After you have received the client's consent form, you will need to input their consent form in HMIS.
This process is done through creating records in the Release of Information (ROI) tab.
An explanation on how to do document a client's consent form in HMIS can be found here for further guidance, but below are some questions we have come across as it relates to documenting consent in HMIS.
When should a record be locked?
A client's record should be locked when option B or C are selected on the Client Consent Form for Data Sharing. Option B allows a client to share data as a locked file and option C denies all data sharing.
In addition, if your client is fleeing domestic violence or is diagnosed with HIV/AIDS, you should lock their record.
What if my client refuses to sign the client consent form?
If a client refuses to sign their client consent form, please indicate on the client's paper copy that they had refused to sign the form, date, and have an agency member sign the document.
This client's ROI in HMIS will be treated as if they have selected option C (Do not share).
My client has chose option B/C, how do I lock the record?
I do not see a "Consent" tab in HMIS, where do I document my client's consent form?
To document your client's consent for in HMIS, you will be using the "ROI" tab (Release of Information).
In this tab, you will be creating up to 3 records to fully documents everything on the client's consent form. We have a guide on how to document your client's consent form.
When creating an ROI record, it asks "Release of information granted?", what do I answer?
Release of information will always be yes, with the exception of when the client chooses option C (which is that they refuse to share data at all).
What does it mean if I am restricted from locking a client record (editing a visibility group and removing Global)?
If a user is restricted from locking a client record that means the record is in use by another provider and the HMIS team will need to lock the record. Email HMIS@allchicago.org and provide the client's HMIS ID number to request that it be locked.