Types of ROIs and When to Use Them
Many agencies and programs share client data beyond what is stated and approved in the HMIS Privacy Notice and Client Consent Form. Therefore, additional ROIs are required, and often are signed or tracked within Clarity. This article aims to provide an overview of the various types of ROIs, when they are required, and how they are managed in Clarity HMIS.
In a nutshell (please see below for more detailed information):
| Type of ROI | Why it is required | When to use it |
| HMIS Privacy Notice and Client Consent Form | Clients must consent to their basic profile information being shared within the database | Required every 7 years for all clients for each agency providing services * |
| CoC VI-SPDAT | Enrollment and assessment data is potentially shared more broadly to multiple agency users who have access to the VI-SPDAT program | Required with CoC VI-SPDAT program enrollment |
| Coordinated Exit (EHV / HCV) | Enrollment data is shared with CMHA in the housing applications | Required with all Coordinated Exit (EHV/HCV) program enrollments |
| KEYS | Multiple agencies' users collaborate to support KEYS youth sharing enrollment level data. | Required with KEYS program enrollment |
| Agency/Program Specific | Other agencies/programs have specific sharing needs | Please see your supervisor to see if additional Agency/Program Specific ROIs are required and collected/tracked in Clarity |
*New clients Imported from VESTA have their HMIS ROI documented in their program enrollments.
Agency and Program Specific Client Consent /Release of Information forms are required in addition to the HMIS Privacy Notice and Client Consent Form.
HMIS Privacy Notice and Client Consent Form
For information regarding the general HMIS Privacy Notice and Client Consent Form, please see these articles:
- (New) HMIS Privacy Notice and Client Consent Form : (freshdesk.com) General information regarding the HMIS Privacy Notice and Client consent form, what it is, when it is used, how data is collected and shared, etc.)
- (New) Entering HMIS Client Consent / Release of Information in Clarity : (freshdesk.com) Step-by-step guide in how to add and/or update the HMIS Client Consent form in Clarity
- hmis-privacy-notice-and-client-consent-form-eff-05172019.pdf (strategiestoendhomelessness.org) Published Policy document
HMIS Privacy Notice and Client Consent Form in VESTA
The HMIS Privacy Notice and Client Consent Form is available in VESTA for agencies who use VESTA to collect HMIS data. Details on when the form is signed/uploaded in VESTA are available on the client's enrollment in Clarity.
Agency and Program Specific ROIs:
Coordinated Access - CoC VI-SPDAT
- CoC VI-SPDAT ROI must be completed for heads of households enrolled in the CoC-VI-SPDAT program (a single person is the head of their household).
- The CoC VI-SPDAT ROI is located in the program level enrollment in the "Forms" tab. Either upload a scanned copy or ask the client to sign the VI-SPDAT ROI electronically.
- For more information on this process and a step-by-step guide, please see: How CE VI-SPDAT Works in Clarity : (freshdesk.com) or Working with Forms : (freshdesk.com).
Coordinated Exit
- The Coordinated Exit ROI must be completed for heads of households enrolled in the EHV Referral or HCV Referral programs (a single person is the head of their household).
- The Coordinated Exit ROI is located in the program level enrollment in the "Forms" tab. Either upload a scanned copy or ask the client to sign the VI-SPDAT ROI electronically.
- For more information on this process and a step-by-step guide, please see: Referrals to Emergency Housing Voucher (EHV), Referrals to Housing Choice Voucher (HCV), or Working with Forms : (freshdesk.com).
KEYS
- The KEYS ROI must be completed for heads of households enrolled in a KEYS program (a single person is the head of their household).
- Click on the program level "Forms" tab in the client's KEYS enrollment (you must be logged into the appropriate KEYS to a Future without Youth Homelessness program).
- The KEYS ROI is located in the program level enrollment in the "Forms" tab. Either upload a scanned copy or ask the client to sign the KEYS to a Future without Youth Homelessness - Release of Information form electronically.
- Please review the KEYS manual for step-by-step instructions or the article Working with Forms : (freshdesk.com)
Other Agency-Specific ROIs
- Some Agencies and other specific programs share information with other resources in order to provide the most effective services to support individual clients/households based on their specific needs. Clients must agree to share this information.
- Some agencies develop these forms in-house and track their completion in Clarity in different ways:
- Agency Specific ROIs made available in the program level "Forms" tab in Clarity
- Agency Specific ROIs are tracked through services in the program level "Provide Services" tab in Clarity.
- Contact your supervisor to learn if and how your agency tracks your agency-specific ROI in Clarity.
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 9:00 am to 3:00 pm 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.