HMIS 101: Client Doesn't Know_Client Prefers not to Answer vs Data Not Collected

Definitions

Client doesn't know means that the client does not know the information.

Client prefers not to answer means the client knows the information but does not want to provide the information to record in HMIS (FY2024 Data Standard Change: Client Refused is now Client Prefers Not to Answer).

Data not collected means the worker did not record the information because the client was not available to answer the question or the worker simply did not ask the question.

Client doesn't know/Client prefers not to answer

Most data elements include a Client doesn't know or Client prefers not to answer response category. It is not the intention of the federal partners that clients be denied assistance if they prefer not to or are unable to supply the information. However, some information may be required by projects or public or private funders to determine eligibility for housing or services, or to assess needed services.

Correct Usage

USE ONLY when a question is asked of a client and the client prefers not to provide information or doesn't know the answer.

Incorrect Usage

DO NOT USE to indicate that the worker or data entry person does not know the client's response.
DO NOT USE without first asking the client to provide the information. Some clients may decline to provide responses to some fields, but workers or data entry staff may not make that decision for them.

For more information on this response category, refer to the HUD (Housing & Urban Development) HMIS Data Standards Manual.

Special Consideration

When filling out HUD Verification tables for health insurance, income, and non-cash benefits the individual sources do not include Client doesn't know or Client prefers not to answer selections. If the client doesn't know or prefers not to answer all sources/types, the gateway should indicate the appropriate answer and the sources should be left blank. This is only if it applies to all sources/types of that specific category and is a very specific and rare scenario that should not occur often and does not apply to disabling conditions. Please reach out to the help desk if you encounter an abnormal situation, you're unsure how to record.

Data not collected

Use the Data not collected response to indicate a question was not asked of a client.

Fields with "Data not collected" selected should be reviewed and serve as a reminder for the worker or data entry person to try to collect a response from the client.
Data not collected and blank fields equates to missing data for reporting.