Once a client’s name or Social Security number (SSN) is entered into HMIS, it can only be changed by someone at the admin level. This article discusses how best to contact the HMIS Team at HAWNY to request a client name or SSN change. 

Request a Client Name or SSN Change

Contact HAWNY in order to change a client’s name or SSN.

Do not send personally identifiable information (PII) such as names, SSNs, or dates of birth through unsecured email or leave them over voicemail. If you do not have access to a secure email, HMIS Admin staff can send one for you to reply to. 

Hours: 

8am-4pm Monday through Friday.

Contact Information:  

The HMIS team can be reached through a team-wide email address, or through individual email addresses or phone numbers listed on the HAWNY website. Contact anyone on the HMIS Team to request a client name or SSN change. 

[email protected]

HMIS Team

Frequently Asked Questions

What is Personally Identifiable Information PII and how can I keep it protected?

Any information about an individual that could be used to discover or trace an individual’s identity is considered PII. Common examples include, name, date of birth, and SSN, but there are many more. If you need to discuss PII, contact the HMIS team at HAWNY directly by phone or email. They can arrange a secure communication method, such as scheduling a call or providing a secure email address for sensitive information such as PII. 

Below is a description of how to protect client privacy in a more broad sense. 

All files that include PII about your clients should be kept in a secure location. For digital files this means keeping the computer you use to access HMIS and store client files safe with the following practices:

• Keep Passwords Safe: Don’t save passwords in an internet browser. Use coded messages if you need to write them down.
• Always Log-off: Always log-off of HMIS and your computer before leaving your work area.
• Use Protection: Make sure all the devices you use to access HMIS have the recommended software and security settings. 
• Be Consistent: If you work remotely, use the same security practices offsite that you do in the workplace.

If you aren’t sure your work computer meets these safety guidelines, you should not access ANY client information from the device until you’re able to meet with your organization’s IT support. If you are a volunteer, or working for a small organization that doesn’t have IT, please contact HAWNY’s HMIS team for more information on cybersecurity compliance.

Still having trouble?

If you are still having issues requesting client name or SSN changes, please contact the HMIS Administration Team at [email protected].