Privacy and Security: Statewide Data Sharing

On Monday, August 27, 2018, participating organizations began sharing client records in AKHMIS across the State. Up until that point, client records were most often only available to the organization creating the record or within a local community to coordinate services within AKHMIS. This change created a shared responsibility for data quality. To ensure accurate visibility in the new data sharing standards, any client with a project start date on or after 8/27/2018 must be recorded on a client ID greater than 500000. The sharing of data in AKHMIS provides the following benefits:

•  For the clients: they will not have to repeat the same basic information for each provider that serves them.
•  For AKHMIS Users: reduction in amount of time needed to do data entry on new clients.

Any enrollment with a Start Date after the system reset date of 8/27/2018 must be made on a 500000+ Client ID.  

Client Records with IDs above 500000.

Any enrollment with a Start Date on or after the system reset date of 8/27/2018 must be made on a 500000+ Client ID.  When searching for a client record that matches all of your search criteria for a client entering your program and you find that the client:

1.  Does not have an existing Client ID that is greater than 500000.

a.      You must present the new Statewide Consumer Notice to the client

b.      You must create a new client record.

2.  Does have a client record(s) under 500000, as well as, an existing Client ID that is greater than 500000.

a.      Use the greater than 500000 client record.

3.  Has multiple 500000+ Client IDs:

a.     Enter the information in the lowest 500000+ Client ID record, AND 

b.    Submit a Merge Record Request through the AKHMIS Help Desk including all the over-500000 Client IDs for that client that should be merged. 

A client record ID number above 500000 does not automatically indicate that the record is shared, just that the record was created after statewide data sharing was implemented.

A client record with Unshared in the Alias field on the Client Profile tab indicates that the client has opted out of statewide data sharing and is not willing to share their information statewide. If a client record is Unshared it cannot be merged with other records in AKHMIS.

Historical Client Records

Clients who were enrolled in a project prior to August 27, 2018, kept their old Client Record ID (under 500000) until they left or until they leave the project. These records should not be shared with the statewide sharing group. These records cannot be merge with a client record with and ID above 500000.