WVCEH HMIS End User Agreement & Code of Ethics

I understand that my User ID and Password are assigned solely to me and may not be shared with any other individual.*

I will take reasonable steps to maintain the security and confidentiality of my password and login credentials.*

I am responsible for ensuring HMIS Privacy Notices and/or Privacy Signs are appropriately displayed within my agency or anywhere HMIS data is entered.*

I understand that clients may request to receive the applicable HMIS Privacy Notice and provide consent information before data is collected or shared.*

I may only access, view, use, disclose, or obtain HMIS information necessary to perform my assigned job responsibilities.*

I will secure or log off my workstation whenever leaving my work area to protect confidential client information.*

I understand that failure to maintain workstation security may result in unauthorized access or confidentiality breaches.*

I understand that inactive HMIS accounts may be disabled or removed after extended periods of non-use.*

Any printed or downloaded HMIS information will be stored securely and destroyed appropriately when no longer needed.*

If I become aware of or suspect unauthorized access, misuse, or a security incident, I will immediately notify my Agency HMIS Contact or the WVBoS HMIS Lead Agency (WVCEH).*

I understand that HMIS access is dependent upon demonstrating competency in HMIS use, data entry, and applicable program requirements.*

I agree to participate in required HMIS trainings, user meetings, and refresher courses as directed.*

If I take an extended leave of absence, I will notify the appropriate HMIS contact so my account access may be temporarily adjusted if necessary.*

If my employment or affiliation with my agency ends, I understand my HMIS access must be terminated immediately.*

I will make reasonable efforts to avoid creating duplicate client records by reviewing identifying information before creating a new client profile.*

I am responsible for entering complete, accurate, and timely client information into HMIS.*

I will not intentionally overwrite previously collected complete data with incomplete or inaccurate information.*

I will make every reasonable effort to collect accurate information during intake, assessment, review, exit, and follow-up activities.*

I understand that updated information must be entered into applicable HMIS assessments and records.*

If authorized to work remotely, I will maintain the same privacy and security standards required within the workplace.*

I am responsible for ensuring that HMIS data, Protected Personal Information (PPI), and client information are not entered into unauthorized artificial intelligence (AI) systems, applications, or tools.*

I understand that any use of AI-generated content related to HMIS must be reviewed for accuracy, confidentiality, and compliance with all applicable HMIS privacy and security requirements.*

I am responsible for disclosing any actual, potential, or perceived conflict of interest involving my access to HMIS records, including situations where I, a family member, or a household member receive services documented in HMIS.*

I understand that I may not access, search for, view, or disclose HMIS records involving myself, family members, household members, friends, or personal acquaintances unless specifically authorized as part of my assigned job duties.*

I will interact with partner agencies, staff, and participants in a respectful, professional, fair, and ethical manner.*

I understand that maintaining professional conduct is an ongoing responsibility of all HMIS users.*

I recognize that protecting participant confidentiality and well-being is a primary responsibility.*

I will not share HMIS information with individuals who are not authorized HMIS users.*

I will not enter discriminatory, inappropriate, or offensive comments into HMIS.*