Background
This page is meant for clients that are interested in learning more about the Client Record Request process. Participating Agencies should review the Client Record Request knowledge base article for more information on how to handle Client Record Requests that are received from clients.
Clients in OC HMIS have the right to review a copy of their data as entered in HMIS. Clients requesting specific information from their HMIS record may work directly with a Participating Agency to obtain that information. Clients that want to receive their full HMIS record may work with an Agency Administrator at any Participating Agency to submit a Client Record Request Form. Agency Administrators are responsible for submitting the Client Record Request Form to the HMIS Lead on the client’s behalf.
No client shall have access to another client’s data for any reason, except for parents or guardians of a minor requesting their minor child’s records. No data that can be used to identify a client, like name, date of birth, SSN, etc., will be released to any person, agency, or organization not participating in HMIS for any purpose without written permission from the client, with the exception of subpoenas, academic research purposes, circumstances outlined in the OC Privacy Notice, or other circumstances as required by law.
Client Record Request Overview
Clients may request any or all types of data listed below. Case Notes are not provided to clients through this process, but may be provided at each Participating Agency’s discretion. For more information on the data provided, please review the Client Record Request Form Documentation.
- Client Record Request Dashboard – Demographics, Release of Information, Enrollment History, Contact Information, and Uploaded Documents
- Client responses to assessments completed at entry, exit, or at anytime during their enrollment
- Data collected by a Service Provider regarding the client, including Services, Public Alerts, and Locations
- Coordinated Entry data, including status, history, and events
Client Record Request Process
- Clients can request their record from any agency currently participating in OC HMIS. Clients should not contact 211OC directly unless they have requested their record from an agency and were denied. In this case, the client should submit a grievance to 211OC.
- If the agency determines that they cannot provide all data the client is requesting, they will submit the Client Record Request Form to 211OC.
- At the time of the request, the agency and the client will determine how the client will receive their requested data.
- After receiving the requested data from 211OC, the agency will provide the data to the client as previously discussed. An agency employee is required to review the requested data with the client upon request.
Protecting Client Privacy
Client Record Requests may include sensitive client information, like name, SSN, and where the client is currently staying. Clients are recommended to follow the procedures below to ensure their information remains secure.
- The request should only be discussed in a private location where the client’s information cannot be overheard by other clients or members of the public.
- If a copy of the requested data is printed for the client’s review, it should be shredded once the client reviews and discusses any data with the agency. The agency will shred the requested data at the client’s request. It is not recommended that the client keeps the requested data, as it contains sensitive client information. If the client chooses to keep the requested data it should be stored in a secure location, like a locked filing cabinet.
- If the client receives an electronic copy of their requested data and chooses to save the files on their device, the files should be password protected or otherwise encrypted.