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OC HMIS Participating Agency Agreement <br /> Purpose <br /> The HMIS (Homeless Management Information System) is a HUD-mandated information technology system <br /> that is designed to capture client-level information over time, on the characteristics and service needs of <br /> homeless persons. Client data is maintained on a central server, which will contain all client information in an <br /> encrypted state. HMIS integrates data from all homeless service providers and organizations in the community <br /> and captures basic descriptive information on every person served. Participation in the OC HMIS allows <br /> organizations to share information with other participating organizations to create a more coordinated and <br /> effective service delivery system.The OC HMIS is the secured electronic database for Orange County and is a <br /> valuable resource for local communities. <br /> Agreement and Understanding <br /> This Agreement authorizes this Participating Agency (Agency) to designate HMIS Users (User). A User is a staff <br /> person entrusted to enter Protected Personal Information (PPI) into the OC HMIS, on behalf of this Agency. In <br /> order to allow a User to access the OC HMIS, a User Agreement must be signed by the User and stored <br /> electronically in the HMIS. <br /> Confidentiality and Informed Consent <br /> Confidentiality:This Agency must require all Users to abide by its organization's policies and procedures; <br /> uphold all privacy protection standards established by the OC HMIS Policies and Procedures; and comply with <br /> all relevant federal and State of California confidentiality laws and regulations that protect client records. <br /> Except where otherwise provided for by law, this Agency shall ensure that confidential client records are <br /> released with the client's written consent. <br /> Written Consent: To obtain written consent, prior to each client's assessment, each client must be informed <br /> that the client's information will be entered into an electronic database called HMIS.The terms of the Consent <br /> to Share Protected Personal Information form must also be explained to each client. Clients who agree to have <br /> their PPI entered into the OC HMIS must sign the Consent to Share Protected Personal Information form. <br /> Verbal Consent: Verbal consent to enter PPI into the OC HMIS may be obtained during circumstances such as <br /> phone screenings, street outreach, or community access center sign-ins. Each client must be informed that <br /> their information will be entered into the HMIS database. The terms of the Consent to Share Protected <br /> Personal Information form must also be explained to each client.The client's written consent must be <br /> obtained once the client appears for their initial assessment. <br /> EXHIBIT E 1 <br />