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Orange County HMIS

HMIS Client Record Requests

Background

Clients in OC HMIS have the right to review a copy of their data as entered in HMIS. Upon request, the client will receive the Client Record Request Dashboard, includes the data on the client’s Profile screen, the client’s Release of Information, the client’s enrollment history in any projects that participate in OC HMIS, and a list of all client documents uploaded into HMIS. ​​​​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 or other circumstances as required by law.

Dashboard Overview

Below is an overview of each section in the Client Record Request Dashboard. The client has the right to edit some data in their HMIS record. Please reference each section for details on whether or not that data can be edited. If the client is reviewing their dashboard with the agency in person, they may request edits to their HMIS record during that meeting. If the dashboard is sent to the client, the client may contact any agency they have been served by in OC HMIS to edit their record.

  • Client Profile
    • This is the client’s basic demographic information stored in HMIS. Clients may request an update to any data in this section.
    • All fields after Veteran Status are only answered if the client is a veteran. The ‘Theatre’ questions are referring to which Theatre of Operations, or international conflict, the client participated in.
  • Enrollment History
    • This is a list of all of the enrollments the client has had at agencies in Orange County that participate in HMIS. This section is informational only, and cannot be edited.
  • Release of Information
    • This section provides information on the Release of Information (ROI) that has been collected from the client.
    • This section includes the agency that collected the ROI, the date it was collected, the date it expires, and the type of documentation collected for the ROI.
    • If the Permission field is Yes, the client record is being shared with agencies with access to HMIS. Review the Agencies with Access to HMIS screen for a current list of agencies with access to OC HMIS. If the client does not want to share their record in HMIS they can complete the Client Revocation of Consent Form and submit it to any agency they have been served by in OC HMIS.
    • If the Permission field is No, the client’s record is not being shared with agencies that have access to HMIS. Only agencies where the client has been served can see their HMIS record. If the client agrees to share their record with agencies participating in HMIS they can complete the Consent to Share Protected Personal Information form and submit it to any agency they have been served by in OC HMIS.
  • Client Documentation
    • This is a list of the documents that have been uploaded into HMIS on the client’s behalf. If the client would like documents to be deleted from HMIS, please inform any agency that has served the client in OC HMIS, and they will contact 211OC for guidance. Some documents cannot be deleted because they are required to confirm program eligibility.

Client Record Request Process

  • Clients can request their record from agency participating in OC HMIS that they have been served by in the past. 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.
  • At the time of the request, the agency and the client will determine how the client will receive their dashboard.
  • The agency will contact 211OC to request the client’s dashboard.
  • After receiving the dashboard from 211OC, the agency will provide the dashboard to the client as previously discussed. An agency employee is required to review the dashboard with the client upon request.

Protecting Client Privacy

This dashboard 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 dashboard 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 dashboard is printed for the client’s review, the dashboard should be shredded once the client reviews the dashboard and discusses any data with the agency. The agency will shred the dashboard at the client’s request. It is not recommended that the client keeps the dashboard, as the dashboard contains sensitive client information. If the client chooses to keep the dashboard it should be stored in a secure location like a locked filing cabinet.
  • If the client receives an electronic copy of their dashboard and chooses to save the file on their device, the file should be password protected or otherwise encrypted.
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