Documenting Client Consent in HMIS - ROI

Before entering any data in the HMIS, Providers must obtain consent and document a Release of Information in the client's profile. 

This article walks through the step-by-step guidance of how to document the ROI in the HMIS

Step 1: Add a Release of Information (ROI) through the Summary or ROI tab. 

Step 2: Complete Release of Information fields

1. Household Members: Select the appropriate household members for each ROI. This will create the same ROI entry at each of their profiles.
   • See this article to configure available options: Households
   • 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.
2. Provider: Because data is shared to your agency as a whole, this field should be and already automatically list your agency. 
3. Release Granted: This is dependent on the Documentation.

4. Start Date: The day the client signs the form.
5. End Date: Take the Start Date and add three (3) years. Though the consent form does not have an expiration date, this is required. 
   • Although their choice does not expire, upon the expiration date, providers should re-confirm the user's choice and create a new entry with their choice. 
6. Documentation: Select the data sharing option chosen by the client in their consent form. 
   • Reminder that clients that choose "No Sharing," should have no data entered in the system: How to Address “No Sharing” Consent
   • Lock client records that choose "Limited Sharing" or are experiencing extenuating circumstances: 
     • fleeing or attempting to flee a domestic violence or human trafficking situation
     • self-reports as being HIV/AIDS positive
     • is an unaccompanied minor
7. Witness: Whomever signed the witness section on the form.

Step 3: Once all fields are filled, click Save Release of Information.

Questions? Contact the HelpDesk