Correctly Documenting a Consented ROI in HMIS
Documentation Requirements
For the purpose of this article, reference to an ROI is the ROI clients sign in order to release their data be shared statewide within HMIS. Two things need to happen to correctly document a consented ROI in HMIS. These steps are the responsibility of the agency creating the client record.
Alias field should say "SHARED"
Complete the Date of ROI Consent field
Optional: Adding ROI information to the ROI tab is for agency use only. Agencies can decide whether or not to use this tab to document ROI status
Whoops! I didn't do that for clients I've created. What should I do now?
Run the ROI Clean Up Report located in ART located under Public Folder-SSA Report Gallery-Data Quality Tools-Provider Reports. To ensure you have properly documented a consented ROI, this report identifies every client created by a selected provider since 10/3/2016 (the day Minnesota's HMIS started sharing client records statewide). See page 4 for instructions.
Confirm proper documentation of a consented ROI for all clients that have released their data to be shared statewide in HMIS. Data entry instructions can be found here.
When did this change happen? Did I miss something?
Prior to statewide data sharing that launched on October 3, 2016, current HMIS users were required to watch the Statewide Data Sharing in Minnesota video training. In our training, we instructed you to add a consented ROI to the ROI tab. However, the ROI tab is only visible to the agency creating the client (which we regretfully discovered in the middle of October), so we needed to use an alternate mechanism that will allow all agencies participating in statewide data sharing to assure that an ROI has been signed for the clients you serve who have shared records. We sent a News Alert on October 18, 2016 with written instructions and an explanation of this data entry change. This email is to serve as a reminder as you may have missed that communication.
Still have other ROI questions?
Read answers to our FAQs or contact the HMIS Helpdesk at mnhmis@icalliances.org.