ROI: Release of Information

The ROI status is visible at the top of every page of the client's profile in Clients. If the ROI is green, no other action is needed. This means that the client has already had the privacy script read to them by your agency and you can move to the next step in your workflow.

If the client does not have an ROI in place, you will need to go over your agencies’ privacy statement and process with them.

Click Add Release of Information

Select all household members who will be included on your entry.

The Provider will default to your ADMIN agency (e.g. ACCESS, Marion County Housing Authority, etc…). Do not change this! This covers the client for all projects at your agency.

Release Granted can by “Yes” or “No.” If the client has given permission to share their information, the field should say “Yes.”
Start Date is the date decided by your agency process. Most start dates will be when the client has gone through the privacy script and process for data entry.
End Date is decided by your agency process and will depend on how long your agency ROIs are valid.
Documentation is whatever method you used for client consent.
Enter yourself as the Witness.
Click Save Release of Information
If part of your agency process, you can upload a scan of the ROI into the system by clicking on the paperclip icon.

Entering the ROI into the system does not affect the OMC HMIS visibility settings. Current system visibility is to share client records and data within the creating agency’s Continuum of Care (CoC). If the client has indicated they do not want to share their information or is requesting limited visibility on their record, you will need to notify your CoC HMIS Lead or Agency admin.

If the client has privacy concerns, they can opt to not share their information with participating CoC agencies. For these requests, contact your CoC HMIS Lead. The HMIS Lead will restrict the client record to the agency who received the request. This means that the client’s record is not searchable for any other agencies in the system.

Please be aware that these requests will restrict visibility for programs that encompass more than one agency, such as coordinated entry (CE).

Limited visibility requests are when only minimal data is shared with participating agencies. For these requests, the only data fields shared are:

First and Last Name
Date of Birth
Race and Ethnicity
Gender
Social Security Number
U.S. Military Veteran?

Please send these requests to your CoC HMIS Lead for processing.

Be aware that these visibility requests have to be re-sent to your HMIS Lead every time a new entry/exit, service transaction, or shelter stay is added to the client’s record.