HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and ToolsRiskResistance atCaseworkeror AgencyLevelsDomesticViolencePoliticalChallengesDescription/RemarksUnwillingness toenter dateAnti-HMIS interestgroups (e.g., DV)protest, generatenegative pressProbability Impact Preventive/Mitigation MeasuresHigh High Emphasize long-termoperational advantages;use executive championHigh Med Review and documentsecurity protocols; keeppotentially negativegroups involved indecision-making;proactive press strategy;know talking points forpressActions If OccursRe-prioritize rollout toother agencies that aremost enthusiastic; buildrecord of success.Do not threaten to cutfunding (generates morenegative press); holdmeetings with allinterested parties; takefull advantage ofleniencies offered byHUD RegulationsLEGAL/COMPLIANCENew HUD New data collection,Requirements reporting, or securityrulesHIPAAChallengesHIPAA coveredagencies refuseparticipationDATA/PARTICIPATIONData Quality Inability to report onor Coverage data or data notProblems reliableHigh Low Build HUD complianceinto vendor contractsLow Med Learn about basics ofwho is covered byHIPAA, andrelationship betweenHIPAA and HMIS regs.High High Establish communitywidestandards for datarelease; consider dataquality and coveragepotential in roll out;monitor data qualityregularly and reportback to agencies andusers; acknowledgedata quality leaders incommunityDistinguish rulesapplicable to vendor,community, agency;determine actual HUDcompliancedeadlinesand consequences;change scope andtimelines to compensateEngage legal consultant;ensure documents areappropriately draftedInform users andsupervisors of consistentdata quality problems;review ways to improveinput process (e.g.,better screens);acknowledge limitationsof all data releasedRisk Management Plan 80
HMIS Project Management Topics and Tools11. HMIS Privacy Posting/NoticeSource: Metro Denver Homeless Initiative, ColoradoDescription: This privacy notice is posted at each workstation that uses HMIS. It spells outprivacy controls, restrictions on the use of data, and how clients can access and change thedata. It also emphasizes the clients’ right to receive services even if they choose not toparticipate in HMIS.HOMELESS MANAGEMENT INFORMATION SYSTEMTHIS NOTICE DESCRIBES HOW INFORMATION ABOUT YOUMAY BE USED AND DISCLOSED ANDHOW YOU CAN GET ACCESS TO THIS INFORMATION.PLEASE READ IT CAREFULLY.Effective Date: ________________Our Duty to Safeguard Your Protected Information(Agency Name) collects information about who accesses our services. When we meet with you we willask you for information about you and your family and enter it into a computer program called the_________Homeless Management Information System (______ HMIS). Although _____ HMIS helps usto keep track of your information, individually identifiable information about you is considered“Protected Information”. We are required to protect the privacy of your identifying information and togive you notice about how, when, and why we may use or disclose any information you may give us.We are also required to follow the privacy practices described in this Notice, although (Agency Name)reserves the right to change our privacy practices and the terms of this Notice at any time. Youmay request a copy of the new notice from any __________HMIS Agency.How We May Use and Disclose Your InformationWe use and disclose collective information for a variety of reports. We have a limited right toinclude some of your information for reports on homelessness and services needed by those whoare homeless. Information that could be used to tell who you are will never be used for thesereports. We will not turn your information over to a national database. For uses beyond reports,we must have your written consent unless the law permits or requires us to make the use ordisclosure without your consent. Please review the Client Informed Consent/Release ofInformation Authorization for details. You must sign this form before we can use yourinformation, but you do not have to sign the form in order to receive services.HMIS Privacy Notice/Posting 81
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HMIS Project Management Topics and Tools - OneCPD

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