ROI Error
Any client wishing to share their information between service providers must give their consent on the HMIS Release of Information (ROI). To correctly document a consented ROI in HMIS, two pieces of information must be added to a record's Client Profile tab.
1. The word SHARED must be entered into the Alias field
2. The Date of ROI Consent field in the Universal Profile section must have a single value.
It is the responsibility of the agency creating a shared client record to add documentation of a Release of Information (ROI) on the Client Profile tab.
Missing the ROI
If the ROI is simply missing. Follow the instructions below to correct that.
- Enter EDA mode to the correct project provider.
- Backdate to the Project Start Date of the client’s first enrollment in your program. NOTE: In backdate mode, the color theme will turn yellow.
- Search for and enter the client record
- Navigate to the Client Profile tab.
- Scroll down to the Date of ROI Consent section.
- Add the date of the first enrollment, the entry date, in the program.
- Make sure the Alias field has the word SHARED in it.
- Click Save & Exit at the bottom of the page.
Missing SHARED in the Alias field
It may be that the ROI date is not missing but an error is still showing. This is likely the result of a missing value in the Alias field. The report looks for the ROI date and the SHARED in the data in the Alias field. If the ROI dat is correct and the Alias field is empty or the data was entered late, like the ROI example above, an error will occur.
- Enter EDA mode to the correct project provider.
- Backdate to the Project Start Date of the client’s first enrollment in your program. NOTE: In backdate mode, the color theme will turn yellow.
- Search for and enter the client record
- Navigate to the Client Profile tab.
- Click the edit pencil next to Client Record.
- Update Alias field by adding the word SHARED.
- Click Save & Exit.
Specific Error from the QDQ Report
When an ROI error is encountered on the ROI tab of the QDQ Report, there may be missing data or there might be data that is entered that the report cannot see. For example, when a correct ROI date is added on a day after the QDQ reporting period, the date of data entry will not be seen by the report and the data will look empty to the report. Let's look at a specific example for more clarity.
Let's say the QDQ reporting period is Quarter 1 of 2022 (1/1/2022 to 3/31/2022). When the report is run, you enter the Start Date as 1/1/2022, the End Date as 4/1/2022 (this captures the data through midnight of 3/31/2022), and the Effective Date to match the End Date (4/1/2022). You run the report and see an error on the ROI tab of the report. 
You go to the client record and see that the client entered the project on 3/27/2022, a Sunday. You didn't have time to enter the data in HMIS until Tuesday, April 5th. You entered the ROI as 3/27/2022 (inside the reporting period) but the date you entered the data (4/5/2022) is outside the reporting period. The report cannot see the ROI of 3/27/2022.
To fix this, enter an ROI in Backdate mode to the date the client entered the project. In the example above, backdate to 3/27/2022, and enter the ROI then.
Treat this type of error as Missing the ROI and follow the instructions shown above.
If you are have any difficulty adding the ROI to the client profile please contact the helpdesk to get the client record updated. Click here for additional information on how to create a closed record.