Updating & Editing Social Security Numbers in the HMIS

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

  1. Create a helpdesk ticket through the HAND HMIS Support portal.
  2. Select Client Record and Reporting Issues and SSN Updates from the dropdown list of options of Layout and Ticket type
  3. Complete the remaining fields in for this ticket
    1. Add the Subject for this ticket, i.e. SSN Update Needed for Single Client
    2. Complete the details in the Contact Information section of the form
    3. 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.
    4. 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

  1. Create a helpdesk ticket through the HAND HMIS Support portal.
  2. Select Client Record and Reporting Issues and SSN Updates from the dropdown list of options of Layout and Ticket type
  3. Complete the remaining fields in for this ticket
    1. Add the Subject for this ticket, i.e. SSN Update Needed for Multiple Clients
    2. Complete the details in the Contact Information section of the form
    3. In the SSN Update - Multiple Record section, add the number of records that you need to have updated
    4. 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.!
    5. Upload a password-protected word or excel file which gives the hmis id and correct SSN number for each Client.
    6. 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.
See: https://hmis.handetroit.org/portal/en/kb/articles/password-protecting-file-attachments for information on how to password-protect Word Documents and Excel Files

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