System-Wide Documents
The HMIS Policies outline the practices of Minnesota’s HMIS as they relate to privacy, security, and data quality. They also lay out the expectations for partner agencies and the governance structure.
The Participating Agency List documents which homeless service agencies are currently participating in Minnesota’s HMIS. Agencies must provide this list to clients upon request.
ICA, in its role as Minnesota’s HMIS Lead Agency, maintains a technical support process that meets the expectations laid out in the HMIS Lead Standards document available on the HUD Exchange website.
Agency-Level Documents
The Provider Request 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 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.
This form is an agreement between agencies and their Continuum of Care (CoC) and/or the CoC’s designated Local System Administrator (LSA). The agreement covers the sharing of information entered into Minnesota's HMIS for the general purpose of administration and system-related data use.
This document must be posted and viewable by clients at intake to provide information on their rights and HMIS policies related to personal data.
User-Level Documents
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.
This agreement grants HMIS end users at one agency the ability to enter data and pull reports on behalf of another HMIS-participating agency.
Client Intake Documents
Use this release of information, unless your agency is covered by Health Insurance Portability and Accountability Act (HIPAA) or Minnesota Government Data Practices Act (MGDPA).
Use this release of information if your agency is covered under the Minnesota Government Data Practices Act (MGDPA).
Use this release of information if your agency is covered under the Health Insurance Portability and Accountability Act (HIPAA).
Looking for the HMIS ROI in a language other than English? Versions in Spanish, Somali, Hmong, Russian, and Karen can be found on the HMIS Release of Information page.
This handout can be made available to clients to explain what HMIS is. Click here to view a full color version of the handout.
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.