The client consent form is the basis for data sharing. In it, the form explains why we are sharing data and gives your client a choice for what kind of data they share.
How do you document different levels of consent for the Head of Household (HoH) and their other Household Members?
Check the box for the HoH that aligns with their sharing option and then select the indented box that aligns with the data sharing preference for the additional household members.
Which clients need to sign the consent form?
Every client 18 years of age or older.
How does a client change their data sharing selection?
If a client decides to change their data sharing choice, they can resign the consent form and make a different selection.
I see some materials referring to options A-D, what is that exactly?
Options A-D are on the second page of the client consent form.
- Option A: Share my basic information with the Collaborative and both my basic and coordination of care and housing information
- Option B: Share my basic information (1) and coordination of care and housing information (2) as a locked file
- Option C: Share only my basic information
- Option D: Do not agree to share any information
What does 'locked file' mean?
If your client elects to have a locked file, only certain agencies will have the ability to look at your client's record in HMIS.
When the client chooses Option B and Option D, then this means that the client's record will be locked in HMIS.
With Option B, a client will still be able eligible to be matched to housing resources, since skilled assessors will be able to review that client's information. If a client chooses option D, then the client's record is not visible to anyone but the people at your agency.
How do I lock a record?
We have a guide for that! However, if you are restricted from doing so or are not sure how to do so, you can email us at HMIS@allchicago.org.
Does the client consent form have an expiration date?
No, the client consent form does not have an expiration date.
However, there is a special process regarding an end date that needs to be entered in HMIS, but that is not an expiration date.
What should a project do when a client refuses to sign the Consent Form for Data Sharing or cannot do so for any reason?
If a client does not provide consent to share data, no data should be shared in HMIS. The record should be locked directly by the user or by the HMIS Team. Email HMIS@allchicago.org to request that the HMIS Team lock the record.
What if our client is a domestic violence (DV) survivor?
If your client is fleeing domestic violence or their safety is at risk, the file should be locked.