• Date
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  • HMIS User Account Update Request

    HMIS User Account Update Request

  • Welcome to the HMIS User Account Update Request process.  Please use this form to request upgrades to the user's account or to notify HMIS that this account should be deactivated.  Please submit a separate form for each change request.

    Who Can Submit This Request?
    Requests for updating or deactivaing HMIS user access must be submitted by supervisors or other agency leadership. This requirement ensures that requests includes the correct access level information and the agency leadership has approved any upgrades in access.  Staff members may not submit their own HMIS access requests. If it is discovered that staff at your agency are being instructed to request their own access, HMIS may need to revisit your agency's HMIS Participation Status. Thank you for your cooperation in maintaining system security and regulation compliance.

     

    Notifying HMIS to Deactivate User Accounts
    Per the HMIS Policies and Procedures Agreement (section 5.6a), all HMIS participating agencies must notify HMIS within no more than 24 hours of the departure of an employee who has an HMIS Account sponsored by your agency.  Removing a departing employee's HMIS access protects the security of our HMIS.  If agencies do not notify HMIS of employee departures, any actions taken by the employees in our HMIS remain the responsibility fo the agency who initially sponsored their access to the system.  If the HMIS team is not notified, HMIS users can maintain their access indefinitely provided that they keep logging in on a regular basis.  Please use this form to notify our team of any employees who have left your organization or no longer need HMIS access to do their work.

  • Please select your reason for submitting a HMIS Access Request*
    • Details about the Person Completing this Request 
    • Agency Information 
    • Please select the Continuum of Care (CoC) your organization is associated with:*
  • HMIS User Access Changes

    HMIS User Access Changes

  • What changes to this user's account would you like to request? Please choose all that apply.*
    • Change HMIS User Access Level 

    • Please review the HMIS User Access Level definitions to ensure that this user has the minimum level of access they need to complete their job duties. 

      Direct Service Staff: Direct Service Staff is our most commonly used access level. Users are able to view/create/edit client records, program enrollments, services, assessments, contacts, locations, files, notes, and public alerts. They can also access the report library and run many of the canned and custom reports in the system. 

      Services Only: This access role has very limited viewing access in HMIS. Other than viewing some of the information in the system, this access level can create services within active program enrollments, add notes, and add public alerts. They CANNOT complete assessments, refer clients, or enroll/exit clients from programs.

      Supervisory Access: Designed for users who supervise other staff. In addition to the abilities of someone with Direct Service Staff access, they also have limited rights to delete information in the system, access to reports that allow them to monitor staff activity, and the ability to create their own custom reports in the Data Analysis section.

      Reporting and Monitoring Only: This is a special access level for users who DO NOT enter or edit client program enrollments but are pulling report data to monitor the program's results. This access level allows the user to view all of the information for program enrollments, run both canned report and custom reports, and build and save their own data analysis reports.

    • User's Current HMIS Access Level
    • User's New HMIS Access Level
    • Additional Agency Access Requests 

    • Additional agency access is most often given to HMIS users working in programs under Partnership Agencies.  Partnership Agencies are created to allow multiple organizations to work in the same program - most oftenly created to allow funders to access records of the programs they are funding.  Please choose any agencies below that this user needs access to to complete their work.

    • Additional Agency Access - Sacramento
    • Additional Agency Access - Yolo County
    • Move To Submit
  • HMIS User Deactivation

    HMIS User Deactivation

  • Thank you for your submission regarding this HMIS user who is no longer affiliated with your organization.  We will deactivated their HMIS account within 24 hours, so they will no longer have access to the system.  If you have any questions or need any additional assistance, please let us know.

  • Please select the date the HMIS User needs their license deactivated:
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  • Submit Your Request

    Submit Your Request

  • Once you submit this form, an HMIS Support Ticket will be created for you.  HMIS staff will be in touch with you shortly to either notify you that these changes have been made or to ask further questions to clarify your request.  If you have any questions, please feel free to email the team at hmis@sacstepsforward.org.

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