How to talk to clients about data sharing in HMIS when presenting the ROI

Author: Britt | Date Created: July 31, 2025 | Date Updated:

What this is

This article offers key points about data sharing in HMIS and a script that you can use when presenting the HMIS Release of Information (ROI) to clients.

What you need to know

The more confident you are explaining data sharing in HMIS, its value, and your client's options, the more empowered your client will be.

What clients need to know

• HMIS is a database shared by organizations in MN that serve people experiencing or at risk of homelessness. 
• A shared system helps us coordinate services, shelter, and housing opportunities for our clients.  
• Your basic information like name, contact info, DOB, is visible to licensed HMIS users at other homeless service providers.
• You get to choose whether additional information about you is visible to organizations in HMIS or just with the program serving you.
• You can also choose to share your information in HMIS for the best coordination of services and choose not to answer some questions if that is best for you.

A script for explaining data collection and data sharing in HMIS to clients

I need to gather some basic information about you and about your situation to complete your intake. Before we begin, I would like to explain how your data is collected and used to coordinate services to help you. 

Your information goes into a database called HMIS, which is shared by organizations like ours in Minnesota. This notice explains how HMIS is used and kept safe. This copy is yours to keep. 

Your basic information (like name and date of birth) is visible inside HMIS to other homeless service providers. We all follow strict guidelines about data privacy so that your personal information is protected. Your data is not shared with federal agencies. 

When I ask about your situation, I will only ask what is necessary to serve you. You can always say that you prefer not to answer a question. 

You get to choose how some of your data is shared in HMIS. The HMIS Release of Information

form explains your options. 

With your consent, your transactional information will be shared with other service providers. That means things like the specifics of your situation and the services you get today. 

Sharing this information helps me work with other organizations in the community to help you. It means: 

• You may spend less time answering questions about your situation. 
• It is easier for agencies to coordinate housing and services for you and your family. 

If client does not consent, say

I understand that you are not comfortable with your information being shared.

I want to assure you that you can still receive any services that you are eligible for here at my agency, however I will not be able to collaborate directly with other agencies in the community to see if you are eligible for services they may offer. 

You can select "do not share" on the ROI form and sign. Then we can begin.

If client does consent, say

Ok, you can select "share" on the ROI form and sign. Let's begin.

When you are done

• You will know your client's data sharing preference.
• You will have a signed copy of your client's HMIS ROI.
• You should file the HMIS ROI according to your agency's protocols.
• You can upload an electronic version of the ROI to the client's HMIS record under Client Files.

Next, you can enter data for your client's enrollment or service in line with their data sharing choice.