HMIS 101: AKHMIS User Responsibilities

The AKHMIS user will sign an annual AKHMIS User Agreement regarding the allowable uses of their AKHMIS username and password, and the users intention to comply with all policies and procedures governing the use of the AKHMIS and the data therein. The confidentiality agreement will include, but is not limited to the following:

  • The user has read and understands the Alaska CoC (Continuum of Care) Statewide Privacy Policy and is aware of the allowable uses and disclosures of clients Personally Identifiable Information (PII)
  • The user will ensure that the Alaska CoC Statewide Privacy Policy is explained to clients during the intake process and will make the Alaska CoC Statewide Privacy Policy available to clients upon request.
  • The user understands that their AKHMIS username and password must not be shared with anyone, including other staff or volunteers within their organization. The user will take all reasonable means to keep their AKHMIS username and password physically secure.
  • The user may only view, obtain, disclose, search for, or use the database information that is necessary to perform the official duties of their job.
  • The user will log out of AKHMIS each time they must leave the work area where the computer is located.
  • The user will attend any AKHMIS and related topic training sessions, as required, to ensure accurate and appropriate data entry and use of the AKHMIS.
  • The user will ensure that any computer used to access the AKHMIS is in an area that can be physically secured with a lock when not in use by the authorized staff person.
  • The user will never leave any computer unattended that has the AKHMIS open and running.
  • The user will ensure that any computer used to access the AKHMIS is equipped with a password protected screensaver.
  • The user would report to their organization according to their internal Policies and Procedures if a computer used for AKHMIS access does not have required virus protection software with auto update functions and/or hardware firewall protection installed on the computer. If no action is taken by the Organization, the user will contact ICA (Institute for Community Alliances).
  • The user understands that failure to log out of the AKHMIS appropriately may result in a breach in client confidentiality and system security, and that this is considered a violation of the Alaska CoC Statewide Privacy Policy and the Alaska CoC Statewide Security Policy.
  • The user will follow their organizations policies regarding the secure storage of hard copies of AKHMIS information.
  • The user will properly destroy hard copies of AKHMIS information when it is no longer needed to maintain confidentiality, according to their organizations internal policies regarding the destruction of hard copies of AKHMIS information.
  • If the user witnesses or suspects a security breach, they or their organization will immediately send written notification of the issue to the applicable CoC and ICA.
  • If the user has a conflict of interest in entering data into the AKHMIS, they will disclose that to their Program Director. If the user is a client within the AKHMIS, or has immediate family members within the AKHMIS, they will not access or make changes to those records in the AKHMIS.

 

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