How does an agency get setup in HMIS?

My agency wants to get started with HMIS – what do I need to do?

If your agency wants to become a participating agency in Minnesota’s HMIS, you will need to complete the required new agency paperwork before getting set up to enter data in HMIS. Instructions for starting the new agency paperwork process can be found here. Agencies will need to complete the following paperwork:

  • Agency Agreement - This form underwrites the legal relationship between an agency and ICA as it relates to HMIS responsibilities. This document should be carefully reviewed and signed by the agency’s executive director.
  • Local HMIS Data Use Administration Agreement – This form is an agreement between agencies and their Continuum of Care (CoC) and/or the CoC’s designated Local System Administrator (LSA).  The agreement covers the sharing of information entered into Minnesota's HMIS for the general purpose of administration and system-related data use.
  • Provider Request Form – "Provider" is the term for the entities in ServicePoint that are used to organize data into groups for data entry and reporting purposes. This form allows ICA to correctly set up your agency’s providers and configure data collection appropriately in the database.
  • Agencies that are covered entities under HIPAA or covered under Federal Drug and Alcohol Confidentiality Regulations (42 CFR part 2) will have additional required paperwork to complete.

Once all the required new agency paperwork has been completed, ICA will begin the process of configuring your agency’s providers in HMIS.  When that process is complete, ICA will contact you with your provider setup details and your users may begin New User Training!

Please note that the process of getting a new agency set up in HMIS may take several weeks to be fully completed once all agency paperwork has been received. Users from new agencies are not able to begin New User Training until this setup process is complete.

How do I get a new provider in HMIS?

If your agency is already in HMIS but you have a new project or funding source, you should submit a Provider Request Form that will allow ICA to configure data collection appropriately for your project in HMIS. 

Please have the following information available as you complete this form:

  • The staff person at your agency who can provide accurate information and answer questions about the project;
  • Knowledge of the funding source, including when the grant starts/started;
  • For federally-funded projects, the grant identifier from your contract or grant;
  • For shelters and housing projects, knowledge of the number of beds and units per this funding source.

If you have questions about filling out this form, please contact our Helpdesk at mnhmis@icalliances.org for assistance.

What if my agency needs to enter data or report on behalf of another agency?

If a user from one agency needs to access data in another agency’s providers, the two agencies can enter into a Coordinated Services Agreement that will coordinate client-level data entry and allow a user to enter data on behalf of and/or report on behalf of another agency. If your agency needs a Coordinated Services Agreement, please contact the ICA Helpdesk at mnhmis@icalliances.org.

Read more: Administrative DocumentsNew to HMIS

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