HMIS Monitoring

HMIS Monitoring occurs at both the Agency level and the Program level.

Agency Level

The purpose of agency level monitoring is to ensure HMIS Privacy and Security Standards are actively being followed and upheld. These practices are important to ensuring all client level data is kept private and secure. This monitoring is typically held annually and may be conducted in person and/or virtually as determined by ICA.

The following HMIS Privacy and Security Standards will be reviewed and submission of documentation is required:
- The HMIS Consumer Notice is appropriately posted
- The HMIS Baseline Privacy Standards location should a client request
- The agency’s HMIS Release of Information policy
- When workstations are not in use and staff are not present, steps should be taken to ensure that the computers and data are secure and not usable by unauthorized individuals
- Written information specifically pertaining to user access (e.g., username and password) may not be stored or displayed in any publicly accessible location
- An agency must secure any paper or other hard copy containing personal protected information that is either generated by or for HMIS, including, but not limited to reports, data entry forms and signed consent forms
- Appropriate Antivirus and Firewall software is used and up to date

Sample Form

Program Level

The purpose of program level monitoring is to ensure that the agreed upon data quality benchmarks are met to the greatest extent possible, and that data quality issues are quickly identified and resolved. This monitoring is ongoing through data quality report reviews and working with agencies and users as needed for data quality improvement. This may be conducted in person and/or virtually as needed or desired by the agency.

It is also expected that agencies are conducting internal monitoring of their own programs through file review and data quality reporting.

The Data Quality Standards are found in the HMIS Policy and Procedure Manual