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GREATER LOS ANGELES & ORANGE COUNTY <br />HOMELESS MANAGEMENT INFORMATION SYSTEM (LA/OC HMIS) <br />PARTICIPATING ORGANIZATION AGREEMENT <br />I. Purpose <br />The HMIS is a HUD -mandated information technology system that Is designed to capture client -level Information <br />over time, on the characteristics and service needs of homeless persons. Client data Is maintained on a central <br />server, which will contain all client Information In an encrypted state. HMIS Integrates data from all homeless <br />service providers andorgenizatlons In the community and captures basic descriptive Information on every person <br />served. Participation InLA/OC HMIS allows organizations to share Information with other participating <br />organizationsto create a morecoordlnated and effective delivery system. <br />The LA/O6HMIS is the secured electronic database for the Greater Los Angeles and Orange Counties and Is a <br />valuable resource for local communities. The LA/OC HMIS Collaborative consistsof four separate Continuums of <br />Cate (COC). The continuums are: Los Angeles City and County; Santa Ana/Anaheim/Orange County; Glendale; and <br />Pasadena. <br />The LA/OC HMIS Collaborative's goal Is to provide a comprehensive case management system to advance the <br />provision of quality services for homeless persons, improve data collection, and promote more responsive policies <br />to end homelessness in the Greater Los Angeles and Orange Counties. <br />11. Agreement and Understanding <br />This Agreement authorizes this Participating Organization jorganizatlon) to designate HMIS Users (User). A User Is <br />a staff person entrusted to enter Protected Personal Information (PPI) Into the LA/OC HMIS, on behalf of this <br />Organization. In orderto allow.a Usarto access the 8A/OC HMIS,.a User Agreement must be signed by the User, <br />the HMIS Administrator, and this Organizatlon's Authorized Representative. <br />III, Confidentiality and Informed Consent <br />Confidentiality: This Organization must require all Usersto abide by Its organization's policies and procedures; <br />uphold all privacy protection standards established by the LA/OC HMIS Collaborative Policies and Procedures; and <br />comply with all relevant federal and State of California contidentlailty laws and regulationsthat protect client <br />records, Except where otherwise provided for by law, this organization shaliensure that confidential client records <br />are released with the allent's written consent, <br />Written Consent: To obtain written consent, prior to each client's assessment, each client must be Informed <br />thatthe client's information will be entered Into an electronic database called HMIS, The terms of the Consent to <br />Share Protected Personal Information form must also be explained to each client. Clients who agree to have <br />their PPI entered Into the LA/OC HMIS must sign the Consent to Share Protected Personal Information form. <br />Verbal Consent: Verbal consent to enter PPI Into the LA/OC HMIS may be obtained during circumstances such <br />as phone screenings, street outreach, or community access center sign -ins, tech client must be Informed that his <br />or her 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 clones written consent must be obtained <br />once the client appears for his or her Initial assessment, <br />Version 1,5 Page 1 of 3 Modified 10/21/2015 <br />