How do I manage HMIS Contacts for my agency?
Date Created: July 7, 2026
What this is
This article defines and describes HMIS key contacts for your agency. It also explains how to keep contacts current in HMIS.
What you need to know
Every agency participating in HMIS must have the following contacts on file, as required by the New Agency Agreement:
- Designated Contact
- Billing Contact
- Data Quality Contact
One person may serve in multiple roles, or each role may be assigned to a different person.
In this article
- What are the responsibilities of each HMIS contact?
- How do I update the HMIS contacts for my agency?
What are the responsibilities of each HMIS contact?
Each HMIS contact has different responsibilities. The descriptions of each role can be found below:
Designated Contact:
- The designated contact will provide agency information in a timely manner to ICA for update in HMIS. This includes prompt notification about:
- New projects
- New users, along with the appropriate access level for their role
- This includes ensuring each employee or volunteer obtains a unique user license and that HMIS access is granted only to staff members that have received training, signed the User Agreement, and are authorized to use the HMIS.
- Changes to any Project Descriptor Data Elements for existing projects
- Closed projects
- Users exiting an agency, or who otherwise need their access removed.
- Inform ICA of any violations of HMIS policies and procedures. The designated contact will serve as point of contact when an end user violation is identified and help notify affected clients.
- Read the HMIS Newsletter and verify that users at their agency understand information on HMIS policies, reporting changes, annual training requirements, and interruptions in service.
- Ensure that your agency is meeting it's obligations around federal reports and connecting ICA with specific projects when federal report information is required, upon request.
- Respond to other inquiries by ICA staff as needed.
Billing Contact
- The billing contact has the authority and ability to pay HMIS fees.
- They will also respond to any billing inquiries from ICA.
Data Quality Contact
- The data quality contact will review your agencies HMIS data quality regularly.
- They will respond to any data quality inquiries from ICA.
How do I update the HMIS contacts for my agency?
There are a few ways to update HMIS contacts:
- New Agencies should have HMIS contacts sign the New Agency Agreement. New agencies should also email the Helpdesk with the names and emails for their agency contacts.
- Please notify the Helpdesk when a contact leaves your agency, goes on leave for an extended period of time, or moves to a different position.