What is the Homeless Management Information System (HMIS)? Does the law require homeless service providers to record information about clients?  If so, where does that information go and how is it used?  If I don’t answer the questions, will I be turned away?

A Homeless Management Information System is a database of personal facts about the homeless people in a community.  These facts are gathered from homeless people when they get services from federally funded non-profits and government agencies.  So, if someone spends a few nights in a shelter that gets noted in the database.  If he needs insulin at the shelter, that gets noted in the database.  If he goes to some other funded facility for a shower and shave, that is entered into the database.  If he participates in vocational counseling or is a veteran or underwent a gender transformation, those facts go in the database.  As you can see, some of these facts are gathered just as a result of participation and some are gathered when participants answer questionnaires.

These databases exist because every local and state service provider that uses federal money to provide programs, services, or resources to homeless people must collect information about how it spends the money and then report that information to the federal government.  All that they report to the federal agencies (HUD, HHS, and the VA) are the numbers, no names.  They do use the names in the community though, so that the various providers can have a total picture of each person’s needs.

Every community of homeless service providers, whether it is a city or a county or a region—depending on how homeless services are organized in that area—contracts with a database vendor to create its own HMIS.  Then, as a homeless person goes from one agency to the next, he or she does not have to go through the whole exhaustive intake process each time and the provider can see any facts that might help them to best serve the client and make referrals to other entities or new programs that will be relevant to that individual consumer.

You have two ways of protecting your information:

  1. You can refuse to answer any of the questions that you object to. Refusing to answer will not make you ineligible for the service, but it will mess-up the provider’s records and can compromise its future funding.  In the unlikely event that a provider says that you are legally required to answer a particular question if you want the service, you should direct that person to page 11 of the HMIS Data Standards Manual https://www.hudexchange.info/resources/documents/HMIS-Data-Standards-Manual.pdf which specifically says that “client refused is considered a valid response.”
  2. You can obtain a copy of your database report and tell the provider to remove any items that you do not want to have on record.

Sources:

  1. See Title 24 of the Code of Federal Regulations Part 578 to read the regulations about Continuum of Care Services for homeless populations. http://www.ecfr.gov
  2. Consult the HMIS Data Dictionary for clear definitions of just about every topic related to homeless life and government funding. https://www.hudexchange.info/resource/3824/hmis-data-dictionary/
  3. The federal HEARTH Act established the requirements for federal agencies to collect and utilize client data and more accurately audit the way resources are allocated for the homeless population. Read about this law and related actions at https://www.hudexchange.info/homelessness-assistance/hearth-act/.
  4. The United States Interagency Council on Homelessness coordinates local and state efforts to eliminate homelessness.  You can see their research publications, some of which use data from the HMIS collections, at http://usich.gov/usich_resources/.

Thank you to Bill Hale who suggested this array of questions, made sure I knew about resources, and checked his own data in the HMIS.

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4 Replies to “What is the Homeless Management Information System (HMIS)? Does the law require homeless service providers to record information about clients?  If so, where does that information go and how is it used?  If I don’t answer the questions, will I be turned away?”

  1. Hi’ I don’t know what to do I don’t have the money to do a search long distance .I’m in Austin Texas my brother the last time I saw him was in Florida. He’s been missing for 15 -16 years and there’s no record of him except when he went to the driver’s license department in 2000. I think he might be homeless and not know how to find me and he has a mental illness. The police won’t do a missing persons report because they have nothing to go on and I have very little information as to my brother’s whereabouts. What can I legally do without any money to find him. Are there any grants or ways to get money to help in the search of missing loved ones. I’ve tried calling shelter’s in the past and they wouldn’t give me any information due to there clients protection. What do I do ? Legally or any other way? Please , help me.

    1. Reduce your expenditure costs like

      * internets services
      * mobile phone
      * home phone
      * tv services

      Save that money for a P.I.

      Xmpp Texting: RayHelp@chatme.xyz/otr

      Free yourselves from the shackles of sms texting and I’ll do my best to help where I can. This is not email. OTR required for privacy and security.

  2. Have you already looked in the Missing Persons Database at https://www.findthemissing.org/en ? You could also try advertising by making a blog or Facebook page about him. He might be trying to locate you too; the online ad would help him find you. Likewise, police or service providers who encounter him might search for his name online to see if he has a family. They will contact you if they come across a blog or Facebook site through which they can let you know where he is. I know two families who were contacted by out-of-state police when their mentally ill homeless relatives had gotten off-track.

  3. #RapingPrivacy is always bad. Homeless have the same rights as any other man [who is a citizen].

    DO NOT sign a contact unless all are true:

    * you have READ all the words
    * you UNDERSTAND all the words
    * you AGREE TO BE BOUND

    ^ this is what your signature denotes

    Xmpp Texting: RayHelp@chatme.xyz/otr

    Free yourselves from the shackles of sms texting and I’ll do my best to help where I can. This is not email. OTR required for privacy and security.

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