Note: We are in the process of updating administrative documents to reflect the new system administrator and lead agency. Thank you for your patience.
This document explains the purpose, practices and policies of Minnesota’s HMIS as it relates to privacy, security, and data quality. It also lays out the expectations for partner agencies and the governance structure.
This document defines the obligations, responsibilities and policies of all parties as related to the formation and ongoing duties of Local System Administrators (LSAs). It also reviews State System Administrator (SSA) responsibilities and defines the relationship between LSAs and the SSA.
The Local HMIS Data Use Administration Agreement is the agreement between Agencies and the Local System Administrator.
The Project Descriptor Elements Form is for new agencies and agencies with new projects. This form is filled out by the agency and returned to the State System Administrator so that the appropriate providers can be created in the database.
This form underwrites the legal relationship between an agency and the State System Administrator with Bowman Systems as it relates to HMIS responsibilities. Agency Agreements must be completed by new agencies. This document is signed by the agency’s executive director. HIPAA-covered agencies also need to complete a Business Associates Agreement.
HMIS User Documents
The Training Policies document outlines the training requirements and prerequisites for those preparing to take the HMIS New-User training and a description of ongoing training provided by Minnesota’s HMIS.
This form outlines the policies related to collecting, entering and viewing data in ServicePoint, as well as laying out the code of ethics. This form is completed and signed by all HMIS Users before gaining access to the database.
Intake Documents for Clients
Use this Release of Information, unless you are a HIPAA covered or MGDPA (Minnesota Government Data Practice Act) covered agency.
This form is for clients to submit a confidential formal grievance about the way their personal and private data has been used with Minnesota’s HMIS. The Partner Agency must make Minnesota’s HMIS Service Recipient Grievance Form available to clients upon request. The Partner Agency and the Lead Agency are prohibited from retaliating against clients for filing a complaint.
The ROI states that “a copy of the current list of participating agencies is available upon request.” Please make this document, updated monthly, available to clients upon request.
A brief handout that you can make available to clients to explain what HMIS is. This version is formatted in black and white for printing. A color version is available on the About HMIS page.
Use this Release of Information if your agency is covered under Minnesota Government Data Practices Act (MGDPA).
Use this Release of Information for HIPAA covered agencies.
This document must be posted and viewable by clients at intake to provide information on their rights and HMIS policies related to personal data.