A Client Consent to Data Collection and Release of Information (ROI) must be completed for
each client who consents to have their personally identifying information (PII) entered into the
Colorado HMIS System. Each child must have the consent status documented in the system
separately even though the parent can list all of their children on one paper form.
Acceptable Consent type is determined on a program by program basis. Written consent needs to
be documented in the client profile. The form can be stored three ways:
- Electronic: A client can consent by reviewing and signing the ROI form electronically in
- Hard copy upload: A client can consent by reviewing and signing a paper version of theROI
and having the service provider scan and upload the signature page into the HMIS. A PDF
version of the ROI form for printing and signing can be found on Zendesk.
- Signed paper document: The client signs the paper version of the ROI and the agency
keeps the paper on file for at least seven years, noting the location of the paper file in
To document consent when client is added, look at the right hand side panel, you will see the
|Permission: select Yes or No to document
consent: If no is selected, all the other fields
disappear- click “Add Record” to complete the
documentation (don’t forget to also mark the
client as Private per section 5 of this guide).
Start Date: the client signed the ROI. The
“Start Date” defaults to today’s date, but it
must be configured to reflect the date the ROI
End Date: date that the ROI will expire. It will
default to seven years after the start date.
Documentation: select the appropriate item
from the drop-down list and click Add Record.
If verbal or implied consent was given, no other documentation is required. Keep in mind that only
some programs allow this type of ROI. Please contact your DPAL if you have questions about the
right type of consent for your program.
Documentation for client giving written consent:
- Attached PDF: You will be prompted to upload the scanned, hard copy of the ROI signed by your
- Signed Paper Document: indicates that you are storing a physical copy of the ROI onsite without
uploading it to the HMIS. Enter the location of the paper document. This option is not ideal and
should be used sparingly.
- Electronic Signature:
|Select “Electronic Signature” from the drop-down menu.Click the “E-Sign Document” button, the ROI form will display. At this point you can share your device with the client, allowing them to scroll through and read the ROI, and then the client and agency representative should both sign at the bottom. They can sign using a touch screen or using a mouse, or by using a plug in peripheral such as a Topaz.|
|You will need to click “Apply” for each signature before saving.|
After they’ve signed, and you’ve saved the record, the electronic signature will show up in the
Release of Information section. Click the red PDF icon at the right to display a PDF of the ROI,
including signature, that you can print for the client or for agency records.
To document client consent on an existing client profile:
Click on the Client Privacy Shield located in upper right-hand side of the client profile screen and follow the same steps outlined for a new client.
*Note: Only one ROI per client per active start/end date range is permitted. The system will not
allow you to upload a second ROI within the same date range. To document a new consent, the old ROI must be expired.
If you want to document an additional ROI for your agency, you may do so in the Client Files tab.
To Revoke Consent:
-A client may revoke consent by completing and signing the Client Revocation of Consent form,
available at https://cohmis.zendesk.com/hc/en- us/articles/360020127232-COHMIS-ClientForms
-The agency must then reach out to the Help Desk to ensure proper handling of the client record.
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