About Profile Screens

The client profile screen shows basic data such as the SSN, full name, date of birth, etc. Users can request additional custom fields to collect by contacting HMISsupport@end-homelessness.org.


Client Profile Fields


Universal Data Elements 

Specific data is required to be collected for each individual entered in Clarity.  These, called “Universal Data Elements,” are required by HUD and are used locally and federally to provide a better understanding of the demographics of people experiencing homelessness, target resources, and position programs and services to end homelessness. 
 
The following are the HUD Required Client Profile Universal Data Elements and Data Quality Markers: 

Required Data Elements 

Social Security Number (SSN) (3.02) 

The Social Security Number is the most accurate data element used to identify each unique client.  Use "x" for unknown digits. 

Please Note: The SSN is hidden from view to protect the client’s privacy. Viewing, editing, or modifying the SSN is logged for auditing purposes. 

First and Last Name (3.01) 

Always use the client’s full, legal name when possible.  Use the format the client normally uses for identification. 

Please note: If applicable, there is a separate data entry field for suffixes. 

Date of Birth (DOB) (3.03) 

Used to calculate the client’s age and support their unique identification. 

Please note: It is often important to determine if a participant is an adult, youth, or child. If the participant’s exact DOB is unavailable, users should estimate the participant’s date of birth to reflect their approximate age and choose the marker “approximate or partial DOB reported.” 

Additional demographic data is also required. Users should enter data based on how the participant describes themselves rather than based on their assumptions.



Data Quality Markers 
It is EXTREMELY important that the data entered be as complete and accurate as possible.  However, HUD understands that clients might not know or be wary of sharing personal identifiable information, Data Quality Markers allows users to indicate if the data entered is complete, partial, or not provided.  

  • Full ____ reported 

  • Approximate or Partial ____ reported 

  • Client doesn’t know (CDK)

  • Client refused (CR)

  • Data not collected (DNC)


The Clarity system uses the HUD required Data Quality Markers to identify if a client’s record is complete. If “Full ___ reported” is selected, Clarity will assume this client record can be merged with another record bearing the same Name, SSN, DOB, etc. Therefore, it is vital the correct Data Quality Marker is selected.  


In addition to the required data elements above, several optional fields may be available to you on the Client Profile Page: 

Optional Data Elements 

 

Middle Name and Suffix 

To provide a more complete and accurate name.   

Alias 

Nickname, Street name, or other name(s) the client has used to identify themselves – it is also possible to search for a client in Clarity using their alias. 

Address 

Client address  

Phone Number 

Primary and secondary phone number options to contact the client 

Emergency Contact Information 

First and last name of emergency contact as well as contact phone number 

 

 

If you would like one or more of these optional Data Element fields added to your default client profile/intake screen, please contact HMISsupport@end-homelessness.org.


 

Contact Us

If you need help, or wish to offer suggestions or feedback, please contact the Cincinnati/Hamilton County HMIS support team at HMISsupport@end-homelessness.org or by calling 513-263-2790 9:00am - 3:00pm Monday-Friday (excluding holidays).


When contacting HMIS Support about a particular client, please do not send sensitive personally identifiable information (Sensitive PII) through email, such as full name, social security number, or any other information used to determine a person's identification. Instead, please send the Clarity Unique Identifier found on the client's Clarity Profile page. You can use the messaging system in Clarity if you need to send sensitive personally identifying information.