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<br />Page | 47 <br /> <br /> Consent for Entry of Personally Identifying Information in HMIS <br /> Identified Records <br />✓ Personally identifying information (PII)13 must not be entered into HMIS unless all adult <br />household members have provided informed consent. <br />✓ Informed consent must be documented with a signed copy of the Client Release of Information <br />and Informed Consent Form in the client file. If electronic consent has been received, a copy <br />does not need to be printed for the client file but must be available in HMIS. If telephonic <br />consent has been received, complete the consent form the first time the household is seen in <br />person. See HMIS Agency Partner Agreement. <br /> Anonymous Records <br />The following types of records must be entered anonymously per Department of Commerce Guidance: <br />✓ Households in which one adult member does not provide informed consent for themselves or <br />their dependents <br />✓ Households entering a domestic violence program or currently fleeing or in danger from a <br />domestic violence, dating violence, sexual assault, human trafficking or a stalking situation <br />✓ Minors under the age of 13 with no parent or guardian available to consent to the minor’s <br />information in HMIS <br />✓ Households in programs which are required by funders to report HIV/AIDS status <br /> Special Circumstances <br />If the reporting of the HIV/AIDS status of clients is not specifically required, the HIV/AIDS status must <br />not be entered in HMIS. <br /> <br />If a combination of race, ethnicity, gender, or other demographic data could be identifying in your <br />community, those data should not be entered for anonymous records. <br /> HMIS Data Suppression Policy <br />Data suppression refers to various methods or restrictions that are applied to datasets, reports or <br />visualizations in order to protect the identities, privacy and personal information of individuals. In <br />Washington State, RCW 43.185C.180 and RCW 43.185C.030 specify that all personal information in the <br />HMIS is confidential and that the identity and right of privacy of these individuals must be protected. <br /> <br />Personal Identifiable Information (PII) is a separate topic and must never be disclosed to any entity <br />that does not have HMIS access or is not part of your data sharing agreement. <br /> <br />It is the policy of the HMIS program to suppress data when the data contains demographic detail, the <br />numbers are small enough to potentially identify a person, and: <br /> <br />✓ Will be in a public space or presentation, or <br />✓ Will be shared with an entity that is not covered in the HMIS Consent Form. <br /> <br />In these cases, any non-zero counts that are under 11 will be suppressed. <br /> <br />Additional suppression will be needed when the suppressed value can be derived from other reported <br /> <br />13 PII includes name, social security number, birthdate, address, phone number, email, and photo.