San Luis Obispo CoC HMIS Newsletter - Adding Multiple Files to a Client Record

Adding Multiple Files to a Client Record

Once a file or attachment has been uploaded to a client record, note that "save changes" will save the current file, not the client record. To add multiple files, navigate back to the Files menu by clicking Cancel or Files, then repeat as needed. Follow this step-by-step guide for adding multiple files to a client record with this Knowledge Base Article.

Important Reminder regarding Bell Data Systems

Bell Data Systems was the SLO County CoC HMIS database prior to launching Clarity HMIS in March 2024. Agencies (who retained access) are reminded to pull any remaining data they are interested in archiving from Bell Data Systems HMIS prior to October 31, 2024. All access to Bell Data will end on November 1, 2024. Users who need assistance archiving data are invited to reach out directly to HMIS Support and we are ready to help!

Recording a Client's Social Security Number in Clarity HMIS

Users should enter an "x," a non-numeric character, for any digits of a client's Social Security Number (SSN) that are unknown or not otherwise shared by a client. Blank spaces automatically defaults to an "x" in Clarity when the profile is saved and the "Quality of SSN" field defaults to "Approximate or partial SSN reported," while the field remains editable. We know processes for entering a client's SSN have changed since migrating to Clarity HMIS and we thank you for learning with us! HMIS New User trainings have been updated to reflect this practice. Learn more about entering a client's SSN with this Knowledge Base article.

Calling all Agency Administrators

You're invited to join a collaborative meeting to discuss progress in Clarity HMIS and to strengthen the network of agency administrators and managers. This is an opportunity to share insights, map next steps, and ensure HMIS policies meet the needs of all users. Stay tuned for more information as HMIS Support continues to foster a supportive community that enhances both system efficiency and collaboration across agencies!

Question: How can I document a Release of Information (ROI) in HMIS? Do I have to enter an ROI for every member of the household?

Answer: Informing clients about how we use their data when we collect it is a critical piece for mitigating barriers in data collection. As a reminder, HMIS policies require that clients are aware of the CoC's Privacy Policy and sign a Release of Information (ROI), and yes - an ROI should be done for every member of a household, with parents or guardians signing for minors. New clients must have an ROI completed before the HMIS user is able to complete a client profile. CoC Policy allows for documenting an ROI by electronic signature or attached PDF. For existing clients, an ROI must be active, reviewed or completed every time a client has a new enrollment, again for every member of the household. Check out step-by-step instructions for documenting an ROI in Clarity HMIS with this Knowledge Base Article.

Question: I don't want to share personally identifying information (PII) about a client when I ask email HMIS Support, so what is the best way to inform you all about a client when I reach out?

Answer: Thank you for putting your client's privacy first! To ensure no client PII is shared with HMIS Support, we highly recommend users include the Clarity unique identifiers which is a sequence of letters and numbers and displayed on the client profile on the right side under the image silhouette. Including a Clarity unique identifier will help the HMIS Support team see first-hand what users may be experiencing and including a unique identifier can speed up the reply from the team.

Question: How do I request new users for Clarity? Who can make that request?

Answer: We love staff growth! Participating HMIS Agencies should follow the directions for adding new HMIS End Users with this Knowledge Base Article. As a friendly reminder, only Agency Administrators can request new users. The HMIS Support team encourages Agency Administrators to bookmark this page as a helpful resource!

A message from the CES Management Entity

Welcome Nathan Rubinoff as the Coordinated Entry Systems Manager! The CES Management Entity works within the Continuum of Care to develop CES policies, coordinate care among service providers, and advance the core elements of Coordinated Entry: Access, Assessment, Prioritization, and Referral. CES Users can expect to hear from Nathan and team with ongoing support and guidance.

Coordinated Entry Resources:

Homeless Services Oversight Council (HSOC) Coordinated Entry Committee meets on Wednesday. October 23 at 11am.
Clarity HMIS Coordinated Entry Knowledge Base .
Keep clients active on the queue with a program-related activity every 120 days. Program-related activities includes services, or program-level assessments such as annual, status, or current living situation (CLS) as well as custom assessments within an enrollment record. Learn more about keeping clients active on the Community Queue with this Knowledge Base article.
Note: Auto-exit has been turned off temporarily while a functionality issue is investigated.

Questions regarding best practices and CES user support

can be directed to the CES Management Entity

"You guys at HMIS Support make me feel like I can come to you with anything. I know that no question is too big or too small and I just really appreciate it."

-Kathy H., current HMIS User

Free HMIS Data Analytics Course

Registration is open for HUD's immersive, self-guided Data Analytics Course that begins October 21. This is a great opportunity for anyone interested in analyzing, interpreting, and communicating HMIS data. Learn more about HUD's on-demand course here.

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