Entering HMIS Client Consent / Release of Information in Clarity
There are different ways the client's consent to share information can be added to the Clarity HMIS. This article includes:
- Adding a Release of Information to a New Client Profile
- Updating a Release of Information to an Existing Client Profile
- To Replace a Consent Form
- If a Client Refused Consent
Adding a Release of Information to a New Client Profile
When creating a new Client Profile, you will be required to fill in the Clarity HMIS Release of Information (ROI) form located on the top right of the page before you are able to save the new client record. For information on how to enter a client in Clarity, click here.
Updating a Release of Information to an Existing Client Profile
Open an existing client profile page. If the client doesn't have a consent form on file, it has expired or permission was not granted, you will see a yellow banner at the top of the client profile screen. You can either click “Manage” on the yellow banner or the shield icon directly above the "Household Members" category to open the "Release of Information" dialog box.
Click on "Add Release of Information."
You will then have the option to choose several types of documentation.
Electronic Signature - the current HMIS Privacy Notice and Client Consent Form is available as an electronic document in the Clarity HMIS. The client can use their finger or stylus to sign a touch screen, a mouse (if your device does not have a touchscreen), or a signature pad. |  |
Attached PDF - upload a PDF to the client's Clarity record. To attach a PDF to the client's file, select "Attached PDF" from the documentation drop-down box: |  Click "Select File." This brings up the "Choose File" box. Click on the file to upload, click "Open," then click "Add Record." |
Signed Paper Document - If this option is chosen you will need to enter where a physical copy of the signed form is located so it can be accessed by other staff or system monitors as needed. Caution: Some agencies work with clients with disabilities such as mental issues or other health-related conditions (HIV/AIDS). To protect client privacy, do not put information such as the agency name or street address on the signed paper document location. |  |
Household - this option should only be chosen if the client is a minor (under the age of 18) or legal dependent and a qualified adult household member (Head of Household) has a signed release on file that will cover the dependent. | |
| Verbal Consent - Enter a Verbal Client Consent in Clarity HMIS : (freshdesk.com) |
When finished entering all applicable information, click “ADD RECORD” at the bottom of the screen. When you have completed the information entry, scroll to the top of the screen. If the entry was successful, you’ll see a green banner. If errors were made, a red bar will appear. Correct any errors and click “ADD RECORD” again. Scroll to the top again to check the color of the bar.
To Replace a Consent Form
It is also possible to replace an existing consent form with an updated version because of a name change name or other reasons. (Contact HMISsupport@end-homelesness.org immediately if a client wishes to revoke their consent to share.)
To expire the current consent form:
1. Open the client's profile. Click on the "Shield" icon. This opens the privacy page.
2. Click the "Edit" button next to the Release of Information (ROI) you want to cancel.
3. Change the "End Date" to today's date. Click "Save Changes." (Clarity will not allow overlapping dates for ROIs.)
Then follow the process outlined in the section above to add a new Release of Information.
If a Client Refuses Consent
Clients have the option of refusing to sign the consent form. In that case, click "No" in the Permission drop-down box. Click "Add Record". A yellow bar at the top of the screen shows the consent is missing.
Change the client record from 'Public' to 'Private' and save changes. The yellow warning bar will go away once the client has been set to private.
Note: Even though the client refuses to share information, the HMIS user still must enter the client's information into HMIS.
Contact HMISsupport@end-homelesness.org immediately if you cannot set a record to 'Private.'
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 to 3:00pm Monday through Friday excluding holidays.
Note: When contacting HMIS Support about a particular client, please do not send personally identifiable information such as full name, social security number, medical records, or any other information used to determine a person's identity. Instead, send the client's Clarity Unique Identifier found on the client's Clarity profile.