SOLANO HMIS · CLARITY HUMAN SERVICES · WORKFLOW GUIDE
Clarity HMIS and Confirmed Referral Handoffs
A governance-first guide for discussing how a proposed confirmed-handoff workflow could operate alongside Solano County’s Clarity Human Services HMIS without replacing HMIS, Coordinated Entry, or local administrator authority.
STATUS · PRELAUNCH · NO LIVE INTEGRATION OR VENDOR ENDORSEMENT
THE LOCAL SYSTEM
What this guide does—and does not—claim
Housing First Solano states that Solano County uses Clarity Human Services for HMIS. The official Solano HMIS site describes HMIS as the secure database used to record local homelessness services and identifies Bitfocus as the system administrator.
Operation Iron Gate is not currently integrated with Clarity Human Services. This guide is a proposed governance and workflow map for authorized discussion with Solano HMIS administrators. Any configuration, data exchange, field mapping, access, or testing would require administrator approval and applicable privacy rules.
PROPOSED HANDOFF SEQUENCE
Keep HMIS authoritative. Make the handoff visible.
The workflow begins only after an authorized referral. HMIS retains the official client and program record. A narrow companion record would track acknowledgment and next action using only information approved for that purpose.
01
Referral authorized
The sending organization follows existing HMIS, Coordinated Entry, consent, and program rules before any companion handoff record is opened.
02
Minimum data defined
Administrators identify the smallest permitted set: referral identifier, sending role, receiving role, timestamps, status, and next action.
03
Receipt acknowledged
The receiving organization records whether the referral was received and whether contact or another authorized step occurred.
04
Outcome reconciled
The agreed status returns to the governed record or reporting process without changing HMIS ownership or local authority.
BOUNDARIES TO APPROVE
Three decisions belong to the HMIS administrator
This guide does not prescribe a technical connection. It identifies the governance decisions that must come first.
AUTHORITY
System of record
Solano HMIS administrators decide what remains authoritative in Clarity and what, if anything, may be referenced elsewhere.
PRIVACY
Permitted information
Administrators and participating organizations define consent, role access, sensitive-program restrictions, retention, correction, and audit rules.
INTEROPERABILITY
Approved exchange method
Any use of an export, import, or API would follow Bitfocus documentation and local approval. No method is assumed or active.
Questions for a Solano HMIS working session
1. Which referral events already exist in the approved Clarity workflow?
2. Which acknowledgments or next actions are not visible today?
3. What minimum fields may be shared, by whom, and for how long?
4. Who approves configuration, testing, reporting definitions, and corrections?
The working room
Don’t fix referrals alone.
GATEHOUSE is where the agencies, hospitals, churches and neighbors working on referrals in Vallejo and Solano County talk it through. It is the part of Operation Iron Gate that is open today, and what members say decides what we build next.
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GATEHOUSEMember pass
OPEN NOW- Put your agency on the mapList your organization and post what you have open for Tonight.
- Ask the teamOpen Q&A with our team and peers who work the same handoffs.
- Report a dead endLog a referral that went nowhere and follow it to a fix.
- Follow the pilotPilot Updates as the North Bay Pilot is built. No results are claimed.