Client Consent for HMIS@NCCEH

HMIS Participating Agencies collect personal information about people they serve in a computer database called the Homeless Management Information System (HMIS). The information they collect helps to run programs, improve services, and better understand your needs. What information is collected and how it is used is described in the HMIS@NCCEH Release of Information.

Some of the information collected may be required by organizations that fund the operation of programs. They only collect information that is needed or required. Some or your information may be shared with other organizations to coordinate referrals, housing, or services. Those other organizations also have privacy policies to protect your personal information. You have the right to tell an agency they should not make your information that is entered into the database visible to other agencies in HMIS.

This page provides more information about how your information may be shared.  

Protecting your information is important to us. This document outlines how we use and protect your information. Many North Carolina shelters and helping programs use the Homeless Management Information System (HMIS) managed by North Carolina Coalition to End Homelessness to keep information about the people they help.

Your Rights:

  • Your refusal to share information in this system will not be used to deny you services such as emergency assistance, outreach, shelter, or housing assistance.

  • Any information you provide related to race, color, religion, sex, national origin, disability, familial status, and actual or perceived sexual orientation, gender identity, or marital status will not be used in any way that would discriminate against you or prevent you from receiving services or housing assistance. You have the right to file a complaint if you feel that you have been discriminated against.

  • You may request a copy of this agency’s Privacy Notice that explains HMIS and your rights and responsibilities associated with how information is kept and shared through this system.

  • You have the right to see your information, request to change it, and have a copy of that information from the servicing agency by written request. An agency can refuse to change information in your record but must provide you with a written explanation of the refusal within 60 days of the request. Agencies are allowed to charge for reproducing a record.

  • You may withdraw your consent to share at any time by writing to the staff identified in our Agency Privacy Notice. However, any information already shared with another agency cannot be taken back. Your request to discontinue sharing will have to be coordinated between sharing partners. You should tell each agency that you work with when you withdraw your consent.

  • The confidentiality of your records is protected by law. This agency will never give information about you to anyone outside the agency without your specific written consent through this release or as required by law(The regulations are the Federal Law of Confidentiality for Alcohol and Drug Abuse Patients, (42 CFR, Part 2)and the Health Insurance Portability and Accountability Act of 1996 (HIPPA), 45 CRF, Parts 160 & 164) and certain North Carolina laws.

View additional information in our Privacy Notice about how your data is used and protected.

HMIS Standard Information

Standard information can be seen by all North Carolina agencies that use HMIS. View a list of agencies who participate in this system.

This information allows us to select the correct record and to better coordinate services for you. All persons using HMIS are trained and certified in privacy.

Everyone who is a licensed user on HMIS can see your name, age/year of birth, veteran status, gender, and the last four digits of your social security number.

If you tell staff you have a privacy concern, you can ask to close this information so that only the agency you worked with can see the information. You may have done this when you signed a Release of Information with an agency.

HMIS Information Shared with Other Agency

Some agencies agree to allow other agencies to share additional information beyond the standard information listed above.

Look up an Agency/Organization to see other agencies that may see additional information about you.

The additional information might include:

  • Demographic information (e.g. race, veteran)
  • Income and benefit information
  • Disability information
  • Program enrollment, needs, and services
  • Homeless history
  • Domestic violence status
  • Housing assessment (e.g. VI-SPDAT)

 

Information Shared with Coordinating Groups

Staff at agencies may share information with other agencies to coordinate care for you. This means that your information may be discussed verbally, in writing, electronically, or in documents downloaded from HMIS.

Look up an Agency/Organization to see other agencies that may see additional information about you in HMIS or that may receive some of your information to coordinate services or housing for you. 

 

Privacy Options for sharing

You have options for how your information is shared. Our Privacy Options Guide describes the key choices you have when receiving services from an HMIS participating agency.

 

If you'd like to receive a copy of your client record, contact the NCCEH Data Center Help Desk via email or call 919.410.6997. A client record is a list of all of the interactions you've had with agencies that are recorded. You may also request assistance in documenting your history of homelessness to qualify for certain programs.