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2011-108 Housing - NC Housing Coalition for Continuum of Care Participation Agreement $0
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2011-108 Housing - NC Housing Coalition for Continuum of Care Participation Agreement $0
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Last modified
1/9/2012 10:47:53 AM
Creation date
5/10/2011 8:51:30 AM
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BOCC
Date
5/9/2011
Meeting Type
Work Session
Document Type
Agreement
Agenda Item
Manager Signed
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4. If the client has given approval through a completed consent form, the Participating Agency may <br />elect to share information according to QSOBA(s), or other document(s) that complies with applicable <br />laws, rules and regulations, that the Participating Agency has negotiated with other partnering <br />agencies in CHIN. <br />5. The Participating Agency will obtain a separate release from clients regarding release of <br />restricted information if the Participating Agency intends to share restricted client data within the <br />CHIN HMIS. Sharing of restricted information must also be planned and documented through a <br />QSOBA, or other document(s) that complies with applicable laws, rules and regulations. <br />6. Agencies with whom information is shared are each responsible for obtaining appropriate <br />consent(s) before allowing further sharing of client records. <br />7. The Participating Continuum of Care acknowledges that the Participating Agency, itself, bears <br />primary responsibility for oversight for all sharing of data it has collected via the CHIN HMIS. <br />8. The Participating Agency agrees to place all client consent and authorization forms related to the <br />CHIN HMIS in a file to be located at the Participating Agency's business address and that such forms <br />will be made available to the HMIS Lead Agency for periodic audits. The Participating Agency will <br />retain these CHIN-related client consent and authorization forms for a period of 7 years, after which <br />time the forms will be discarded in a manner that ensures client confidentiality is not compromised. <br />9. The Participating Agency acknowledges that clients who choose not to authorize sharing of <br />information cannot be denied services for which they would otherwise be eligible. <br />D. Custody of Data <br />1. The Participating Agency acknowledges, the Continuum of Care, and HMIS Lead Agency agrees, <br />that the Participating Agency retains ownership over all information it enters into CHIN. <br />2. In the event that the CHIN HMIS ceases to exist, Participating Agencies will be notified and <br />provided reasonable time to access and save client data on those served by the Participating Agency, <br />as well as statistical and frequency data from the entire system. Thereafter, the information collected <br />by the centralized server will be purged or appropriately stored. <br />3. In the event that HMIS Lead Agency ceases to exist, the custodianship of the data within the <br />CHIN HMIS will be transferred to another organization for continuing administration and all CHIN <br />Participating Agencies will be informed in a timely manner. <br />IV. DATA ENTRY AND REGULAR USE OF THE CHIN HMIS <br />1. The Participating Continuum of Care upholds that the Participating Agency will not permit User <br />ID's and Passwords to be shared among users. <br />2. The Participating Continuum of Care upholds that if a client has previously given the Participating <br />Agency permission to share information with multiple agencies and then chooses to revoke that <br />permission with regard to one or more of these agencies, the Participating Agency will contact its <br />partner agency/agencies and explain that, at the client's request, portions of that client record will no <br />longer be shared. The Participating Agency may request that CHIN designate a client's record as <br />"Inactive" and remove it from system-wide view or revoke existing Client Consent Form for that <br />Participating Agency. <br />3. The Participating Continuum of Care upholds that if the Participating Agency receives information <br />that necessitates a client's information be entirely removed from CHIN, the Participating Agency will <br />work with the client to complete a form provided by HMIS Lead Agency with respect to the deletion of <br />the record, which will be sent to HMIS Lead Agency for de-activation of the client record. <br />
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