HMIS Meeting Materials: April 14, 2025

This is a monthly meeting convened by the Oregon Multi-CoC (OMC) HMIS Governance Committee for the purpose of assisting the administrator (OHCS) in communicating information and developing site protocols for planning and design that impact the OMC HMIS site. Participating Continuums of Care (CoC) include OR-502, OR-503, OR-504, and OR-505.

Meeting Agenda: April 14, 2025 at 10 a.m.

1. Approve minutes from meeting on 3-10-25. 
2. Angela Mullins Introduction
3. Oregon Multi-CoC (OMC) Manual Policies & Procedures Revision
4.  SPM Feedback
5.  Discussion about global visibility for all CoCs 
   
6. Announcements/Updates

Next Oregon Multi-CoC (OMC) HMIS Governance Committee Meeting: May 12 at 10 a.m. Please email OMC Secretary Jade Maharrey with questions: OHCS.HMISHelp@hcs.oregon.gov.

Minutes from previous meeting (March 10) were approved and seconded.

Angela Mullins Introduction

• New OHCS HMIS System Administrator
  

Oregon Multi-CoC (OMC) Manual Policies & Procedures Revision

• Vote: Oregon Multi-CoC (OMC) Manual Policies and Procedures Revision
• Account Deletions/Repeated Deletions Updates Approved
• OR-502, OR-503, OR-504, and OR-505 reps – voted yes.
• OHCS will work on producing email templates for 30-day and 60- day notices to end users for CoC use.

Discussion about global visibility for all CoCs

• Data Sharing Across CoCs:
• Angela Mullins highlighted the interest in sharing data among CoCs to track individuals moving between them.
• Cory Hackstedt emphasized the need for visibility to avoid duplicate records and improve data accuracy.
• Debbie Boyd and David Mulig discussed their ongoing efforts to implement data sharing between OR-502 & OR-505, noting the challenges and progress made.
• Visibility Settings and Confidentiality:
• Agencies must agree to share specific information and adjust visibility settings accordingly
  
• Special confidentiality agreements apply to agencies providing mental health and substance abuse services, as well as those serving youth under 18.
• Challenges with Duplicate Records:
• Cory Hackstedt and Angela Mullins discussed the impact of duplicate records on data quality and the need for a system-wide approach to merge records.
• Steps for Implementation:
• Agencies need to sign new participation agreements.
• WellSky will need to implement global visibility settings and address duplicate records.
• Consideration of retroactive visibility for historical data (how far to go back in time).
  
• Future System Changes:
• Angela Mullins mentioned the possibility of a new system being onboarded in 2026 (esp. functions and capabilities that are being looked for/required).
• David Mulig raised concerns about the lack of conversation within the CoC regarding the new system and the need for proper planning and approval.
• Cory Hackstedt also mentioned that a charter vote on Lincoln, Benton, & Linn becoming a separate CoC is happening this week.
• Coordination and Data Quality:
• Angela Mullins emphasized the importance of coordinating care and ensuring data quality across CoCs.
• Discussions on how to track income and other metrics accurately across different CoCs.
• Next Steps:
• Angela Mullins to develop a detailed plan/overview for data sharing and visibility settings across CoCs.
• Further discussions and approvals needed from CoC boards.

Announcements/Updates

• NHSDC (Spring 2025) – April 28 – 30 (New Orleans, LA)
• Community Services Consortium (Cory Hackstedt) from OR-505 is presenting.
  

Next meeting is on May 12, 2025 at 10 a.m.

Questions?

Please call OMC HMIS Administrator, OHCS Angela Mullins at 503-400-1354 or emailangela.mullins@hcs.oregon.gov.