HMIS Project Management Topics and Tools - OneCPD

HMIS Project Management Topics and Tools16. Review of Agency Compliance with HMIS PoliciesSource: Community Shelter Board, Columbus, OhioDescription: These guidelines and standards were used as the basis of a process tocertify agency compliance with HMIS standards as part of a broader assessment oncommunity priorities. Agencies are tested for data quality, as it relates to client files andthe HMIS, as well as for appropriate policies and procedures for ensuring data integrityand ethical practices in handling confidential client data.Data Collection and HMISStandard F1:Guideline F1:Standard F2:Guideline F2:Standard F3:Guideline F3:Standard F4:Guideline F4:Standard F5:Guideline F5:Standard F6:Guideline F6:Standard F7:Guideline F7:The agency has provided [LEAD AGENCY] with a list of all other [Lead Agency]affiliated agencies with which it shares HMIS data; and the type of HMIS data thatare shared.The up-to-date list is available for review and is on file with [Lead Agency].The agency does not share HMIS data with any agency that has not entered into anHMIS agreement with [Lead Agency].The agency has a policy that precludes unauthorized data sharing. The policy is availablefor review.The agency collects, enters and extracts only HMIS data that are relevant to thedelivery of homeless services.The agency has a policy that precludes unauthorized data sharing. The policy is availablefor review.The agency accurately enters all the required HMIS data elements, as specified inthe Master Provider Agreement, by the 4 th working day of the month.The agency has a Quality Assurance plan in place and a monthly verification that datawas entered accurately and by the 4 th working day. The plan is available for review. Theprogram can provide verification that the QA Supervisor implements the plan on amonthly basis.The agency has completed a Columbus HMIS User Agreement for each authorizedsystem use and has provided a copy to [Lead Agency].User agreements are up-to-date and on file at agency for each user. Agency useragreements are available for review and match the [Lead Agency] user list.The agency limits access to information provided by the HMIS database to its ownemployees specifically for verifying eligibility for service or entering records intothe system of service provided.The agency has a policy regarding access to the HMIS database that is available forreview. The policy should prohibit employees from using HMIS data in an unethical orunprofessional manner.All staff entering/viewing HMIS data in the HMIS system must be appropriatelytrained and have an individual user license with a unique user name andpassword.The Site Administrator can describe training provided to staff and the process forensuring that each user has a license with a unique name and password. Relevantdocumentation or tracking system is available for review.Review of Agency Compliance with HMIS Policies 95