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2024 HMIS Annual - Module 1

Megan Starnes

Created on November 20, 2024

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Transcript

I'M READY TO START LEARNING!

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Process to Gain HMIS Access
I'm your HMIS Security Officer! I'm responsible for making sure everyone who needs HMIS access at our organization gets access and manages their account securely.
Access Request

HMIS Security Officer submits digital User Request form

HMIS Admin Review

HMIS Administrators review the request for compliance and accuracy

Provide these details in every New User Request!
HMIS New User Training

New users are enrolled into the appropriate training

  • Correct name, email address, and contact information, with no typos
  • Correct project name and project type
  • Correct Workgroup for level of access needed
Account Access

When training is completed, HMIS Admins send the user their account information

  • CAS participation type, if applicable
Download the script for the audio in this module here

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Requirements to Maintain Active HMIS Account
Log in to ClientTrack regularly
30
60
90
180
Complete password updates when prompted
Every 60 calendar days
Complete all required training

As part of community efforts to improve data quality, you may continue to see required training on certain data elements in addition to your annual HMIS training requirements.

Download the script for the audio in this module here

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Questions for Self-Assessment
HMIS Access means a responsibility to the people we serve to protect their information.
How do I protect my device?

View a copy of your HMIS User Agreement.

How do I share HMIS data?
With whom do I share data?

Does the person asking for the data share your commitment and responsibility to keep it secure?

Managing your HMIS access means more than literally logging into ClientTrack. It also means managing...
When is it okay to share data?

Review our HMIS Privacy Notice and HMIS Privacy Policy.

WHEN
HOW
TO WHOM
...you provide access to HMIS data outside the system.
I'm done!
Download the script for the audio in this module here

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Select the section you want to repeat.
or click "Yes" if you are ready to move forward to the review!
" Can I use your ClientTrack account to upload these documents?"
Newton NewHire
Are you ready to review what you have learned so far?
"Can you help me log in and run these reports that are due today?"
Rita Reporter
Yes, take me to the review!
"Will you look to see if a certain person is staying in the shelter tonight?"
oscar officer
No, I want to repeat a section.

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

view hint
" Can I use your ClientTrack account to upload these documents?"
Newton NewHire

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

view hint
"Can you help me log in and run these reports that are due today?"
Rita Reporter

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

view hint
"Will you look to see if a certain person is staying in the shelter tonight?"
oscar officer

Manage

Maintain

Gain

Click "Complete & Continue" below

Consider...

  • The process & requirements to gain HMIS Access
  • Who is responsible for ensuring users get access
  • You should never share your HMIS login information

Revisit Section 1

Still unsure?

You are currently on this section! Click the X to return to the module and continue learning.

Module 1 Menu

Click to navigate to the desired section of the module. You may also use the arrows on the top of the module to navigate bewteen sections!

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Skip to Review *

*You may be required to return to modules to review any missed review questions.

HMIS AdminNotified

Process to Gain HMIS Access

Training Enrollment

HMIS User Request Submitted

Training for "HMIS Programs Workgroup" (full access)

Access Request
  • HMIS 101
  • HMIS 102
  • HMIS 103
  • Data Entry Practice Session (in-person or virtual)

HMIS Account Created

An HMIS Admin creates the acount with the information and permissions provided on the original User Request that was submitted.

HMIS Admin Review

HMIS Admin Review

Request approval depends on:

HMIS project setup

Training for "Basic Workgroup" (limited access)

Correct agency info

HMIS New User Training

Agency email address

HMIS Security Officer submitted the request

  • HMIS Basic Workgroup Access(online course only)

User Notified to Log In to HMIS

Account Access

Training Certificate Earned

Approval / Denial Sent

You are currently on this section! Click the X to return to the module and continue learning.

Module 1 Menu

Click to navigate to the desired section of the module. You may also use the arrows on the top of the module to navigate bewteen sections!

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Skip to Review *

*You may be required to return to modules to review any missed review questions.

You are currently on this section! Click the X to return to the module and continue learning.

Module 1 Menu

Click to navigate to the desired section of the module. You may also use the arrows on the top of the module to navigate bewteen sections!

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Skip to Review *

*You may be required to return to modules to review any missed review questions.

You are currently on this section! Click the X to return to the module and continue learning.

Module 1 Menu

Click to navigate to the desired section of the module. You may also use the arrows on the top of the module to navigate bewteen sections!

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Skip to Review *

*You may be required to return to modules to review any missed review questions.

You are currently on this section! Click the X to return to the module and continue learning.

Module 1 Menu

Click to navigate to the desired section of the module. You may also use the arrows on the top of the module to navigate bewteen sections!

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Skip to Review *

*You may be required to return to modules to review any missed review questions.

Consider...

  • Who has the ability to reset passwords
  • What resources are available to regain lost access
  • You should never share your HMIS login information

Revisit Section 2

Still unsure?

You are currently on this section! Click the X to return to the module and continue learning.

Module 1 Menu

Click to navigate to the desired section of the module. You may also use the arrows on the top of the module to navigate bewteen sections!

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Skip to Review *

*You may be required to return to modules to review any missed review questions.

Consider...

  • Language in the Privacy Policy about data sharing
  • Whether or not Oscar would typically have access to this data via his own HMIS account

Revisit Section 3

Still unsure?

You are currently on this section! Click the X to return to the module and continue learning.

Module 1 Menu

Click to navigate to the desired section of the module. You may also use the arrows on the top of the module to navigate bewteen sections!

Gaining HMIS Access

Maintaining HMIS Access

Managing HMIS Access

Skip to Review *

*You may be required to return to modules to review any missed review questions.