HMIS

A Homeless Management Information System (HMIS) is a local information technology system used to collect and confidentially aggregate client-level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness. Each Continuum of Care is responsible for administering HMIS software that complies with HUD's data collection, management, and reporting standards. 

The Washington County, Oregon Continuum of Care is a partner in NW Social Service Connections (NWSSC), an administrative entity that governs HMIS for a multi-agency Continuum of Care. The NWSSC HMIS is a Client Information System (CIS) that provides standardized assessment of a client's needs, creates individualized service plans and records the use of housing and services. Communities use this information to determine how services are being utilized, identify gaps in the local service continuum and develop outcome measurements.

 

Washington County HMIS System Administration Contacts

Washington County CoC operates with one HMIS Lead for the County, with Agency Administrators overseeing their agency HMIS Users and program data.  Contacts for questions relating to Licensing, Invoicing, Training, and Technical Support can be found in the HMIS Staffing Pattern.

 

Frequently Used Documents and Forms

 

HMIS Policy and Procedure Manual

Agency Participation Agreement - to be completed and signed by an authorized agency director. This agreement is in addition to the individual User Agreement signed by the staff member entering data into HMIS.

User Agreement - to be completed and signed by each user prior to access to HMIS.  Instructions on completing the form are available here.

Remote Access Policy and Agreement - is an extension of the User Agreement to be completed and signed by the user and agency director.

Sample Intake Form - example of a form that collects all necessary data elements to meet minimum HUD data requirements

Notice to Clients of Uses and Disclosures (for posting) - must be posted in a conspicuous location in all HMIS participating agencies

Notice to Clients of Uses and Disclosures (full version) - must be made available to clients who ask for the complete notice 

 

Technical Guidance Materials

Information to help HMIS users

 

HMIS Data Quality and Report Management

Materials:

Data Quality - How To Run A CoC-APR

 

HMIS Advanced Data Management

Materials:

Data Sharing Tips

Manually Turning Data Sharing On and Off

Case Plans Guide

 

HMIS Reporting

Materials:

List of Reports in ServicePoint

ReportWriter Basics Guide

 

HUD and Government Guidance

HUD Data and Technical Standards

CMS.gov - Are You a [HIPAA] Covered Entity? Determine whether or not your agency is "HI Covered"

 

Need more information?

Contact Annette Evans, HMIS Administrator for Washington County, Oregon.