number 2 Onceinthe client record click on the Entry Exit tab 3 On the Entry Exit tab look for the Interims column and click the Interim icon looks like a paper checklist for your program 4 Click the Add Interim Review button
88. pe Amount Who Began Alimony or D Head of Household D Head of Household Spousal L1 Other Social Security L1 Other Support Mc PEN L1 Head of Household L1 Head of Household Child Support D Other SSDI L1 Other L1 Head of Household L1 Head of Household Earned Income L1 Other SSI O Other L1 Head of Household L1 Head of Household Pension D Other TANF O Other Private O Head of Household D Head of Household Disability L1 Other Unemployment L1 Other Insurance SS ee e L1 Head of Household L1 Head of Household sel O Other Veteran s O Other Employment Disability L1 Head of Household L1 Head of Household Other D Other Veteran s O Other Pension L1 Head of Household L1 Head of Household Other O Other Workers O Other ERES Compensation B Non Cash Benefits Has any member of the household received any non cash benefits in the last 30 days AEN O Yes O No If yes please indicate the monthly amount from each of the following sources Monthly Approx Date Monthly Approx Date Amount if Benefit Amount if Benefit Benefit Type known Who Began Benefit Type known Who Began Food Stamps L1 Head of Household TANF Child L1 Head of Household D O Other O Other aka SNAP Oer Care Services Other Y s 1 Head of Household TAF L1 Head of Household Medicaid N A L1 Other Transportation O Other Services l D Head of Household Other TANF D Head of Household Medicare N A L1 Other Funded O Other
89. pplicable date If it s for an APR it will be the first day ofthe grant If using the APR for data quality it will be the first day of the time period for which you want to report Click on PM to change it to read AM 12 Click on Enter End Date PLUS One Day 13 As indicated you need to add a day to the reporting period For example if your grant period is 9 1 14 8 30 15 you would enter 9 1 15 in this field Click on PM to change it to read AM 14 Click on Select Entry Type and click Select on the popup 15 In the popup after it finishes loading click on HUD or Basic etc whichever type is used by your project and click Submit 16 Scroll down to Enter Effective Date and select 17 Enter the date you entered for Enter End Date PLUS One Day 18 Scroll to the bottom ofthe popup and click on Is using the Receiving Income Source etc 19 Click Select and once it finishes loading select Yes and click Submit 20 Do the same for the remaining three options unless specifically told not to by your agency 21 Click Next 22 In the popup you may change the name of the report if you wish A good practice is to add the project name at the beginning 23 In Report Format select whether you wish the report to be in pdf or Excel format Best practice is to create this report as a pdf 24 Under Interval select how often you would like this exact report run If running this report for an annual APR it s often helpful to set it t
90. r End Date PLUS One Day 13 As indicated you need to add a day to the reporting period For example if your grant period is 9 1 14 8 30 15 you would enter 9 1 15 in this field Click on PM to change it to read AM 14 Click on Select Entry Type and click Select on the popup 15 In the popup after it finishes loading click on HUD or Basic etc whichever type is used by your project and click Submit 16 Scroll down to Enter Effective Date and select 17 Enter the date you entered for Enter End Date PLUS One Day 18 Scroll to the bottom ofthe popup and click on Is using the Receiving Income Source etc 19 Click Select and once it finishes loading select Yes and click Submit 20 Do the same for the remaining three options unless specifically told not to by your agency 21 Click Next 22 In the popup you may change the name of the report if you wish A good practice is to add the project name at the beginning 23 In Report Format select whether you wish the report to be in pdf or Excel format Best practice is to create this report as a pdf 24 Under Interval select how often you would like this exact report run If running this report for an annual APR it s often helpful to set it to run daily so that you can re check it after data has been edited Note If a report is set to run more than once it will do so with the same dates originally entered If you wish to have the report run monthly for instance with each
91. rds physical safeguards and technical safeguards that reasonable and appropriately protect the confidentiality integrity and availability of the electronic PHI as required by the Security Standards b Ensure that any agent including a subcontractor to whom it provides such electronic PHI agrees to implement reasonable and appropriate safeguards to protect it and C Report to WCDHS any attempt or successful unauthorized access use disclosure modification or destruction of electronic PHI or interference with system operations in an information system of which it becomes aware 2 No Other Amendment Except as expressly amended by this Addendum all remaining terms of each Business Associate Agreement shall remain in full force and effect The parties have caused this Addendum to be executed by their respective duly authorized representatives NWSSC CMIS HMIS P amp P Page 7 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum of Care Agency Participation Agreement ADOPTED AND AGREED Washington County Oregon PARTICIPANT Department of Housing Services OrgName 111 NE Lincoln Street Suite 200 L Address Hillsboro Oregon 97124 CityStZip Signature Signature Signatory Printed Name Printed Name Title Title Date mm dd yyyy Date mm dd yyyy NWSSC CMIS HMIS P amp P Page 8 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released
92. read understand and adhere to e The Final Revised HMIS Data Standards March 2010 e The Department of Housing and Urban Development Homeless Management Information Systems HMIS Data and Technical Standards Final Notice Notice e All NW Social Service Connections documentation including but not limited to the CMIS HMIS Policies and Procedures and the CMIS HMIS Community Data Standards It is the responsibility of Participants and respective users to ask for all Universal and other required data elements from each client and enter into ServicePoint in a timely manner We recognize that it may be difficult to obtain all UDEs for all clients entered into the CMIS HMIS Exceptions may include non homeless CMIS organizations P lease contact the System Administrator for information and waiver Program Type Timely Don t Missing Data Entry Know or Data days Refused Not to Exceed Emergency Shelter 3 10 10 Transitional Housing 5 5 5 Permanent Supportive Housing 5 5 5 Homeless Outreach 3 10 10 Homelessness Prevention and Rapid Re Housing 5 5 5 Services Only 5 10 10 Other Non Homeless Non CoC CMIS organizations i e N A 10 10 SUN Service System Other Homeless special programs i e Point in Time N A 10 10 Counts Other TBD N A TBD TBD Safe Haven 3 10 10 Permanent Housing i e Mod Rehab SRO Subsidized 5 5 5 housing without services Overall System wide 5 5
93. reau PHB in partnership with key stakeholder organizations with PHB Intergovernmental Agreements The NWSSC System Administrators are ServicePoint dedicated program staff from PHB additionally each of the key stakeholder organizations may have identified staff functioning as local ServicePoint System Administrators Any documentation agreements policies and forms created for use with NW Social Service Connections CMIS HMIS must incorporate all NW Social Service Connections CMIS HMIS policies agreements and documents and be no less restrictive In this agreement Participant means insert Organization name Client is a consumer of services This agreement is between WCDHS and OrgName Participant Additional organizations may join CMIS HMIS in accordance with the NW Social Service Connections CMIS HMIS Policies and Procedures A Consideration Participant agrees to pay WCDHS an annual software support charge for each year the Participant uses the CMIS HMIS At the time of execution of this agreement it is estimated that Annual User Support will cost no more than 300 per user per year If at any time the Annual User Support charge exceeds 300 per user all Participants will be notified in writing of the change Payments are due within thirty 30 days of invoice 1 Operating Policies Participant agrees to follow and comply with all of the following applicable policies and procedures each of which may be modified by NWSSC CMIS
94. red review for all family members Note you can use the Interim feature to update income benefit or disability information at any time while the client is in your program 12 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Adding Household Members to a Household HH Client households change frequently and to ensure data integrity HMIS users need to keep up with these changes as we become aware of them 1 In ClientPoint go into a client for which the relevant HH has already been setup 2 Click on the Households tab along the top of the client record 3 In the relevant HH click on Manage Household 4 After ensuring that the HH type and Head of Household HoH are accurate review the current HH members If the HH type is changing or should have been changed delete the client from the old HH and create a new HH as detailed above in Create the Household Changing the HH type will change historical reporting In other words if this was a single individual and you change the type to Single Female Parent because she had a baby historical reporting on her will report a Female Single Parent Therefore it s far better to create a new HH than it is change the type unless the type was made in error 5 Once you know the HH created is accurate click on Add Delete Household Members 6 In the popup click on the drop down menu for Add Clients to the Household 7 Enter the clients name and click search
95. report is set to run more than once it will do so with the same dates originally entered If you wish to have the report run monthly for instance with each report showing a different time interval you must recreate the entire report each time 19 Under Start Date this is the date you wish the report to be run not the dates the report is capturing If you need this report to be run more than once it s good practice to set it to sometime between 3 15 and 4am daily as ART refreshes at midnight and isn t finished refreshing until after 3am If it takes you a minute or more to finish with this popup it s a good idea to set the time for a couple minutes into the future so by the time you hit the Submit button the start time hasn t already passed 20 For End Date select the date you wish the report to run until or if only running it once just make sure the end date and time are after the start date and time This is especially important if you have set the start time into the future or you will be telling the report to end before it starts 21 Click Submit 22 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual 22 In your Scheduled Reports section in ART at the bottom there is a refresh button If you click it you should see the new report pending 23 After giving the report some time to run it can take from one to15 minutes depending on the report scroll up to your ART Inbox If it s already open click
96. rmination of the User License or Agency Participation NW Social Service Connections Remote Access Agreement l Name am applying for Remote Access Authorization for NWSSC CMIS HMIS require remote access for the purpose of Location Site for remote access IP Address If Known Dates Times for remote access My ServicePoint Login is Agency Program s certify that have read and will comply with the Remote Access Policy am and will be in compliance with all Policies Procedures Agreements and rules associate with NWSSC CMIS HMIS Signature Date Email Phone As Agency Administrator have reviewed this application find it is a valid and active request support and approve this application for Remote Access understand that it is my responsibility to assure the user is in compliance with this and all other Policies Procedures Agreements and rules associate with NWSSC CMIS HMIS I will frequently audit remote access by associating dates and times to the user s time sheet Signature Date Email Phone Approved System Administrator Signature Date Washington County Oregon HMIS System Administrator Veronica Clevidence Department of Housing Services 111 NE Lincoln Suite 200 L Hillsboro OR 97124 503 846 4773 veronica clevidence Qco washington or us
97. rohibited e Client records are not to be deleted from ServicePointtm contact NWSSC CMIS HMIS System Administrators for appropriate action e Discriminatory comments based on race color religion national origin ancestry handicap age sex and sexual orientation are not permitted in ServicePoint Profanity and offensive language are not permitted in ServicePointrw ServicePointrw is to be used for business purposes only Transmission of material in violation of any United States Federal or State of Oregon regulations or laws is prohibited and includes material that is copyrighted legally judged to be threatening or obscene and considered protected by trade secret ServicePointrw will not be used to defraud the NWSSC CMIS HMIS Page 27 of 35 Legal Review 12 28 2010 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement Federal State or local government or an individual entity or to conduct any illegal activity e Any unauthorized use access or unauthorized modification to ServicePointtm computer system information or interference with normal system operations will result in immediate suspension of your access to ServicePointru and may jeopardize your ServicePoint access and or your employment status e ServicePointrw shall only be accessed from the Organization s network desktops laptops mini computers and any other electronic devices that are web capable In special circumstances access
98. ry exit or interim If information is entered for instance from the Assessments tab or from the default assessment on the client profile or summary tab that information is only seen as true as of whatever date it was entered or backdated to But when an entry exit report or an APR is run it looks for information to be populated as of the entry date the exit date or the interim And if the data is entered after that date it simply isn t seen by the report causing data errors and false null or missing value entries 4 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Basic Data Entry This guide walks through the basic data entry process for both ShelterPoint and regular Entry Exit type programs Create the Household ShelterPoint and Entry Exit Programs The household creation process is the same for Entry Exit programs and programs that use ShelterPoint 1 Log in to ServicePoint Click on ClientPoint on the left side menu 2 Enter the Head of Household s name SSN and SSN data quality and click Search 3 Ifa match is found bring up the record by clicking on the client name or the pencil to the left Ifno matches are found or the match is not correct click Add New Client with this Information 4 A warning will come up asking if you have looked at all possible matches Click OK 5 From the Summary tab under Households or from the Households tab click Start New Household 6 The Add Ne
99. s LlDon t know OPrefer not to answer Are you your household currently homeless eese OYes LINo Are you a victim of Domestic Violence LlYes LINo LIPrefer not to answer Are you a US Military Veteran 2 bec ei cr ioi a ie a kinder LlYes LINo LIPrefer not to answer Notice of Use Agency or Event Name provides services through a variety of funding sources which may include government grants public funds or grants from private foundations Agency or Event Name is required to collect and report on certain information to account for how these funds are used In addition this information may aid the effort to end homelessness by demonstrating how many individuals and families in the area need services For this reason you have been asked to provide the information on this form The information you have provided will be entered into a Homeless Management Information System HMIS and used to provide statistical information about services provided to homeless persons or persons at risk of homelessness in LOCAL County and the metropolitan area Your identifying information will be kept as confidential as possible it will only be seen by persons employed by or volunteering with Agency or Event Name and persons administering or auditing the HMIS Signature of the Head of the Household Date Spouse Other Adult Date NW Social Service Connections Notice to Clients of Uses amp Disclosures Privacy Notice e Our age
100. s been on the streets in ES or SH in the past three years including today Total number of months homeless on the street in ES or SH in the past three years 32 Page Released 9 23 15 Version 1 0 Washington County Oregon Continuum of Care Agency Participation Agreement This Agreement is entered into on 07 01 2011 mm dd YYYY between the Washington County Oregon Department of Housing Services WCDHS and OrgName Organization Name Participant NW Social Service Connections NWSSC is the administrative entity that governs a multiple key stakeholder implementation of Management Information System CMIS HMIS used to record and share information among service providers on services provided to homeless and near homeless Clients The NWSSC CMIS HMIS system of choice is ServicePoint ServicePoint trademarked and copyrighted by Bowman Systems is an information system that provides standardized assessment of a Client s needs creates individualized service plans and records the use of housing and services which communities can use to determine the utilization of services of participating Service Providers identify gaps in the local service continuum and develop outcome measurements The City of Portland Portland Housing Bureau PHB is the owner and operator of the NWSSC CMIS HMIS and serves as the NWSSC System Administrator and custodian of data in the CMIS HMIS The lead organization for NWSSC is the City of Portland Portland Housing Bu
101. sed 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement The following forms are provided for Participant guidance only Participants may use their own forms for Notice to Clients of Uses amp Disclosures and Intake Consent Release of Information providing they cover essentially the same information Attachment F Notice of Uses and Disclosures Intake and Consent Release of Information NW Social Service Connections Notice to Clients of Uses amp Disclosures Privacy Notice to Clients This notice tells you about how we use and disclose your private personal information It tells you about your rights and our responsibilities to protect the privacy of your private personal information It also tells you how to notify us if you believe that we have violated any of your rights or any of our responsibilities We are required by law to maintain the privacy of your private personal information We must follow the terms of this notice that are currently in effect We reserve the right to change this Notice at any time This Notice is not a legal contract If this notice is changed a copy of the revised notice will be available upon request or posted on our website You may request a copy of our notice at any time For more information about our privacy practices or for additional copies of this notice please contact us using the information listed at the end of this notice We will enter the informati
102. signed work duties e Agency Administrators or System Administrators only Private Home office on secure networks to provide system support as needed Requirements for Remote Access of NWSSC CMIS HMIS include e System security provisions will apply to all systems where NWSSC CMIS HMIS is accessed e User must certify compliance all NWSSC CMIS HMIS Policies Procedures and Agreements e User must follow all confidentiality and privacy rules e User must assure access only access for activities directly related to their job e Data downloaded for purposes of statistical analysis will exclude client identifiable information e All CMIS HMIS data electronic and hardcopy will be securely stored and or disposed of in such a manner to protect the information Application for remote access must be made by completing NWSSC CMIS HMIS Remote Access Agreement and submitting completed form to the Agency Administrator Upon receipt that Agency Administrator will review and confirm the need for applicant to have remote access The signed agreement will then be forwarded to the System Administrator for final approval The System Administrator will sign and retain the NWSSC CMIS HMIS Remote Access Agreement thus authorizing remote access for the identified user The System Administrator will advise both the Agency Administrator and the User that approval has been granted Violation of this or any NWSSC CMIS HMIS policy or agreement may result in the te
103. ssesecccecsescseseeeeecsseeeeaeeeeeeesesesaeaeseeecessesesaeaeseseesseeaaeaeeeeseesees 15 Deele 16 le EE 16 Client mer eege E 17 APR Annual Performance Report 18 APR CHE 20 Data Quality en EE 22 Length OF Stay Reports oh ettet test edicti oe e Reine e etd vsu eve tu e Dr AER end 24 le ef Ee Le OT 25 Fixing Broken Households HH ceccccecsssceecssececeeseecececseseeeeeseceessesececsessescessececessesecesseceseseeseseeaess 25 Changing program type cccsessscccccesesessesecececeeseseaeeeecscesseuseceeececeseaaeeeeeesceseesaaaeseeesseeseeaeaeeeeeesseeseneeas 26 Pointin mime WorkMOW e 27 Sheltered Cout ET 27 Urnsheltered C UNt cere tete er aaae e Rn t aE a T a aS 28 Running the PIT Reportin ART unctio eter aere ee vous seviewscdveveaacesisesteeizdee aedeaceesadetiats 29 Entering the PIT Count into HUD Exchange 30 Adiiinistrator Information EE 31 Important Notes Before Using ServicePoint sessi n nnns nnns 31 Resetting a user password in ServicePoint c cccccccesssssseceeececsssesneaecececssesesaesececscessesaeaeeeseseseseaeaeesesens 31 HUD Universal Data Elements UDES ccorarirsrrarinneriinnna ara 32 Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Appendix 1 WashCo HMIS Policies Procedures Forms 2011 Appendix 2 WashCo Notice to Clients of Uses Disclosures for Posting 2011 Appendix 3 User Agreement 2014 Was
104. sword protected screen savers that automatically turn on to mitigate the burden of shutting down the workstation when momentarily stepping away from the work area 11 5 18 Report any discrepancies in the use of the PHB CMIS HMIS system including without limitation access of information and entry of information to the Service Provider Key User or to the System Administrator 11 5 19 The User shall periodically when instructed by the Agency or System Administrator run and review audit reports making corrections to ensure data accuracy and completeness 11 6 Key User Agency Administrator Responsibilities 11 6 1 The Key User Agency Administrator shall observe all User Responsibilities 11 6 2 The Key User Agency Administrator shall use Agency NewsFlash only for distribution of CMIS HMIS information 11 6 3 The Key User Agency Administrator shall act as the first level of Service Provider administration and support in the CMIS HMIS system 11 6 4 The Key User Agency Administrator shall be responsible for the initial training of new Users in his her Agency 11 6 5 The Key User Agency Administrator shall regularly run and review audit reports to ensure policies are being followed by staff 11 6 6 The Key User Agency Administrator will be responsible for monitoring all User access within their own Agency 11 7 System Administrators Group 11 7 1 Is made up of at least 1 representative from each of the lead organizations of the NWSSC CMIS HMIS and
105. t the bottom of the screen 13 This will return you to your bedlist Click the name of the next family member to bring up the Unit Entry Data screen for that person 14 Scroll to Entry Data and complete the assessment for the family member When done click Save amp Exit at the bottom of the screen 15 Repeat steps 13 14 until the entry assessments have been completed for all family members 9 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Exits for Entry Exit Programs 1 Look up Head of Household 2 Under Entry Exit on the Summary tab or from the Entry Exit tab click the pencil next to the blank Exit Date 3 The Edit Exit Data window will open 4 Check the box next to the household type to select all family members 5 Indicate the date of exit the reason for exit note do not select anything ending in HOPWA unless your program is HOPWA funded and the destination 6 Click Save amp Continue 7 Update information on the Exit assessment to reflect the client s situation at exit and click Save For example if the client is leaving to subsidized housing and now has a job the exit should reflect that they are no longer homeless have income and have a voucher Note use Add Household Data on the exit screen to update the housing and homeless status of all family members just like you do at program entry 8 When done click Save and complete the exit assessment for all family members l
106. ted relationship to Head of Household and date they entered the household 8 Review the HH composition to determine the error 9 Edit as described above in Adding Household Members to a Household and Adding Family Members to an Entry 10 Once the HH has been fixed run an Entry Exit report to verify the change as described in Entry Exit 25 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Changing program type When a client is accidentally entered into an incorrect program type the program type needs to be changed to the correct type to show up properly in reporting 1 In the client record click on the edit pencil to the left of the project Entry Date 2 Click Save and Continue 3 At the top under the Type drop down select the correct project type 4 Click Update 5 Scroll to the bottom and click Save and Exit 26 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Point in Time Workflow The Point in Time PIT count is an annual process by which the CoC collects data on all clients considered homeless on the third Wednesday in January The process is standardized for the whole state of Oregon and each CoC collects their individual data and submits it to the HMIS lead for the implementation currently this is Wendy Smith at the Portland Housing Bureau There are two types of homeless that are counted sheltered and unsheltered The process for counting each is
107. the goal agencies aspire to in their efforts to ensure that personnel are aware of and take steps to comply with relevant laws and regulations ROI Release of Information includes both ROI paper form and electronic transaction for ROI electronic release only S C Shelter Plus Care SEA City of Portland Service Efforts and Accomplishments ServicePoint is the City of Portland NWSSC Connections software of choice for HMIS CMIS ServicePoint is a product of Bowman Systems Shreveport LA ServicePoint is a web based management information system that allows agencies coalitions and communities to manage real time client and resource data ServicePoint provides client service and referral tracking case management agency and program indexing and reporting o ClientPoint A module in ServicePoint that allows Users to enter edit view or print Client information Additionally ClientPoint offers features such as building and tracking family relationships restricting Client records and conducting case management o ServicePoint A module that allows you to add new service items update status send and receive referrals and view a Client s service history unless restricted The result is a thorough understanding of a Client s situation and providing Clients quicker access to appropriate services o ShelterPoint A module specifically designed to provide housing providers an efficient method of managing inventory viewin
108. tly related to their job These approved remote locations include 10 9 1 1 Private Home office to provide system support as needed 10 9 1 2 Community Agency offices to support agency use of the system 10 9 1 3 Private Hotel Rooms on secure networks when providing services while in the field 10 9 1 4 Training Centers when providing services in the field 10 10 Remote Access In special circumstances access from remote locations may be permitted after application and approval by Agency and System Administrators 10 10 1 The ServicePoint Remote Access Agreement must be completed and submitted for approval 10 10 2 The Agency Administrator must review the need for remote access and investigate other options 10 10 3 If no other valid options are available the Agency Administrator must approve in writing remote access for a user 10 10 4 Once remote access agreement has been approved and signed by the Agency Administrator a copy will be filed with the System Administrators for final approval 10 10 5 Remote Access is subject to change at the NWSSC System Administrator s discretion 10 10 6 Agency and System Administrators will periodically audit all remote access 10 11 Public Key Infrastructure PKI 10 11 1 When a computer is used for ServicePoint the Service Provider is responsible to contact the System Administrator for the PKI Certificate password and installation instructions 10 11 2 When a computer is no longer used for
109. ude Service Shelters from ES Data No 29 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual 2 Once report is run there are things to look for a Using the Tab C Client Detail Tab review your client list and either enter or exit clients so the report is accurate b Correct any key missing data c Review your Program Type is it correct d Using the Tab E Additional Information Tab review your counts do the households make sense In other words if you are a singles only shelter were there families entered e Review your counts how does this number compare to your capacity Entering the PIT Count into HUD Exchange Once the information has been reviewed and the HMIS Administrator has determined it is accurate the data is entered into the HUD Exchange http www hudhdx info Default aspx home If the HMIS Administrator does not yet have an account with the HUD Exchange one must be created following the steps on the webpage 1 In the HUD Exchange click on PIT in the upper left This will take you to the PIT data entry page 2 Enter the data as is appears in the ART report and submit when finished 30 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Administrator Information As an HMIS administrator there are specific tasks and concerns which are important to understand Important Notes Before Using ServicePoint An administrator has access to aspects
110. ue 6 You will then be at the Entry Exit Data window 7 Complete the Entry Assessment for the Head of Household Answer all questions to the best of your ability with the information you have Remember that Don t Know and Refused means the client does not know or refused to provide the information not that you do not know it or didn t ask a All questions in red need to be answered every time as they apply to Documented HUD information Any Data Not Collected Incomplete or blank null response counts against your program and the continuum of care If you are a HUD funded program these questions must be asked upon project entry In other words if your client self reports alcoholism but has no documentation and you receive HUD dollars then you need to answer No to the main disabilities question and No to all the questions inside the sub assessment If the client can produce a document showing that his disability is HUD Certifiable then enter a Yes for both the main question prior to entering the sub assessment and under the HUD verification for that disability and a No for all the rest Any sub assessment question or main question preceding a sub assessment for which there is not documentation needs to be answered with a No b When completing the four sub assessments Income Non cash Disability and Insurance the easiest way to enter the data on a client for whom the data has not previously been entered which will be obvious due to
111. ults include households composed of at least two persons one of whom is an adult and one is a child Households with only children are composed only of persons age 17 or under including unaccompanied youth adolescent parents and their children adolescent siblings or other household configurations composed only of children Household without Children A household that does not include any children including unaccompanied adults multiple adult households and pregnant women not accompanied by other children For the purposes of reporting households without children that contain multiple persons should be counted as one 1 household without children KNAC Key Not A Card Leaver refers to clients who exited and were not in the program on the last day of the reporting period MFI Median Family Income NWSSC Northwest Social Services Connection OTIS Outside Transitions into Stability PHB Portland Housing Bureau Privacy Notice Notice to Clients of Uses amp Disclosures Provider Provider Programs Organization or Agency and the assistance programs they operate PSDE Program Specific Data Element PSH Permanent Supportive Housing NWSSC CMIS HMIS Page 20 of 35 Legal Review 12 28 2010 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement Regulatory compliance Do the provider and its users comply to Data Standards and Policies and Procedures Regulatory compliance describes
112. um of Care HUD funds answer no if your program does not receive funding through the Continuum of Care If unsure check with Annette Evans d CAA Lead Agency CAO Washington County e OHCS State Program ID and OHCS State Program ID2 Find the name of your agency or shelter in one of these two lists If your agency shelter is not listed please notify me so it can be added You should have a program selected only in one of these two boxes not in both f Program Type select the appropriate program type g Current County of Residence Washington h City Not required for the Washington County homeless count but you are welcome to type in the name of the city where the family is residing 8 When all done click Save amp Exit 9 Go to the first member of the next household on your list and repeat these steps Continue until this process has been done for everyone in your emergency housing programs the last Wednesday of January Unsheltered Count For those clients who are not receiving services from a shelter on the date of the PIT there is a different protocol that must be done correctly in order to be counted The unsheltered count is usually done by Community Action Org in association with outreach workers from HomePlate and Luke Dorf Inc Those trained will conduct outreach using a paper copy of the One Night Homeless Count assessment and this data will then be entered as follows Washington County Community Corrections and Washin
113. ve amp Exit at the bottom of the Household Data Sharing window This will copy commonly shared information to all selected household members 14 You will then be returned to the Entry Exit Data window Click on the next family member listed on the left side of the screen under Household Members This will bring up the entry assessment for that person 15 Complete the assessment for that family member Once this is completed for all family members click Save amp Exit 7 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Entry Data for ShelterPoint Check In Programs 1 After creating the household as explained in Part 1 go to ShelterPoint and select your shelter and bedlist Then click Client Check In 2 Click on the bed you will assign to the Head of Household Search for your client or enter the client ID number 3 Click the green plus next to the client s name to assign them the bed 4 You will then be in the Unit Entry Data screen for the Head of Household 5 At the top of the screen indicate the check in date and time for the household note it will default to the current date and time 6 Scroll down to Household Members a Click Assign Unit to assign a bed to each member of the household b Check off all household members to include them in the check in 7 Scroll down again to Entry Data and complete the assessment for the Head of Household Complete the Entry Assessment for the Head
114. w Household window will pop up Indicate the household type on the drop down at the top of the page If itis a single person household scroll to the bottom and click Continue If there are additional household members repeat steps 2 4 to search for and then add all of the members of the household Once finished adding all household members click Continue 7 You will now be in the Household Information window Set Head of Household to Yes for the Head of Household and then indicate the relationship the other members have to the Head i e son daughter wife husband etc 8 Set the Joined Household Date to a date equal to or prior to the family s entry to your program easy way to do it use the first of the month of their program entry 9 When done click Save amp Exit 10 You will then return to the Summary or Households tab and you should see the household members listed 5 Page Released 9 23 15 Version 1 0 CoC OR 506 ServicePoint HMIS User Manual Entry Data for Entry Exit Programs 1 Under Entry Exit on the Summary tab or on the Entry Exit tab click Add Entry Exit 2 At the top of the Entry Data screen check the box next to the household type to include all family members in the entry 3 Select the Entry Provider and Entry Type note entry type depends on program funding check with your program manager CoC lead HMIS administrator if you are unsure 4 Enter the entry date and time 5 Click Save amp Contin
115. y request by an individual for correction of inaccurate or incomplete PPI pertaining to the individual The CHO is not required to remove such information but they may mark such information as inaccurate or incomplete or supplement such information 15 10 The CHO must require each member of its staff including employees volunteers affiliates contractors and associates to sign annually or otherwise a confidentiality agreement that acknowledges receipt of a copy of the privacy notice and that pledges to comply with the privacy notice 15 11 The CHO must require each member of its staff including employees volunteers affiliates contractors and associates to undergo annually or otherwise formal training in privacy requirements 15 12 The CHO must establish a method such as an internal audit for regularly reviewing compliance with its privacy notice 15 13 The CHO must establish an internal or external appeal process for hearing an appeal of a privacy complaint or an appeal of denial of access or correction rights 15 14 The CHO must protect CMIS HMIS system from malicious intrusion behind a secure firewall 15 15 The CHO must secure any paper or other hard copy containing PPI that is either generated by or for CMIS HMIS including but not limited to report data entry forms and signed consent forms NWSSC CMIS HMIS P amp P Page 17 of 35 Legal Review 12 28 2010 Revised 02 02 2011 Released 02 02 2011 Washington County Oregon Continuum o
116. y the Washington County Department of Housing Services WCDHS and OrgName Business Associate A WCDHS and Business Associate are parties to a Business Associate Agreement and or one or more Agreements containing assurances from WCDHS and Business Associate about the safeguarding of Protected Health Information PHI disclosed to created by or received by Business Associate in the course of Business Associate s providing services to Business Associate Clients As used herein Business Associate Agreement shall mean each of the Agreements described in the preceding sentence B The parties desire to amend each Business Associate Agreement to include assurances from Business Associate concerning electronic PHI as required by the Security Standards 45 CFR parts 160 162 and 164 promulgated pursuant to the Health Insurance Portability and Accountability Act C Except as expressly provided below capitalized terms used herein shall have the meaning given them in the Business Associate Agreement Now therefore the parties agree as follows 1 Amendment of Business Associate Agreement Each Business Associate Agreement shall be amended to include the following provisions Compliance with Security Regulations Beginning no later than April 21 2005 and continuing thereafter with respect to any electronic PHI that Business Associate creates receives maintains or transmits Business Associate shall a Implement administrative safegua
117. y time monitor compliance NWSSC CMIS HMIS Page 28 of 35 Legal Review 12 28 2010 Released 01 12 2011 Washington County Oregon Continuum of Care Agency Participation Agreement Attachment E NW Social Service Connections CMIS HMIS and HIPAA NW Social Service Connections CMIS HMIS is not a HIPAA covered entity and therefore not subject to the rules and regulations of HIPAA HIPAA covered entities may participate in NW Social Service Connections CMIS HMIS HIPAA is the Health Insurance Portability and Accountability Act of 1996 A Federal law that allows persons to qualify immediately for comparable health insurance coverage when they change their employment relationships Title Il Subtitle F of HIPAA gives HHS the authority to mandate the use of standards for the electronic exchange of health care data to specify what medical and administrative code sets should be used within those standards to require the use of national identification systems for health care patients providers payers or plans and employers or sponsors and to specify the types of measures required to protect the security and privacy of personally identifiable health care information Also known as the Kennedy Kassebaum Bill the Kassebaum Kennedy Bill K2 or Public Law 104 191 http www hhs gov ocr privacy hipaa administrative securityrule index html HMIS Homeless Management Information System CMIS Client Management Information System A Homeless Managem

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