New HMIS Partner Agency
Interested In Participating in Solano County’s HMIS?
Information about clients receiving services in the Solano's HMIS is shared among Solano's HMIS Partner Agencies. Partner Agencies use the HMIS to document and monitor the services they provide, coordinate client care, conduct needs assessments and prioritize services, and generate reports for stakeholders.
Please see below for the HMIS Step by Step Agency Approval Process
Step 1 Agency Request Intake
- Agency Action: Completes the Bitfocus “New HMIS Partner Agency Application” and "Solano CoC New Program Request Form". You must complete a "Solano CoC New Program Request Form" for each program that needs to be set up
- Resource: For help understanding the Solano CoC New Program Request form, see the Solano CoC New Program Request Form mini-guide
- Resource: In the Solano CoC New Program Request form, it will ask about services. For guidance on service configuration, see this help desk article - Recording and Editing Service Items in the Client Record
- Bitfocus Action: Reviews request for completeness and sends acknowledgment to both the agency and JPA staff
Step 2 Initial Review & Alignment Check
JPA Staff (CE/Programs) reviews the request to ensure:
- The agency is an eligible partner under CoC/JPA guidelines
- Requested HMIS access aligns with program requirements
- No duplicative or inappropriate agency records are being created
Step 3 Cost & Payment Verification
- JPA confirms funding source
- A payment arrangement is established and documented before Bitfocus proceeds
Step 4 Formal Approval
- JPA Staff documents approval in writing (internal approval form or email log)
- Approval confirmation is sent to Bitfocus with:
- Authorized scope of access
- Confirmation that costs/funding are resolved
Step 5 Bitfocus Implementation
- Agency creation in HMIS
- User account setup and training
- Technical support and documentation
Step 6 Confirmation & Record-keeping
- Bitfocus notifies both agency and JPA staff when the setup is complete
- JPA Staff updates internal tracker noting:
- Agency name
- Program(s) activated
- Approval date
- Funding/payment details
- Point of contact