Types of ROIs and When to Use Them

Updated August 2024


HMIS Privacy Notice and Client Consent Form is designed to capture client consent to share data within the HMIS System. However, there are circumstances where data collected in HMIS is shared outside of HMIS users. Therefore, additional ROIs required ROIs are often 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 ROIWhy it is requiredWhen to use it
HMIS Privacy Notice and Client Consent FormClients must consent to their HMIS information being shared within Clarity. After signing an HMIS Privacy Notice and Client Consent Form, clients may still request specific data entered be set to private and not shared.  
Required every 7 years for all clients for each agency providing services 
Coordinated Exit (EHV / HCV)Enrollment data is shared with CMHA through housing applicationsRequired with all Coordinated Exit (EHV/HCV) program enrollments
Agency/Program SpecificOther 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



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:


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 about when the form is signed/uploaded in VESTA are available on the client's enrollment in Clarity.


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 ROI verifies information from the household's profile screen and Coordinated Exit program enrollment will be shared with Cincinnati Metropolitan Housing Authority.
  • On the Coordinated Exist program enrollment screen, you must confirm that the client has agreed to share data with CMHA. The Coordinated Exit ROI is also available from the program-level "Forms" tab. 
  • 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).

 

Other Agency-Specific ROIs

  • Some agencies and 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. 
  • Agency-specific ROIs:
    • May be available to electronically sign or upload from the program-level "Forms" tab.
    • May be signed and stored outside of Clarity but tracked through program-level services from the "Provide Services" tab.
    • May be managed completely outside of Clarity.
  • Contact your supervisor to learn if and how your agency tracks your agency-specific ROI.

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.