The Homeward Community Information System (HCIS) is a HIPAA-compliant online database used to record information on client needs, characteristics, and services.

The use of Homeless Management Information System (HMIS) is required to receive funding from: HUD (U.S. Dept. of Housing and Urban Development), DHCD (Virginia Department Housing and Community Development), and the United Way of Greater Richmond/Petersburg.

Partner agencies have access to a common set of tools and agree to uphold standards of privacy and confidentiality as a condition of continued use. Homeward provides training and technical assistance to agencies and users participating in the system.

HCIS Implementation Documents (for agency use)

• Implementation Timeline: This document explains steps that are needed to join HCIS.
• Functions Description: This document identifies the different roles and functions for the Agencies and Homeward related to using HCIS.
• HCIS Policies and Procedures (revised 09/02/20): Policies and procedures related to the use of HCIS, including the data quality plan, appear in this document.
• Agency Participation and Business Associate Agreement: All agencies are required to sign this agreement before gaining access to HCIS.
• Covered Entity or Business Associate: This document describes who a covered entity is and how that affects your use of HCIS.
• Providers using HCIS: This document lists all the agencies that currently use HCIS.
• HCIS Collection Notice: This document should be posted in public for all clients to see and read. 

HCIS User Documents (for agency staff)

• HCIS Authorization for Release of Information: This document informs clients about the data collected in HCIS, how it is used, and their rights. This form can be given to the client if asked.
• User Policy and Code of Ethics for non-HCIS Users: This confidentiality agreement is signed by people involved in housing teams or other groups that use a by-name list who do not use HCIS.
• User Policy and Code of Ethics for HCIS Users: All new HCIS users sign this policy to acknowledge their responsibilities in accessing and protecting client data.
• User Policy and Code of Ethics - HCIS Special Use Addendum: HCIS users sign this document if they are accessing the system for a limited purpose, such as just running reports or viewing client records.
• Privacy Notice: This document can be given directly to a client or made available for a client to read explaining HCIS and why data is collected.
• Verbal Release Script: This document contains an example of language used to obtain a verbal agreement to share a client's information with community agencies. 

HCIS User Training/Resource Document

HCIS assessment forms - The following links provide the standard assessments for all project types that are currently using HCIS for data entry. Note there are four types of assessments that are required depending on the funding source. Entry assessment is completed at time of client intake, Update assessment is completed when a significant change has occurred  in client information, Exit assessment is completed when the client leaves the project and annual assessment is completed if a client remains in your project for more than one year.   

•  HUD - This assessment is the standard assessment that is used for most HCIS projects
  • Entry assessment for ES,SH and Street Outreach
  • Entry assessment for all other Projects 
  • Update assessment
  • Exit assessment
  • Annual assessment 

• PATH - Projects for Assistance in Transition from Homelessness 
  • Entry assessment for Street Outreach
  • Entry assessment for Supportive services  
  • Update assessment 
  • Exit assessment 

• SSVF - Supportive Services for Veterans Families 
  • Entry assessment
  • Update assessment
  • Exit assessment

• HOPWA - Housing Opportunities for Persons with AIDS
  • Entry assessment
  • Update assessment
  • Exit assessment
  • Annual assessment

Training Materials - The following training materials include data entry steps and other related materials. There is also a link at the top of this page to various videos that will provide self guided training on specific HCIS related topics. 

• • Data entry steps for singles
  • Data entry steps for families 
  • Data entry steps for HOPWA families
    
  • Data entry steps for HOPWA singles 
  • Data entry steps for street Outreach 
  • Data entry steps for PATH
  • ART report directions

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