Print: NAME ___________________________________
AGENCY _______________________________________
Client Management System - User Agreement
USER POLICY
The Agency User recognizes the primacy of client needs in the design and management of the Client Management
System (CMS). These needs include continuous improvement to the quality of programs and services, and the need to
carefully and respectfully maintain client confidentiality.
As guardians of this personal data, CMS users have a moral and a legal obligation to ensure that the data they handle is
being collected, accessed and used appropriately and only to the ends for which it was collected. These ends will have
been clearly communicated to clients and are consistent with the mission to assist families, households and individuals
in our community. Proper user training, adherence to the CMS Policies and Procedures, and a clear understanding of
client confidentiality are vital to achieving these goals. The Client decides which information, if any, can be shared and
to what extent it can be shared.
Relevant points regarding client confidentiality include:
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A Client Release Authorization will be signed by each client whose data is entered into the CMS;
CMS Users may not share data from the CMS without first obtaining written permission from that client; a
Client Sharing Authorization will be signed by each client whose data is to be shared and will specify which
data and with whom the data can shared;
Client consent may be revoked by that client at any time through a Client Revocation of Authorization;
Services are provided to clients in accordance with agency-specific policies and procedures;
Clients have the right to inspect, copy, and request changes to their CMS data;
CMS Users will maintain the data in such a way as to protect against revealing the identity of clients to
unauthorized agencies, individuals, or entities;
Any CMS User found to be in violation of the points of client confidentiality in this CMS User Agreement,
may be denied access to the CMS, face agency discipline, or possible criminal prosecution.
Minimum data entry for each Client is documented in the Entry Requirements for All Clients and includes the following:
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Universal Data Standards fields;
Data necessary for minimum community reporting;
Programmatic Data Standards for Clients receiving services through federal homeless assistance grants.
Data necessary for the development of aggregate reports of services, including services needed, services provided,
referrals and Client goals and outcomes should be entered to the greatest extent possible. The agency staff should use
the Client information in the CMS to target services to the Client’s needs.
USER RESPONSIBILITY
Your User ID and Password give you access to the CMS. Initial each item below to indicate your understanding and
acceptance of the proper use of your User ID and password. Failure to uphold the confidentiality standards set forth
below is grounds for immediate termination from the CMS.
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My CMS User Name and Password are for my use only and must not be shared with anyone.
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I will never use the CMS under someone else’s User ID and Password.
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I must take all reasonable means to keep my Password physically secure.
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I understand that the only individuals who can view information in the CMS are authorized users,
System Administrators and the clients to whom the information pertains.
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I may only view, obtain, disclose, or use the database information necessary to perform my job.
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If I am logged into the CMS and must leave the work area where the computer is located, I must log-off
or lock my CMS session before leaving the computer work station.
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Any computer that has the CMS “open and running” should not be left unattended.
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Failure to appropriately log off the CMS may result in a breach in confidentiality and system security.
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Any hard copies of CMS information must be kept in a secure file and when no longer needed, they must
be properly destroyed to maintain confidentiality.
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When hard copies of CMS information are no longer needed, they must be properly destroyed to
maintain a client’s confidentiality.
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If I notice or suspect a security breach, I must immediately notify the Agency Administrator for my
agency or the CMS System Administrator (PPUW).
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I will maintain the confidentiality of client data in the CMS as outlined above and in any CMS Policies and
Procedures Manual which is in effect.
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I have received training on how to use the CMS and will abide by all policies and procedures dictated in
those sessions.
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I will only collect, enter, and extract CMS data relevant to the delivery of services to our agency clients.
USER CODE OF ETHICS - I have read and understood, and agree to comply with all the statements listed below:
A. CMS Users must provide a verbal explanation of the informed consent agreement with respect, fairness and
good faith, and in accordance with minimum CMS requirements and any additional agency specific
requirements.
B. Each CMS User should maintain high standards of professional conduct in their capacity as a User.
C. The CMS User has primary responsibility for his/her Client(s).
D. CMS Users have the responsibility to relate to the Clients of other Partner Agencies with full professional
consideration.
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CMS User Signature
Date
Agency/System Administrator
Date
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NOTE: The Agency Administrator must sign all CMS User Agreement forms for the agency’s CMS Users. The System
Administrator will sign the CMS User Agreement forms for Agency Administrators.
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