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:

1. When to lock records
   • Adjusting the ROI documentation
2. Visibility Settings
   • How to Lock a Client Record
   • Adjusting Provider Visibility
3. Restrictions on record locking

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

1. fleeing or attempting to flee a domestic violence or human trafficking situation
2. self-reports as being HIV/AIDS positive
3. is an unaccompanied minor

Adjusting 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. 

Visibility Settings 

The client's profile visibility settings can be determined on the top right corner of the profile, with following lock icons

Icon	Description	Visibility Setting
	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

How to Lock a Client Record

1. Click on the lock icon.

2. The Client Visibility window will appear. Click on the red circle with the minus sign to take away data sharing.

3. Click Exit and the record is now locked or closed with exceptions.

Adjusting Provider Visibility

If the client has other enrollments, make sure to add the other providers to ensure that they maintain visibility to the record as necessary.

1. 1. Review the client's enrollments.
      • Each provider must be added to the Visibility Group.
      • The main provider should be added, not the project. The provider is the first part of the program name.
   2. In the Client Visibility window, click "Add Visibility Group"
   3. Search for the Provider's name
   4. Click the plus icon (⊕) to add

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.