2011-314b Housing - NC Housing Coalition for 2011-2012 Continuum of Care Participation Agreement

Browse Search

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