Client Consent Form for Data Sharing (ROI)

Before entering any client information into HMIS, staff must provide the client with the Standard Agency Privacy Policy and review the HMIS Client Consent Form for Data Sharing. The form explains how client data may be used and shared, and the client selects one sharing option. 

• Each New Agency Enrollment should have a corresponding Consent Form documented.
• The most recent ROI documentation is what is considered to be the client's current consent choice.

Because data sharing in the HMIS is an important aspect of the coordination of care within the CoC, providers play an essential role in educating clients about what and why data is collected in the system.

Here are a few main points from the consent forms that providers should make sure clients understand:

1. How data may be used: 

   To determine program, service, and/or housing eligibility; to coordinate care; to meet government and funder reporting obligations; to understand and improve the homeless response system; and for data analysis, community reporting, or academic research, as further described in the Standard Agency Privacy Policy.

2. Data protection: 

   All organizations that use HMIS must comply with the Standard Agency Privacy Policy. Staff sign agreements to protect client privacy and follow applicable state and federal laws; HMIS meets industry‑standard security requirements.

3. Access to information: 

   Clients may obtain an electronic or paper copy of their HMIS information upon a written request.

4. Changing consent: 

   Clients may change or revoke their consent at any time by completing and signing a new consent form. Changes apply going forward; information already disclosed may be subject to redisclosure.

5. Adults and minors: 

   Clients 18 and over sign their own consent. If a client has children under 18, the parent or legal guardian chooses each child’s sharing option and signs a separate consent form for each child.

6. Sensitive health information: 

   Some information (e.g., certain health categories) may require additional authorization under HIPAA and/or Illinois law. Agencies may request extra forms when needed.

7. Skipping questions: 

   Clients may skip questions on the intake even if they choose to share, though this can sometimes make it more difficult to receive services for which they may be eligible.

    

Data sharing options:

The client data sharing options are streamlined to 3 options:

A. Full Sharing 

• The client chooses to have their information entered into HMIS and shared with all organizations that use HMIS. This supports coordination across providers, reduces repeat intakes, and allows participating organizations to contact the client about housing opportunities if they become prioritized.

B.  Limited Sharing

• The client chooses to have their information entered into HMIS and shared only with: your organization, HMIS system administrators, and the Coordinated Entry team. This may limit access to some services and means the client may need to re‑disclose information when seeking services elsewhere. 
• For survivors of domestic violence and/or human trafficking, staff should automatically set sharing to Limited.

C. No Sharing

• The client chooses not to have their information entered into HMIS. As a result, your organization may not be able to offer as many services, though it will provide as many emergency services as it is able; the client may not be eligible for certain housing or service opportunities that rely on HMIS data.
• DFSS Funded - In instances when individuals do not consent for their data to be entered, shelter staff should still serve people. If there are more than 1-2 people at a time who are being served in the shelter who are not in HMIS, the provider should notify DFSS so this can be factored into DFSS’s review of their bed utilization.
  • This notification can be provided to DFSS as it occurs, or in conjunction with reporting to DFSS about utilization or submitting quarterly data.

• Unaccompanied minors' records must be locked, regardless of their selection.

• Clients with extenuating situations, such as domestic violence or human trafficking, must have their profile locked to protect their identity.

   

Data sharing options:

Use the “Relationship of person signing if not self” section of the form when the signature is not the client’s. Select one of the following:

1. Parent or Legal Guardian
   Use when the client is under 18. The parent or legal guardian selects the child’s sharing option and signs on the child’s behalf. (Complete a separate consent form for each child in the household.)
2. Organization Staff (verbal consent)
   Use when the client cannot physically sign (e.g., phone or virtual intake, accessibility needs). By signing as Organization Staff, you are attesting that:
   1. you read the entire consent form to the person giving consent, and
   2. the person gave oral consent authorizing you to sign the form on their behalf.

Encourage clients to consent to sharing their information within the CoC when appropriate:

• Choosing to share their information within the CoC (Full Sharing):
  • Enables easier coordination across providers, reduces duplicate intakes, and helps identify other services and housing opportunities for which the client may be eligible.
  • If the client becomes prioritized for housing, participating organizations may be notified and can contact the client about the opportunity.
  • Global Visibility: For clients who choose to share, new data entered on or after February 3, 2026 (e.g., client, demographics, entry/exit, notes, files, needs/services) is viewable across the CoC according to configured settings improving real‑time coordination. Data entered before February 3, 2026 keeps its existing visibility.
  • Where assessments are configured for shared (dynamic) visibility, the most recent visible answers can pre‑fill, reducing repeat questions during intake and updates.
• Choosing to limit sharing (Limited Sharing):
  • Information is shared only with your organization, HMIS system administrators, and the Coordinated Entry team. This limits cross‑agency coordination and may require the client to re‑disclose information when seeking services elsewhere.
  • Some Global Visibility benefits (broader cross‑provider access to new entries/assessments) are reduced because fewer providers can see the client’s information.
• Choosing not to share (No Sharing):
  • No information is entered into HMIS. Your organization will provide as many emergency services as it is able; however, the client may not be eligible for some housing or service opportunities that rely on HMIS data.