Client Profile

The Client Profile tab of their record contains data elements that should not change about a client and ensures their unique identification:

1. *Name
2. *Social Security Number
3. Veteran Status
4. Sex
5. *Date of Birth/Age
6. Race and Ethnicity

*These questions have Data quality questions that indicate the credibility of the information entered.

To ensure that each client profile is accurate, agencies must work together to review and correct any data found to be inconsistent with what clients are self-reporting. 

Name:

• HMIS records should use a client's full legal or preferred name whenever possible to support our ability to identify unique records.
• Generally, there is no requirement to verify that the provided name matches their documentation.
• However, there are some funders that do require participants' full legal name.

*Name Data Quality: 

Select the option that best describes the Name provided by client:

• Full name reported
• Partial, street name, or code name reported
• Client doesn’t know
• Client prefers not to answer
• Data not collected

Social Security Number (SSN): 

SSN data also support unique identification of records.

• Programs and funders may have their own data collection requirements:
• PATH, CoC, & ESG-funded projects are only required to collect the last 4 digits of the SSN
• HUD reporting utilizes the Social Security Administration rules for a valid SSN:

• For all SSNs	Cannot contain a non-numeric character (excludes any vendor-designated placeholder characters) The third group / last four digits must be present and cannot be “0000”
  When the first three digits are present (XXX-XX-XXX)	First three digits cannot be “000,” “666,” or in the 900 series
  When the fourth and fifth digits are present (XXX-XX-XXX)	The second group / 4th and 5th digits cannot be “00”
  When all nine digits are present	There cannot be repetitive (e.g., “333333333”) or sequential (e.g., “345678901” “987654321”) numbers for all 9 digits

*SSN Data Quality: Select the option that best describes the SSN provided by client:

• Full SSN reported
• Approximate or partial SSN reported
• Client doesn’t know
  • Select this option when clients do not have an SSN.
• Client prefers not to answer
• Data not collected

U.S. Military Veteran: 

Indicate whether the client has spent any time in the US Armed Forces

• This data is used for eligibility for VA programs and data analysis of veterans experiencing homelessness
• Veteran status is not dependent on discharge status for HMIS and PIT purposes.
• Possible questions to support accurate data collection:
  • “Have you ever been on active duty in the military?”
  • “Were you disabled during a period of active-duty training?”
  • “Were you ever called into active duty as a member of the National Guard or as a Reservist?”

Sex:

• Starting October 1st, 2025, the Sex field will be a new major data element for all clients and can only be accessed through the Client Profile, not the assessment.
• Per HUD & various federal executive orders, Sex is defined as "an individual’s immutable biological classification as either Male or Female"
• Previously utilized Gender data element is a different and distinct concept, and therefore will not be mapped to the new Sex field.
• Available options:
  • Male
  • Female
  • Client doesn’t know
  • Client prefers not to answer
  • Data not collected

Date of Birth/Age

• Age is automatically calculated using the provided Date of Birth, but using the client' age may also be useful in calculating an approximate DOB, should the client be unable to provide.
• Date of Birth is can also be found in all Entry Assessments

*Date of Birth Type: Select the option that best describes the day of birth provided by client:

• Full DOB reported
• Approximate or partial DOBreported
• Client doesn’t know
• Client prefers not to answer
• Data not collected

Race and Ethnicity: 

Select the client’s self-identification with one or more different racial and/or ethnic categories

• This question can also be found in all Entry Assessments
• Functionality is multi-select. Holding the CTRL key your keyboard allows for multiple selections
• Clients that identify as non-Hispanic/Latina/o will not need an additional response selected to reflect that.
• Additional Race and Ethnicity: Text box to provide additional, but optional detail.
• The following lists and describes the responses that are available*:

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