HMIS User Directory Enhancement

The HMIS User Directory has been updated to include a new column indicating whether an end user has Mobile Portal access. This enhancement provides improved visibility into user access settings.

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Case Management > HMIS Custom Solutions > HMIS User Directory

API Policies

API policies have been added to the HMIS Policies and Procedures with information on establishing API connections, importing data into HMIS and retrieving data from HMIS.

You can view the HMIS Policies and Procedures by visiting our Resources page.

Re-Enrollment of a Previously Exited Household Member Procedure

A new procedure for the Re-Enrollment of a Previously Exited Household Member has been developed and will be added to the HMIS local policies documents. Review the procedure below to familiarize yourself with the guidelines.

"Situations may arise in which a household member returns to an enrollment after previously exiting the project. This occurs when an entire household is enrolled together and one household member exits the project prior to the remaining members. In these instances, the household enrollment record will reflect one member as exited while the remaining members, the household enrollment, continue to reflect as enrolled.

Example case: A family resides together in a PSH enrollment, and one parent is exited from the program due to incarceration. Upon release, the parent returns to the household and resumes participation in the program.

If a previously exited household member returns while the family's enrollment is still open, the member's enrollment re-opened to the existing household enrollment. The client record must be updated by removing the exit date and deleting any associated exit assessments for that project. The enrollment will then reflect entry and exit dates for the client as though they had not left the enrollment. This procedure aligns with the HUD and ESG standards for length of assistance for household members because it considers the returned member a part of the family unit throughout the duration of the enrollment. The situation is only considered a change in family composition if the member leaves permanently.

End users must submit a ticket through the HMIS ticketing system, including the Client ID, Enrollment ID, and any other relevant details to request that the enrollment be reopened for the client."

Client Merges

The HMIS System performs automatic client profile merges each night when two profiles contain matching information for all of the following fields:

• First Name
• Last Name
• Date of Birth
• Social Security Number

The full Date of Birth and full Social Security Numbers must be entered. Partial or approximate answers cannot be automatically merged. If client has no Social Security number, the profile cannot be merged.

Please note that if multiple family compositions are involved, additional assistance from the HMIS team may be required.

Client Merge Log Report

The Client Merge Log provides a record of all automatic merges completed by the system. Users can search using either the client’s old ID or new ID to review merge activity, including the date the merge occurred. Please note this report began recording on 3/25/25. Merges that occurred before that date will not appear on the log.

Navigation:

Reports > Operational > Client Merge Log

Family Enrollment Training

The HMIS Team held a virtual Family Enrollment & Exit Training session last month that covered the following topics:

• When a family enters together
• When a family exits together
• When one family member leaves early
• When one member enters late
• When a member leaves and returns

If you missed it, the recorded session is available here!