HMIS ROI Privacy Settings Workflow in Clarity

This how-to-guide provides instruction on 1) uploading a permission for release of information (ROI) form to HMIS and 2) how to edit privacy settings in Clarity to match the sharing wishes expressed by the client on their ROI.

Uploading an HMIS ROI

While there are multiple places to add a File, the preferred location to attach an ROI form is within the relevant Enrollment record.

First select the correct Program Enrollment and then navigate to the Files tab.

Click Add File.

The subsequent screen allows you to choose the Category and Name, before selecting a File from your computer to upload. In this case, ROI will be the answer to both Category and Name.

If the file is slow to load, try switching to Basic Upload. You will not be able to see a preview, but it is much quicker.

Click Add Record to save.

Privacy Settings in Clarity - Matching the ROI

There are three sharing options on the HMIS ROI

Option 1

If a client selects option 1 on the HMIS ROI the default Privacy settings for your Agency or Program will apply and you do not need to do anything to manage the Privacy settings.

Option 2

If a client chooses option 2 you will need to manage their Privacy settings to ensure they match the wishes expressed on the ROI. Please refer to the relevant sections below on Enrollments, Assessments, Services, etc for instructions on making those parts of a client file Private.

Note that if an Enrollment is made Private, all associated Program documentation such as Assessments and Services will also be Private.

Option 3

If a client selects option 3 but they have an existing client Profile in HMIS, follow the instructions in the Program Enrollment section of this guide to make all information associated with their new Enrollment Private.

If you have created a new client who has selected option 3 on the HMIS ROI, this is set under the client’s primary Privacy setting. This client will not show up under searches by HMIS users outside of your Agency.

Click the security badge icon on the client’s Profile page.

This opens a window where Client Privacy can be toggled between Public and Private.

When set to Private, only users from the Agency creating the record can view the client file or adjust the Privacy settings.

Notes:

ICA System Administrators can see all client data even if marked private.
If a client has existing Enrollments with other agencies, you will not be able to make their entire file Private. See Below for how to make a new Enrollment Private.