This article outlines the procedure for reporting Social Security Number updates, edits, and corrections to be made in HMIS@NCCEH by the Data Center.
Social Security Numbers are collected for each client entered into HMIS in order to create a unique client identification within the system. This unique client ID allows for the system to assist in identifying client records in an effort to prevent &/or resolve possible duplicate records for the same person. In the HMIS@NCCEH implementation, Social Security Numbers can be entered by HMIS users at the time of client record creation only. HMIS users have one shot at entering the SSN correctly!
After the HMIS record for the client has been created, any edits or corrections needed must be reported to the HMIS@NCCEH Data Center. The process below outlines how the SSN are to be reported in a secure manner. DO NOT SEND CLIENT NAMES OR SOCIAL SECURITY NUMBERS IN ANY OTHER FORMAT OTHER THAN WHAT IS OUTLINED BELOW!
Process for Reporting SSN changes or corrections
Every HMIS Participating Agency has received a locked Excel document specifically for reporting Social Security Number updates to the Data Center.
- Locate your CoC's copy of the secured Excel document linked below:
- Please reach out to your HMIS Agency Admin if you are unable to locate it easily. If needed, your Agency Admin can reach out for an updated copy from the Data Center.
- Locate your agency's unique password for this Excel document
- To locate the password, log into HMIS. Click Agency News to locate the "SSN Excel Password" message. Click to open that message for the unique password for your own agency.
- Open the secured Excel document and enter the password
- Enter in the client's HMIS ID number and the correct Social Security Number. Repeat for each client.
- Save the document
- Submit the secured Excel to the Data Center
- You will receive an acknowledgement when the Data Center has updated the SSN. Once received, delete the information from the spreadsheet and resave the empty version. This is the best way to protect client information.
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