HMIS Meeting Materials Sept. 14, 2026

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.

This meeting was a public meeting webinar with MS Teams.

Meeting Agenda: Sept. 14, 2026, 10:00 a.m.

• Approve minutes from meeting on July 13, 2026.
  
• Topic: Ashley Parker – OHA’s OHOP – HIV/AIDS Resources 
• Topic: Client Incidents 
• Topic: Things you couldn’t live without! Community Services Modules/Aspects/Tools 
• Vote: Vice Chairperson Position 
• Topic: WellSky ID (MFA) – Target deployment is late September Signing in with email address rather than username 
• Topic: Announcements/Updates 
• NHSDC – Fall 2026: From Data to Difference. In Cleveland, Ohio. on Oct. 27 – 29. 
• OHCS P&E HMIS Team Office Hours: Second Thurs. of each month from 1 - 2 p.m. The next one is on Oct. 8, 2026.
  
•  News to share?
• Next Quad Squad Meeting: Nov. 9, 2026, at 10 a.m.
  

• Approval of Previous Minutes
  • Minutes from July 13, 2026 meeting were approved.
• Topic: Ashley Parker – OHA’s OHOP – HIV/AIDS Resources
  • Ashley shared information about resources for people living with HIV or AIDS.
    • It helps to pause during an intake when someone says they have HIV/AIDS, so staff can ask if they are connected to a healthcare provider.
    • OHA has a list of HIV case managers who can help clients with medical care, transportation, and support. 
    • People with HIV should take their medicine regularly, because it keeps them healthy and helps prevent spreading the virus.
    • OHA runs a permanent supportive housing program for people with HIV - OHOP. HIV Case managers must make the referral.  
    • To find an HIV Case Manager in your area, use the case manager link.
    • Another program, Oregon Carceral Engagement and Access Network (OCEAN), helps people with HIV who were involved in the justice system. It can support people with temporary motel stays, housing help, and more.
    • Referral process differs based on region. For information about OCEAN in your area, contact an HIV Case Manager and indicate that you are interested in learned about their OCEAN referral process.
    • Eastern Oregon is currently accepting direct community referrals for the OCEAN program.
    • Providers can contact local case managers for education and training on HIV and other health topics.
  • Ashley also answered questions from members about referring clients and working with people released from incarceration. She shared that case managers usually respond within 24 hours.
• Topic: Client Incidents
  •  Angela Mullins led a conversation about how incident notes are written in the system.
    • Staff should use clear, careful language so incidents are not misinterpreted by other agencies. 
    • Vague words like “police activity” or “drinking” may unfairly impact whether a client receives help. 
    • Some shelters use incidents to track rule violations or bans. Others use them to warn partner shelters.
    • People may behave differently depending on their environment or staff interactions, so notes should reflect facts, not assumptions.
    • Some alerts and flags were shared with the group that exist in the software, but not all providers use them.
    • A deeper demonstration will be planned for future office hours so members can learn how incident alerts work.
• Topic: Things you couldn’t live without! Community Services Modules/Aspects/Tools
  • Angela Mullins requested input about which reports or tools in the current HMIS system people cannot live without. This will help when choosing new software.
    • Please send them to OHCS.HMISHelp@hcs.oregon.gov. Examples shared:
    • Report Writer is very important to many users.
      
    • Providers want better maps of fields and tables so they know where data lives.
    • Some want easier report-building tools.
    • The hope is that future software will have built-in case management tools so providers don’t have to buy extra platforms.
  • Tom McQueeny-Rose, OHCS HMIS Custom Reporting Specialist, explained he is gathering information about reports from CoC leads and will follow up with more questions.
• Vote: Vice Chairperson Position
  • Tanner South, HMIS Facilitator - ACCESS Agency OR-502, was nominated and elected as the new Vice-Chairperson – votes of support were submitted via chat. Nomination approved by OR-502, OR-503, OR-504 & OR-505.
  • Tanner’s term will begin in Oct. 2026.
• Topic: WellSky ID (MFA) – Target deployment is late Sept.
  • Signing in with email address rather than username
    • WellSky will soon change how users log in. Key points:
    • Users will log in using the email address connected to their HMIS end user profile.
    • The same login will work for the live site and the training site.
    • More instructions will be shared when WellSky provides documentation.
    • Tyler Johnson, Mid Rogue Foundation Agency, shared a slide deck in the chat from the Sept. 9, 2026 WellSky MFA webinar.
• Topic: Announcements/Updates
  • NHSDC – Fall 2026 – Cleveland, Ohio – From Data to Difference - Oct. 27 – 29 
    
  • OHCS P&E HMIS Team Office Hours
    • Second Thurs. of each month from 1 - 2 p.m. on Oct. 8, 2026. The next topic will be Advanced Report Writer Training.
  • News to share?
• Next Quad Squad Meeting – October 12, 2026, at 10:00 a.m.
  

Next Meeting Information

Monday, Nov. 9, 2026 at 10:00 a.m.
This meeting is a public meeting webinar with MS Teams.
Register for the Nov. 9 OMC Quad Squad Meeting.

Contact

Please email question to Jade Maharrey (OMC Quad Squad Secretary, OHCS): OHCS.HMISHelp@hcs.oregon.gov.

OHCS wants to ensure that everyone has access to its information and programs. If you would like this information in a different language, please email Language.Access@hcs.oregon.gov.