Data Standard Overview
HMIS data element 3.02 Social Security Number is required for all programs and HMIS project types. This data is used to determine the end of a client’s period of participation with a project. All projects need this data element to support the unique identification of each person served
Where data is shared across projects, the Social Security Number (SSN) greatly facilitates the process of
identifying clients who have been served and allows projects to avoid creating duplicate records at
Project Start.
End users should refer to the HMIS Data Standards Manual for further understanding.
How To Record a Social Security Number Accurately
When enrolling a client who already has a record in the HMIS, verify that the SSN (Social Security Number) in the system is accurate and correct it if it is not. Do not replace a 9-digit SSN with the 4-digit SSN on existing clients unless the client has requested this.
NOTE: PATH, CoC, and ESG Program-funded projects are only required to collect the last four digits.
| You Record … in HMIS , | if the Client … |
| Full 9 Digits | gives a complete and valid SSN |
| Approx. or Partial SSN | gives any part of SSN other than full 9 digits |
| Client Doesn’t Know | does not know or does not have an SSN |
| Client Prefers Not to Answer | prefers not to provide any part of their SSN |
| Data Not Collected | was not asked for collection of SSN |
When Client Does Not Know/Have SSN
When a client does know their SSN, does not have one*, prefers not to provide their SSN, or when you do not ask for their SSN, you should leave the SSN field blank. The blank field triggers ClientTrack to provide the following options:
- Client doesn’t know
- Client prefers not to answer
- Data not collected
Choose the best response based on the situation (see table above).
Note that you should never fill the SSN field with all 0s or 1s to denote a missing SSN. This will result in an error in Data Quality.
*A client may not have their SSN for a number of reasons, including but not limited to:
- Loosing their SSN card
- Forgetting their SSN
- Residing in the country undocumented
When a Client Has a Partial SSN
When a client only knows or chooses to provide the last 4 digits of their SSN, you should leave the missing digits in the SSN field blank and only record the digits the client provides. The missing digits triggers ClientTrack to provide the “Approximate or partial SSN” option and automatically select it.
Note that you should never fill the missing SSN digits with 0s or 1s to denote a missing SSN. This will result in an error in Data Quality.
