King County FAQ

/King County FAQ
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King County Q&A Session

If your agency is participating in Family Housing Connection (FHC) or Youth Housing Connection (YHC), you can learn how to manage your referrals here:

A training video is also available here

The prior version of the Release of Information (ROI) form is still valid.  If a client previously signed an ROI before the transition to Clarity, that document can be uploaded to the system.  A new ROI form is not necessary.

Agencies cannot enter confidential information regarding a client’s HIV/AIDS status, in accordance with RCW 70.02.220.  If funding, such as HOPWA, requires HMIS use, those clients’ data should be entered into HMIS without Identifying Information following the ‘Consent Refused Data Entry’ procedure. Similarly, any program, regardless of funding source, that primarily serves clients who have HIV or AIDS should also enter clients into HMIS following the ‘Consent Refused Data Entry’ protocol.

All agencies must comply with the Violence Against Women and Department of Justice Reauthorization Act of 2005 (VAWA) and Washington State RCW 43.185C.030.  Providers serving domestic violence clients must NOT enter clients personal information in Clarity Human Services.  Domestic Violence clients can be entered into the HMIS system but only using special client profile data entry protocol specified within the ‘Consent Refused Data Entry’ procedure that must be used with all domestic violence clients to ensure to personal identifying information is not entered.

Personal identifying information cannot be entered in the Seattle/King County’s HMIS for people who are:

  1. Receiving services from domestic violence agencies;
  2. Fleeing or in danger from domestic violence, dating violence, sexual assault or stalking situation; or
  3. Have revealed information about being HIV positive or having AIDS. Client’s personal identifying information includes Name, Date of Birth, and Social Security Number.

Currently Active Programs, as well as all data from 2012 forward, have been migrated.  Migration was limited to data contained strictly in the 2015 HUD HMIS Data Standards.  Custom data, such as services not identified in the Data Standards, Case Notes, etc. were not migrated.

Only identified Programs deemed active were migrated.

The following process should be followed in the event a Client revokes consent.  An example of this may be a client is fleeing Domestic Violence, or simply the client has requested a revocation of consent.

  1. Client completes and signs a Client Revocation of Consent form (note: this is not required if client is experiencing an urgent DV situation)
  2. Agency emails Bitfocus (kcsupport@clarityhs.com) with a request to Anonymize the Client.  Agency gives Bitfocus the Unique Identifier of the client requesting revocation of consent. No identifying information is allowed to be sent through email. Only the Unique Identifier is allowed to be sent. Unique Identifiers are 9 character IDs that can be found on the Profile screen of the client.
  3. Bitfocus, Inc., as the System Administrator for King County HMIS, follows the Consent Refused procedure to Anonymize the Client.
  4. Bitfocus, Inc. emails the HMIS Agency Lead of each Agency with Active Programs/Services for this client, and provides notice of the Unique Identifier of the client that has been Anonymized due to the Revocation of Consent.
  5. Each agency then utilizes the Unique Identifier to work with this client.
  6. In the future, if a new Client Consent/ROI is provided for this client, then this client record can be de-anonymized.  Until that time, the Unique Identifier must be used.

Please follow the Consent Refused Guide, which includes screenshots and full instructions, by clicking here.