Common Questions about the HMIS Release of Information (ROI)
Author: Britt Heinz-Amborn | Date Created: July 26, 2024 | Date Updated: June 25, 2025
What this is
This article explains the HMIS Release of Information (ROI) and answers common questions!
The HMIS ROI is a form that lets a client decide if they want to share their information with other programs in the statewide HMIS system.
What you need to know
Clients can choose
- Share – to share their enrollments and services will be visible to other agencies.
- Do Not Share – to only share their basic profile information, while keeping enrollments and services private to the organization serving them.
When to present the ROI
- You can get the most recent ROI and Data Privacy Notice from the MN HMIS website.
- Give a printed copy of the ROI to clients at initial intake.
- Each adult must sign.
- The head of household signs for any minor children.
A client only needs to complete the ROI once. It does not expire unless the client changes their choice later.
Client Rights
- You must explain the ROI and answer their questions.
- Clients must understand the ROI before signing.
- They can see their HMIS information anytime upon request.
Verbal Consent
- Clients can give verbal consent if you're meeting over the phone.
- Mark “verbal consent” on the form and keep a copy in the paper file.
- At the first in-person meeting, have the client sign the form.
Exception: If your agency is covered by HIPAA, verbal consent is not allowed. The client must sign in person.
Don't Forget
- Store signed ROIs in a safe place.
- You can upload the ROI in HMIS under “Client Files.” Make it visible to all organizations.
Common questions
What is the Data Privacy Notice (DPN)?
The first page of the ROI. It explains what data is collected, why, who can see it, and client rights. Review it with the client and give them a copy.
What is the "Posted" DPN?
A short version of the DPN. Post it where clients can see it. It does not replace the full DPN at intake.
Do clients need to sign the new ROI?
Yes. All clients, including those who signed one before August 2024, need to sign the current version.
What if household members have different sharing preferences?
You can only pick one option for the whole household. Use Do Not Share if any member chooses it. Let the client know this won’t affect their services.
What if a client changes their mind?
Have them sign a new ROI. Update their sharing setting in HMIS for their current enrollment with your project. The change applies to new data only. You can update old entries from your agency as a courtesy, but it’s not required.
What’s the difference between Standard, HIPAA, and MGDPA ROIs?
- HIPAA-covered agencies must collect in-person signatures. Verbal consent is not allowed.
- MGDPA-covered agencies follow similar rules.
- If you don’t know if your agency needs to follow these data privacy regulations, ask your supervisor.