HMIS Newsletter: May 2026

Table of Contents

• Announcements
  
• Feature Focus and a New Clarity Experience
• Help Desk Reminders
  
• In Our Community
• Upcoming Events 
• Bitfocus is Hiring

Announcements

⚠️  Urgent: Required HMIS Training Deadline

The deadline to complete the mandatory (click on the embedded link in red to be redirected) Client Consent 2026 and MyConnectSV Training was Tuesday, May 19, 2026.

What you need to know:

• Access Status: If you have not completed these trainings, your HMIS account will be inactivated until requirements are met – this means completion of both trainings.
• Mandatory for All: This requirement applies to every user, including TA/Agency Leads.
• Restoring Access: To regain access, you must complete both trainings and you must contact the Help Desk at sccsupport@bitfocus.com to have access reinstated.

Next Steps:

Once you’ve finished the training, please email the Help Desk at sccsupport@bitfocus.com to have your access reinstated.

🔒Your Privacy Matters - MyConnectSV Resource

You’re in the driver’s seat. With MyConnectSV, you control who sees what. Our security features ensure that your account remains exclusive to you and that your data is shared only with the providers who need it to support you. Click on this link to access the resource.

Feature Focus and a New Clarity Experience 

We have been working steadily on a transition in Clarity’s look and feel – giving users an overhaul of the Clarity Human Services interface. This isn’t just a facelift; it’s an evolution of the HMIS experience designed to make your daily workflow faster, smoother, and more intuitive.

And we are now entering the final stretch! This Fall, all our features will be available for end-users to make a full switch-over. In order to prepare internally, starting this month, we will begin to release weekly feature updates, rather than monthly, for the new Clarity interface and system improvements. Each Monday, you can review and test the updates in your Training site. Each Wednesday you’ll find the same features replicated in your Live site. This fall the full switch-over will be complete, and all end-users will transition to Clarity’s New Interface.

• For more details on what has been included in our most recent feature release, visit our HelpCenter webpage on News and Announcements.
• For more details and a preview of the new Clarity User Interface, visit our HelpCenter webpage on our New Clarity Human Services Interface.

We’ll be working hard internally to update your resources and training for a smooth transition! If you have any questions though, please reach out to your admin team: scc-admin@bitfocus.com

Reminders from Our Help Desk Team

Help Us Keep Your Data Accurate! Merging client profiles is a great way to stay organized and deduplicate your system, but since it's a permanent change that can't be undone, we need to be extra careful when end users request a client merge! To ensure a smooth merge process, please keep the following in mind:

• Authorization: Before sending a request, please verify that you’re approved to make a client merge request.
• The "Triple Check": Please confirm that the Full Name, DOB, and SSN match up perfectly. When in doubt, it’s always best to consult your agency lead and program staff.
• Protecting Client Records: If our team spots a significant difference that suggests the records might belong to two different people, we will decline the merge to keep the data safe.

We appreciate your diligence in helping us maintain a high standard of data integrity!

For more details on how we use the Client Merge Tool in Clarity, please check out our online HelpDesk article.

In Our Community

Understanding the "Disabling Condition" Warning in HMIS

When entering data into the HMIS, you may occasionally see a "data quality warning" regarding disabling conditions. Here is a quick guide on what that means and how to handle it.

What counts as a "Disabling Condition"?

To meet HUD’s official definition for programs like Permanent Supportive Housing (PSH), a disability must meet three specific criteria:

• It is long-term: It is expected to be of "long continued and indefinite duration."
• It impacts independence: It substantially limits a person’s ability to live independently.
• It is improvable by housing: The person’s quality of life or ability to function would be improved by stable housing.

Note: Temporary issues (like a broken leg or the flu) do not count as a Disabling Condition under these standards.

How to Record Data Correctly

If a client has a disability that is not long-term:

• Yes: Mark the specific disability type (e.g., "Physical Disability").
• No: Answer "No" to the sub-question asking if it is "expected to be of long continued and indefinite duration."
• Note that you will still get the warning, but if this reflects the client’s disability status, then please enter no.

Why am I getting a Data Warning?

The system assumes that if a disability is present, it is likely long-term. The warning is simply a prompt for you to double-check that your answers are consistent. If the disability is truly temporary, it is okay to keep the "No" response, but keep in mind this may affect the client’s eligibility for certain permanent housing programs.

Why Your HMIS Email Matters

The email address linked to your Clarity HMIS profile is your lifeline for security and efficient care coordination. To keep things secure and accessible, we strongly recommend using your official work email address.

Key Benefits of a Valid Email

• Instant Password Resets: Locked out? Use the "Forgot Password?" link to get back in immediately via an automated email. No more waiting for a system admin to manually reset it for you!
• Faster Client Care: Get real-time alerts for housing referrals or updates to the community queue. When you are tagged in a note or referral, you’ll know instantly so you can take action.
• Enhanced Security: Your email enables Two-Factor Authentication (2FA), adding a critical layer of protection for sensitive client data.
• Training Verification: To ensure your training is properly recorded for compliance, please use the same email address associated with your HMIS account. Do not use a personal email address, as this will prevent us from verifying your completion status.

Important: Keep it Private!

While email notifications help us stay connected, never include sensitive information in an unencrypted email. This includes:

• Client Names
• Dates of Birth (DOB)
• Social Security Numbers (SSN)

Pro Tip: If you receive a notification that you've been tagged in a note, log into Clarity directly to view the details and respond securely.

Client with Assessments but No Referral to CHQ

Upcoming Events

Technical Administrator (TA/Agency Lead Meeting) | June 4, 2026 2:00pm - 3:30 pm

These meetings discuss the Agency Administrator reports and data collection requirements in HMIS. Additionally, updates regarding changes and/or upcoming changes to HMIS are explored in an effort to ascertain impacts on programs and/or end users. Furthermore breakout sessions allow for exploration of the understanding of ongoing data updates, and/or challenges being experienced by end users.

SCC HMIS Looker - HMIS Report Spotlight Office Hours | June 8 & 22, 2026 2:00pm - 3:00pm Register here

We know that lots of issues and questions can arise when using Clarity (HMIS) and Looker. Office Hours are a great opportunity to get your questions answered, see demos of anything you can't figure out or can't remember how to do, find out how to fix things that might have gotten messed up, and participate in discussions with other users around solutions to common challenges.

HMIS Clarity Office Hours | June 4, 18, 2026 10:00am - 11:30am Join here

We know that lots of issues and questions can arise when using Clarity (HMIS). Office Hours are a great opportunity to get your questions answered, see demos of anything you can't figure out or can't remember how to do, find out how to fix things that might have gotten messed up, and participate in discussions with other users around solutions to common challenges.

Bitfocus is Hiring

Join our Team!

• Visit bitfocus.com | Jobs | About Bitfocus

• Work with us at Bitfocus! Join a team committed to innovation, collaboration, and real-world impact in human services.  

Questions?

Your HMIS Administrators are happy to help.

Phone: 408.596.5866 Ext. 2

Email: sccsupport@bitfocus.com