Updating & Editing Social Security Numbers in the HMIS
Background
Social Security Numbers (SSN) are collected for each client in the HMIS and are used to create a unique client identification within the system. This unique client ID allows the system to assist in identifying client records in an effort to prevent and/or resolve possible duplicate records for the same person. However, once the initial record is saved, the full SSN is no longer viewable when searching for or accessing the client record.
Michigan's state-wide implementation of the HMIS, does not allow HMIS
users to edit a Clients SSN once the record has been created. The reason
is that this SSN has been masked to protect the clients in the database. Once an HMIS record for the client has been
created, any edits or corrections needed to a SSN
must be completed by your HAND HMIS Support team.
Process for Reporting SSN Changes or Corrections
Requesting SSN Update - Single Client
- Create a helpdesk ticket through the HAND HMIS Support portal.
- Select Client Record and Reporting Issues and SSN Updates from the dropdown list of options of Layout and Ticket type
- Complete the remaining fields in for this ticket
- Add the Subject for this ticket, i.e. SSN Update Needed for Single Client
- Complete the details in the Contact Information section of the form
- In the SSN Update - Single Record section, add the HMIS ID number for the client and add the Client's SSN in the secure ePHI field, which is encrypted by default.
- In the Description field include any other pertinent information or notes that may be helpful in completing this request. NOTE: DO NOT INCLUDE ANY CLIENT IDENTIFYING INFORMATION IN THE DESCRIPTION FIELD. If you have a reason to include any client identifying information (i.e. name, dob, etc.) with this request, it MUST be done by attaching a password-protected word or excel file.!
Requesting SSN Update - Multiple Clients
- Create a helpdesk ticket through the HAND HMIS Support portal.
- Select Client Record and Reporting Issues and SSN Updates from the dropdown list of options of Layout and Ticket type
- Complete the remaining fields in for this ticket
- Add the Subject for this ticket, i.e. SSN Update Needed for Multiple Clients
- Complete the details in the Contact Information section of the form
- In the SSN Update - Multiple Record section, add the number of records that you need to have updated
- In the Description field include any other pertinent information or notes that may be helpful in completing this request. NOTE: DO NOT INCLUDE ANY CLIENT IDENTIFYING INFORMATION IN THE DESCRIPTION FIELD. If you have a reason to include any client identifying information (i.e. name, dob, etc.) with this request, it MUST be done by attaching a password-protected word or excel file.!
- Upload a password-protected word or excel file which gives the hmis id and correct SSN number for each Client.
- Add the File Access Code in the secure ePHI field, which is encrypted by default. This access code will be used to 'unlock' the file once we receive it.
Related Articles
HUD VASH HMIS Entry Workflow
1 MSHMIS VASH INTAKE ENTRY WORKFLOW All veterans referred to HUD-VASH will initially come through the CAM Access Site. Prior to making the referral, CAM staff will create a record in HMIS for all household members and will complete several of the ...
HMIS Process Guide for YHDP Joint TH-RRH Projects
This process guide outlines the Homeless Management Information System (HMIS) data entry requirements for Detroit’s YHDP Joint TH-RRH Component Projects. It contains detailed step-by-step instructions for creating and maintaining client records in ...
HMIS Process Guide for YHDP Crisis Mental Health Process Guide
This process guide outlines the HMIS data entry requirements for Detroit’s YHDP Crisis Mental Health project. It contains detailed step-by-step instructions for creating and maintaining client records in Community Services (Michigan’s HMIS platform) ...
Hotel/Motel HMIS Workflow
If the hotel/motel project receives referrals in HMIS, begin by running the Referrals Report (see Receiving & Updating Referrals for detailed instructions) Create HMIS Entry The process below must be completed when a household first enters the ...
HMIS Referral Process -YHDP Joint RRH Transfers
Please review the attached guidance document in relation to YHDP Joint TH-RRH transfers