Administrative Documents
System-Wide Documents
This document explains the purpose, practices and policies of Minnesota’s HMIS as it relates to privacy, security, and data quality. It also lays out the expectations for partner agencies and the governance structure.
This document shows the list of agencies participating in Minnesota’s HMIS and is updated monthly. Agencies must provide this list to clients upon request.
Agency-Level Documents
The Provider Request Form is for new agencies and agencies with new projects. This form is filled out by the agency and returned to the State System Administrator so that the appropriate providers can be created in the database.
This form underwrites the legal relationship between an agency and the State System Administrator with Bowman Systems as it relates to HMIS responsibilities. Agency Agreements must be completed by new agencies. This document is signed by the agency’s executive director. HIPAA-covered agencies also need to complete a Business Associates Agreement.
This form is an agreement between agencies and their Continuum of Care (CoC) and/or the CoC’s designated Local System Administrator (LSA). The agreement covers the sharing of information entered into Minnesota's HMIS for the general purpose of administration and system-related data use.
This document must be posted and viewable by clients at intake to provide information on their rights and HMIS policies related to personal data.
User-Level Documents
This form outlines the policies related to collecting, entering and viewing data in ServicePoint, as well as laying out the code of ethics. This form is completed and signed by all HMIS Users before gaining access to the database.
Client Intake Documents
Translated Release of Information (ROI) documents in Spanish, Somali, Hmong, Russian, and Karen can be found here.
Use this Release of Information, unless your agency is covered by HIPAA or MGDPA (Minnesota Government Data Practices Act).
Use this Release of Information if your agency is covered under the Minnesota Government Data Practices Act (MGDPA).
Use this Release of Information if your agency is covered under the Health Insurance Portability and Accountability Act (HIPAA).
A brief handout that you can make available to clients to explain what HMIS is. This version is formatted in black and white for printing. A color version is available on the About HMIS page.
This form is for clients to submit a confidential formal grievance about the way their personal and private data has been used with Minnesota’s HMIS. The Partner Agency must make Minnesota’s HMIS Service Recipient Grievance Form available to clients upon request. The Partner Agency and the Lead Agency are prohibited from retaliating against clients for filing a complaint.