How to document a client's data sharing choice
Author: ICA | Date Created: July 1, 2024 | Date Updated: July 21, 2025
What this is
This article will show you how to select the right transaction visibility for your client's enrollments and/or services based on your client's decision to share that information in HMIS.
What you need to know
Once your client has signed the HMIS Release of Information (ROI), you know their data sharing preference. It is your responsibility to enter their transactional information in line with that decision.
| Client's decision | On the ROI form, guide client to select | In HMIS |
|---|---|---|
| If client says yes, they consent to data sharing | the SHARE box on the ROI form. | Transaction visibility: All Organizations |
| If client says no, they do not consent | the DO NOT SHARE box on the ROI form. | Transaction visibility: Restrict to Creating Org Only |
Follow these steps
The HMIS Release of Information is the last section on the Basic Client Information form when completing an Intake.
- Scroll down to the Transaction Visibility section of the page:
- Select Creating Organization ONLY if the client checked Do Not Share on the HMIS ROI.
- Select ALL Organizations if the client checked Share on the HMIS ROI.
🚨Remember the client's sharing selection and answer the same whenever you complete the visibility restriction throughout the enrollment process.
Confirming a Client's ROI Status
If you need to confirm the transaction visibility of an existing client, you can see it on the client's dashboard.
- Go to the Dashboard of your client's record:
When you are done
Your client's enrollment or service has been recorded in HMIS to match their data sharing preference.
You can download and print a copy of the HMIS Release of Information form on our website: HMIS Release of Information (ROI)
🖨️ The HMIS ROI is available in Spanish, Hmong, Russian, Karen, and Somali languages.