HMIS Project Management Topics and Tools - OneCPD

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HMIS Project Management Topics and Tools13. Participation AgreementSource: Michigan Statewide Homeless Management Information System, MichiganDescription: This participation agreement between the lead agency and participatingagencies specifies the rights and responsibilities of each party. The final page of thedocument is a checklist, listing each document that the agency must execute and keep onfile.Participation AgreementBetween[HMIS Lead Agency Name]and[Agency Name]This agreement is entered into on _______________(dd/mm/yy) between the [HMIS Lead AgencyName], hereafter known as “HLA,” and ___________________________________(agency name), hereafter known as "Agency," regarding access and use of the [Homeless ManagementInformation System Project ], hereafter known as "HMISP."I. IntroductionThe HMISP, a shared human services database, allows authorized personnel at homeless and humanservice provider agencies throughout [Geographic Region], to enter, track, and report on informationconcerning their own clients and to share information, subject to appropriate inter-agency agreements, oncommon clients.HMIS’s goals are to:• Improve coordinated care for and services to homeless persons in the [Geographic Region],• Provide a user-friendly and high quality automated records system that expedites client intakeprocedures, improves referral accuracy, and supports the collection of quality information thatcan be used for program improvement and service-planning, and• Meet the reporting requirements of the U.S. Department of Housing and Urban Development(HUD), Housing Development Authority (HDA) and other funders as needed.In compliance with all state and federal requirements regarding client/consumer confidentiality and datasecurity, the HMIS is designed to collect and deliver timely, credible, quality data about services andhomeless persons or persons at risk for being homeless. The Michigan Coalition Against Homelessness(HLA) administers the HMISP through a subcontract with the Michigan State Housing DevelopmentAuthority (HDA).II. HLA Responsibilities1. HLA will provide the Agency 24-hour access to the HMISP data-gathering system, via internetconnection.2. HLA will provide model Privacy Notices, Client Release forms and other templates foragreements that may be adopted or adapted in local implementation of HMISP functions.Participation Agreement 84
HMIS Project Management Topics and Tools3. HLA will provide both initial training and periodic updates to that training for core Agency Staffregarding the use of the HMISP, with the expectation that the Agency will take responsibility forconveying this information to all Agency Staff using the system.4. HLA will provide basic user support and technical assistance (i.e., general trouble-shooting andassistance with standard report generation). Access to this basic technical assistance will normallybe available from 9:00 AM. to 5:00 PM. on Monday through Friday (with the exclusion ofholidays). HMISP staff will also be accessible during non-standard operating hours in accord withprocedures that will be published and periodically updated by HLA.5. HLA will not publish reports on client data that identify specific agencies or persons, withoutprior agency (and where necessary, client) permission. Public reports otherwise published will belimited to presentation of aggregated data within the HMISP database.6. HLA’s publication practice will be governed by policies established by relevant committeesoperating at the HMISP level for statewide analysis and will include qualifiers such as coveragelevels or other issues necessary to clarify the meaning of published findings.III. Privacy and ConfidentialityA. Protection of Client Privacy1. The Agency will comply with all applicable federal and state laws regarding protection ofclient privacy.2. The Agency will comply specifically with Federal confidentiality regulations as contained inthe Code of Federal Regulations, 42 CFR Part 2, regarding disclosure of alcohol and/or drugabuse records.3. The Agency will comply specifically with the Health Insurance Portability andAccountability Act of 1996, 45 C.F.R., Parts 160 & 164, and corresponding regulationsestablished by the U.S. Department of Health and Human Services.4. The Agency will comply with all privacy rules specified in[Listing of Applicable Law]5. The Agency will comply with all policies and procedures established by HMISP pertaining toprotection of client privacy.B. Client Confidentiality1. The Agency agrees to provide a copy of HMISP’ Privacy Notice (or an acceptable Agencyspecificalternative) to each consumer. The Agency will provide a verbal explanation of theHMISP and arrange for a qualified interpreter/translator in the event that an individual is notliterate in English or has difficulty understanding the Privacy Notice or associated ConsentForm(s).2. The Agency will not solicit or enter information from clients into the HMISPdatabase unless it is essential to provide services or conduct evaluation or research.3. The Agency will not divulge any confidential information received from theHMISP to any organization or individual without proper written consent by the client, unlessotherwise permitted by applicable regulations or laws.4. The Agency will ensure that all persons who are issued a User Identification andPassword to the HMISP abide by this Participation Agreement, including all associatedParticipation Agreement 85
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HMIS Project Management Topics and Tools - OneCPD

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