The Homeward Community Information System (HCIS) is a HIPAA-compliant online database by social service providers to record information on client needs, characteristics, and services.
HCIS is a type of “HMIS” which is required to receive homeless assistance funding from: HUD (U.S. Dept. of Housing and Urban Development), DHCD (Virginia Department Housing and Community Development), and the United Way of Greater Richmond/Petersburg.
Partner Agencies have access to a common set of tools, and agree to uphold standards of privacy and confidentiality as a condition of continued use. Homeward provides training and technical assistance to agencies and users participating in the system.
HCIS Implementation Documents (for agency use)
- Implementation Timeline: This document explains steps that are needed to join HCIS.
- Functions Description: This document identifies the different roles and functions for the Agencies and Homeward related to using HCIS.
- HCIS Policies and Procedures 3.0 (revised 9/3/15): Policies and procedures related to the use of HCIS, including the data quality plan, appear in this document.
- Agency Participation and Business Associate Agreement: All agencies are required to sign this agreement before gaining access to HCIS.
- Covered Entity or Business Associate: This document describes who a covered entity is and how that affects your use of HCIS.
- Providers using HMIS: This document lists all the agencies that currently use HCIS.
- HCIS Collection Notice: This document should be posted in public for all clients to see and read.
HCIS User Documents (for agency staff)
- HCIS Authorization for Release of Information: This document informs clients about the data collected in HCIS, how it is used, and their rights. This form can be given to the client if asked.
- Homeward Shared Client Data Confidentiality Agreement and Code of Ethics: This confidentiality agreement is signed by people involved in housing teams or other groups that use a by-name list who do not use HCIS.
- Homeward Community Information System (HCIS) User Policy and Code of Ethics: All new HCIS users sign this policy to acknowledge their responsibilities in accessing and protecting client data.
- Homeward Community Information System (HCIS) User Policy and Code of Ethics - Special Use: HCIS users sign this document if they are accessing the system for a limited purpose, such as just running reports or viewing client records.
- Privacy Notice: This document can be given directly to a client or made available for a client to read explaining HCIS and why data is collected.