---
title: "King County: You've been approved for HMIS Access!"
---

[ (206) 444-4001, Ext 2 ](tel:(206)%20444-4001,%20Ext%202) [kcsupport@bitfocus.com

](mailto:%20kcsupport@bitfocus.com) **

 {

### Search

      

![logo-bitfocus-small-gray](https://kingcounty.bitfocus.com/hubfs/community%20/logo-bitfocus-small-gray.png "logo-bitfocus-small-gray")

# Your Agency was Approved for HMIS Access!

Bitfocus is the company that provides the HMIS software ( Clarity Human Services ) and we manage the HMIS training, support, security, data quality, and reporting on behalf of King County. Please follow all steps outlined below to gain access to the HMIS:

 

**Phase 1: Initial Agency Onboarding**

Step 1 - Review Key Policy Resources:

- [HMIS Standard Operating Policies](https://kingcounty.bitfocus.com/hubfs/Community%20Admin%20Sites/King%20County%20-%20Community%20Admin%20Site/Forms%20and%20Guides/King%20County%20General%20Forms/Agency%20Agreements%20and%20Policies/fillable-kcrha_standard_operating_procedures%20(1).pdf?hsLang=en)
- [HMIS Security Plan](https://kingcounty.bitfocus.com/hubfs/KCRHA%20HMIS%20Security%20Plan.docx.pdf?hsLang=en)
- [HMIS Continuous Data Quality Improvement Process](https://kingcounty.bitfocus.com/hubfs/KCRHA%20HMIS%20Continuous%20Data%20Quality%20Improvement%202024-1.pdf?hsLang=en)

Step 2 - Preview the local HMIS Agreements:

- [KCRHA Partner Agency Privacy Agreement (MOU)](https://kingcounty.bitfocus.com/hubfs/Community%20Admin%20Sites/King%20County%20-%20Community%20Admin%20Site/Forms%20and%20Guides/King%20County%20General%20Forms/Agency%20Agreements%20and%20Policies/fillable-kcrha_partner_agency_privacy_agreement_and_dsa.pdf?hsLang=en): This outlines HMIS Privacy Standards and best practices for each agency while participating in the HMIS.
- [KCRHA Technical Administrator and Security Officer Agreement](https://kingcounty.bitfocus.com/hubfs/Community%20Admin%20Sites/King%20County%20-%20Community%20Admin%20Site/Forms%20and%20Guides/King%20County%20General%20Forms/Agency%20Agreements%20and%20Policies/fillable-kcrha_technical_administrator_security_officer_agreement.pdf?hsLang=en): 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](https://kingcounty.bitfocus.com/hubfs/Community%20Admin%20Sites/King%20County%20-%20Community%20Admin%20Site/Forms%20and%20Guides/King%20County%20General%20Forms/Training%20Manuals%20and%20Guides/Agency%20Leads%20Info%20Sheet%20%5B2020%5D.pdf?hsLang=en)
- [HMIS Security Officer Compliance Certification Checklist](https://kingcounty.bitfocus.com/hubfs/22King%20County%20HMIS%20Semi-Annual%20Compliance%20Certification%20Checklist%20(2019).pdf?hsLang=en)
- [HMIS Client Forms](https://kingcounty.bitfocus.com/kc-client-forms?hsLang=en)

| **Security Officer** | **Technical Administrator** |
| --- | --- |
| [Security Officer Training ](https://training.bitfocus.com/king-county-hmis-security-officer-training-2018?__hstc=56888245.d9d36587516d63d93c0d8d1a206e0135.1615244088574.1615407859572.1615424094935.5&__hssc=56888245.9.1615424094935&__hsfp=4030518072) | [HMIS Agency Leads Training](https://training.bitfocus.com/hmis-agency-leads?__hstc=56888245.d9d36587516d63d93c0d8d1a206e0135.1615244088574.1615407859572.1615424094935.5&__hssc=56888245.8.1615424094935&__hsfp=4030518072) |
| [Clarity General Training](https://kingcounty.bitfocus.com/kc-chs-general-training?hsLang=en) | [Clarity General Training](https://kingcounty.bitfocus.com/kc-chs-general-training?hsLang=en) |
| [Privacy & Security Training](https://kingcounty.bitfocus.com/kc-privacy-security-training?hsLang=en) | [Privacy & Security Training](https://kingcounty.bitfocus.com/kc-privacy-security-training?hsLang=en) |

**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)](https://kingcounty.bitfocus.com/hubfs/Community%20Admin%20Sites/King%20County%20-%20Community%20Admin%20Site/Forms%20and%20Guides/King%20County%20General%20Forms/Agency%20Agreements%20and%20Policies/fillable-kcrha_partner_agency_privacy_agreement_and_dsa.pdf?hsLang=en) & [KCRHA Technical Administrator and Security Officer Agreement](https://kingcounty.bitfocus.com/hubfs/Community%20Admin%20Sites/King%20County%20-%20Community%20Admin%20Site/Forms%20and%20Guides/King%20County%20General%20Forms/Agency%20Agreements%20and%20Policies/fillable-kcrha_technical_administrator_security_officer_agreement.pdf?hsLang=en) to your Community Administration Team ([kc-admin@bitfocus.com](mailto:kc-admin@bitfocus.com)).

Step 5 - [Schedule time](https://meetings.hubspot.com/melissasd/kc-coad) 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 ![](https://lh7-rt.googleusercontent.com/docsz/AD_4nXfEIcL61A2hn8GvnfzLKeDxgyUwie41nUR_D2ugh6S_ZMg-YmH9a_407NiaHmbyb1jXd6XpRrjzologtSDtbcGcmAv_tLLpLGAOTB3BL5mgKvYpa9T0tcntS405uSlJjGpw-oZSjs-SKZYysJj8ZNiMybMq?key=egbx94mzCR2M3MaLKQvtNg)

 

**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](https://app.smartsheet.com/b/form/f05f048707d145c9837d7d037048ecc6) 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](https://meetings.hubspot.com/melissasd/kc-coad) should you have any questions or concerns.

 

**Phase 3: Required Trainings for New Users**

Step 1 - All new users must complete [Clarity General Training](https://kingcounty.bitfocus.com/kc-chs-general-training?hsLang=en) and [Privacy & Security Training](https://kingcounty.bitfocus.com/kc-privacy-security-training?hsLang=en) 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](mailto: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](https://bitfocus.app.box.com/file/1163575119027?s=36r6d7bincf4m5g8n5gkr9st00re2wa4) and submit this [CE Trainer Form](https://app.smartsheet.com/b/form/699786de0a3c4c9cad2340dde8c12021?utm_source=hs_email&utm_medium=email&_hsenc=p2ANqtz--XxYgQ-o3AYfsSywUy-cwTG75-euVIDsOqOzjErktsPoJzNofZURVxvkvhzTjWlPVNKcz7).

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](https://kingcounty.bitfocus.com/?hsLang=en) 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](https://app.smartsheet.com/b/form/a77552afa36a414cb4aa12d6ad2b7409?utm_source=hs_email&utm_medium=email&_hsenc=p2ANqtz-9B6ZPJ7yoViQ-IyqdlQTVKRcC2YWMALeHIXXZULsGMHRg-5HySh35S_jybjnrH3mT3cTE2).

 

**Phase 5: Ongoing Support and Technical Assistance**

The following resources are available to all HMIS Users: 

- [King County Support Website](https://kingcounty.bitfocus.com/?hsLang=en) 
    - Quick links to on-demand training videos, upcoming community meetings/trainings, Coordinated Entry resources and more.
- Bitfocus [Online Help Center](https://help.bitfocus.com/?hsLang=en)  
    - An extensive library of how-to articles, HUD and other funding resources and announcements/system updates. 

**OUR VISION:**

All people have a home. We want to see that homelessness is rare in King County, racial disparities are eliminated, and if one becomes homeless, it is brief and only a one-time occurrence. Homelessness is solvable, and by acting together as a community, all people can have a home.

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