Adding an Open HMIS Release of Information (ROI) (updated 4/26/18)

Transcription

1 1 Adding an Open HMIS Release of Information (ROI) (updated 4/26/18) IF A CLIENT HAS REQUESTED RESTRICTIONS ON THE SHARING OF HIS/HER DATA (SEE ROI, PAGE FIVE) STOP. DO NOT ENTER ANY CLIENT DATA INTO HMIS. PLEASE SUBMIT A SUPPORT CASE TO CTA (CLICK HERE) TO IMPLEMENT THE CLIENT S REQUEST IN HMIS BEFORE PROCEEDING WITH THIS WORKFLOW. IN THE CASE DESCRIPTION SIMPLY INFORM CTA THAT A CLIENT HAS REQUESTED RESTRICTIONS ON THE SHARING OF HIS/HER DATA; IF THE CLIENT ALREADY EXISTS IN HMIS, PLEASE INCLUDE HIS/HER HMIS CLIENT ID NUMBER. PLEASE DO NOT INCLUDE ANY CLIENT PERSONAL IDENTIFICATION INFORMATION WHEN SUBMITTING A CASE TO CTA. CTA WILL INFORM YOU HOW TO PROCEED. Click on the ROI tab under Client Information (red arrow). Click Add Release of Information (green arrow). Release of Information window appears.

2 2 Provider: defaults to the provider you are in. Want to apply this ROI to more to more Providers? (e.g., add this ROI to two or more providers in your agency) Click Search (green arrow) Click on the to move Provider to Provider Search Selected Results Click Exit when all Providers added Release Granted: select Yes if the client grants full data sharing rights (e.g. has not requested restrictions on the sharing of his/her data, see ROI, page five); select No if the client has requested restrictions on the sharing of his/her data (again, see ROI, page five) Start Date: defaults to today s date; enter date on which the client signed the ROI End Date: enter date 1 year after Start Date Documentation: select Signed Statement from Client Click Save Release of Information

3 3 Click on the binder clip attachment icon (red arrow). Release of Information File Attachment appears. Click on Add New File Attachment (red arrow) to upload a digital version of the ROI. The binder clip attachment icon now displays a blue circle with the number one, indicating the file has been attached (red arrow).

4 4 The Restricted ROI section should only be completed for clients that request restrictions on the sharing of their data (see ROI, page five) and, accordingly, have No for release granted (see page two, above). If a client has not made any such request, please ignore this page. Under Client Information and at the bottom of the Client Summary tab locate the Restricted ROI section (red arrow). In the top field (green arrow), select Yes if the client has requested restrictions on the sharing of his/her data (see ROI, page five). Under ROI Restriction Details, click Add (blue arrow). Restricted ROI In the Add a Recordset window, enter the start date and end date of the ROI by which the client has restricted the sharing of his/her data. In the Please Specify Client s Request(s) text box (orange arrow), enter the exact language of the client s requested restrictions on the sharing of his/her data. Click Save (purple arrow).

5 5 The ROI Restriction Details data you entered is now displayed as a discrete record (red arrow). Each time a client signs an ROI and restricts sharing data, a new ROI Restrictions Details record must be entered; do not delete a record unless you are deleting the associated ROI. Then click Save at the bottom right corner of the Client Summary Tab. If the ROI you just entered (i.e. the current ROI) supersedes a previous ROI, then you need to revise the end date of the previous ROI. The previous ROI s end date must now be the day before the start date of the current ROI. For example, if the previous ROI covers 1/1/2018 1/1/2019 and the current ROI covers 4/1/2018 4/1/2019, then you must revise the end date of the previous ROI to 3/31/2018 (see screenshot below). Click on the pencil icon next to an ROI record to revise its end date. Please revise the end date of the previous ROIs Restriction Details data in the same manner. Current ROI Previous ROI