To protect clients' privacy according to their preference or circumstances, their HMIS record can be locked to limit the number of agencies and users that have access to it.
This article covers:
When to Lock Records
According to their Release of Information responses:
a. Release of information: Options B or C
b. Supplemental: Does not agree to share disability Information
or if the client is
- fleeing or attempting to flee a domestic violence or human trafficking situation
- self-reports as being HIV/AIDS positive
- is an unaccompanied minor
Step 1: Adjust the ROI documentation
When records need to be locked due to the following, their ROI documentation should be updated to be consistent:
- fleeing or attempting to flee a domestic violence or human trafficking situation
- self-reports as being HIV/AIDS positive
- is an unaccompanied minor
If the client reports one of the above circumstances during the initial assessment, then users must go back to their ROI and change their documentation to B, if it is not already:
If the client reports one of the above circumstances in an interim/update and their ROI does not already reflect option B, then users must add an end date to their old documentation and add a new entry to reflect the new ROI.
Step 2: Adjust the Visibility Settings
 |
Green and unlocked/open | SHARED with other agencies |
 |
Red and locked/closed | NOT SHARED with other agencies |
 |
Red and locked/closed with exceptions |
NOT SHARED with other agencies SHARED with agencies on the Visibility group list |
- Click on the lock icon.
- The Client Visibility window will appear. Click on the red circle with the minus sign to take away data sharing.
- Click Exit and the record is now locked.
Restrictions on record locking
If you see "***Restricted*** or cannot lock the record for any reason, please contact the Helpdesk to lock the record for you. To expedite your request, please make sure you have already updated their ROI documentation upon request.