Your Agency was Approved for HMIS Access!

Phase 1: Initial Agency Onboarding

Step 1 - Review Key Policy Resources:

• HMIS Standard Operating Policies
• HMIS Security Plan
• HMIS Continuous Data Quality Improvement Process

Step 2 - Preview the local HMIS Agreements:

• KCRHA Partner Agency Privacy Agreement (MOU): This outlines HMIS Privacy Standards and best practices for each agency while participating in the HMIS.
• KCRHA Technical Administrator and Security Officer Agreement: This is where you will identify a staff member to fulfill the responsibilities of Technical Administrator (or "HMIS Agency Lead") and Security Officer.
  • The same staff member can fulfill both roles if necessary.
  • Alternate staff can also be identified for these roles. All main points of contact and alternate require separate agreements

Step 3 - Once you have identified staff to serve as your agency’s Technical Administrator and Security Officer, they will need to review the listed resources and complete the required training pursuant to their role.

• HMIS Agency Lead - Useful Resources
• HMIS Security Officer Compliance Certification Checklist
• HMIS Client Forms

*If a single user will serve as both roles, they will need to complete both role specific training.

Step 4 - Now that you have reviewed relevant policies, resources and training, please sign and return the KCRHA Partner Agency Privacy Agreement (MOU) & KCRHA Technical Administrator and Security Officer Agreement to your Community Administration Team (kc-admin@bitfocus.com).

Step 5 - Schedule time for an Onboarding Welcome call with your Community Administration team (myself and Melissa)

• We will take time to verify appropriate trainings have been completed, request HMIS user accounts and confirm Agency information for configuration
• We also enjoy getting to know our Agency partners

Phase 2: Program Setup

Step 1 - Now that your Agency has been created in HMIS, the Technical Administrator will submit a New Program Request Form for each program within your Agency that must be built out in HMIS. 

• Moving forward, this form will be used when any changes are needed to existing programs or when new programs need to be added to your Agency in HMIS.
• Your Community Administration team is here to help answer any questions you might have while completing this form. Feel free to use our booking link should you have any questions or concerns.

Phase 3: Required Trainings for New Users

Step 1 - All new users must complete Clarity General Training and Privacy & Security Training before gaining access to the HMIS.

Step 2 - Once users have completed their training series, the Technical Administrator will email the Helpdesk KCSupport@bitfocus.com indicating the new users that require setup.

• Our Helpdesk team will verify all expected training is completed, inform New Users when their HMIS account has been created, and provide first-time login instructions.

Phase 4: Becoming Coordinated Entry Assessors (Optional)

*This phase does not have to occur during onboarding, or at all. Your agency may refer to these steps if applicable.

Step 1 - Identify at least one Coordinated Entry (CE) Trainer for your agency. Please review the roles and responsibilities of the CE Trainer here and submit this CE Trainer Form.

Step 2 - All staff who will be Coordinated Entry Accessors must attend at least one Assessor’s Credential Training (ACT) each year. 

• ACT happens each month, with registration available on the King County Support Website in Upcoming Events.
  • Once ACT has been completed, the CE Trainer can request the respective staff have access to CE in HMIS by submitting an Assessor Request Form.

Phase 5: Ongoing Support and Technical Assistance

The following resources are available to all HMIS Users: 

• King County Support Website
  • Quick links to on-demand training videos, upcoming community meetings/trainings, Coordinated Entry resources and more.
• Bitfocus Online Help Center 
  • An extensive library of how-to articles, HUD and other funding resources and announcements/system updates.