Privacy Notice

ORANGE COUNTY HOMELESS MANAGEMENT INFORMATION SYSTEM (OC HMIS)

PRIVACY NOTICE

THIS PRIVACY NOTICE EXPLAINS UNDER WHAT CIRCUMSTANCES WE MAY SHARE AND DISCLOSE YOUR INFORMATION FROM THE OC HMIS. THIS NOTICE ALSO EXPLAINS YOUR RIGHTS REGARDING YOUR CONFIDENTIAL INFORMATION.

PLEASE READ IT CAREFULLY.

Our organization collects and shares information about individuals who access our services. The information is confidentially stored in a local electronic database called the Orange County Homeless Management Information System (OC HMIS). The OC HMIS securely records information (data) about persons accessing housing and homeless services in Orange County.

We ask for your permission to share confidential personal information that we collect about you and your family. This confidential information is referred to as Protected Personal Information (PPI). We are required to protect the privacy of your PPI by complying with the privacy practices described in this Privacy Notice.

Why We Collect and Share Information
The information we collect and share in the HMIS helps us to efficiently coordinate the most effective services for you and your family. It allows us to complete one universal intake per person; better understand homelessness in your community; and assess the types of resources needed in your local area.

By collecting your information for HMIS, we are able to generate aggregate statistical reports requested by the Department of Housing and Urban Development (HUD).

The Type of Information We Collect and Share in the HMIS
We collect and share both PPI and general information obtained during your intake and assessment, which may include but is not limited to:

Name and contact information
Social security number
Birthdate
Demographic information such as gender and race/ethnicity
History of homelessness and housing (including current housing status and where and when services have been accessed)
Self-reported medical history including any mental health and substance abuse issues
Case notes and services
Case manager’s contact information
Income sources and amounts; and non-cash benefits
Veteran status
Disability status
Household composition
Emergency contact information
Domestic violence history
Photo (optional)

How Your Personal Information Is Protected in the HMIS
Your information is protected by passwords and encryption technology. Each HMIS user and participating organization must sign an agreement to maintain the security and privacy of your information. Each HMIS user or participating organization that violates the agreement may have access rights terminated and may be subject to further penalties.

How PPI May Be Shared and Disclosed
Unless restricted by other laws, the information we collect can be shared and disclosed under the following circumstances:

To provide or coordinate services.
For payment or reimbursement of services for the participating organization.
For administrative purposes, including but not limited to HMIS system administrator(s) and
developer(s), and for legal, audit personnel, and oversight and management functions.
For creating de-identified PPI.
When required by law or for law enforcement purposes.
To prevent a serious threat to health or safety.
As authorized by law, for victims of abuse, neglect, or domestic violence.
For academic research purposes.
Other uses and disclosures of your PPI can be made with your written consent.

Providing Your Consent for Sharing PPI in the HMIS
If you choose to share your PPI in the OC HMIS, we must have your written consent. Exception: In a situation where we are gathering PPI from you during a phone screening, street outreach, or community access center sign-in, your verbal consent can be used to share your information in HMIS. If we obtain your verbal consent, you will be requested to provide written consent during your initial assessment. If you do not appear for your initial assessment, your information will remain in HMIS until you revoke your consent in writing.

You have the right to receive services even if you do not consent to share your PPI in the OC HMIS.

How to Revoke Your Consent for Sharing Information in the HMIS
You may revoke your consent at any time. Your revocation must be provided either in writing or by completing the Revocation of Consent form. Upon receipt of your revocation, we will remove your PPI from the shared HMIS database and prevent further PPI from being added. The PPI that you previously authorized to be shared cannot be entirely removed from the HMIS database and will remain accessible to the limited number of organization(s) that provided you with direct services.

Your Rights to Your Information in the HMIS
You have the right to receive the following, no later than five (5) business days of your written request:

A correction of inaccurate or incomplete PPI;
A copy of your consent form;
A copy of the OC HMIS Privacy Notice;
A copy of your HMIS records; and
A current list of participating organizations that have access to your HMIS data.

You can exercise these rights by making a written request to this organization.

Your Privacy Rights Regarding Your Information in the HMIS
If you believe your privacy rights have been violated, you may send a written grievance to this organization. You will not be retaliated against for filing a grievance.

If your grievance is not resolved to your satisfaction, you may send a written grievance appeal to the HMIS System Administrator, 211 Orange County (211OC).

Amendments to this Privacy Notice
The policies in this notice may be amended at any time. These amendments may affect information obtained by this organization before the date of the change. Amendments regarding use or disclosure of PPI will apply to information (data) previously entered in HMIS, unless otherwise stated. All amendments to this privacy notice must be consistent with the requirements of the federal HMIS privacy standards. This organization must keep permanent documentation of all privacy notice amendments.

Last Updated: 01-2022

Employment Opportunities

CASA TERESA
Volunteer and Community Outreach Coordinator Job Overview

This is a full-time position reporting to the Chief Development Officer

The Volunteer and Community Outreach Coordinator is responsible for the recruitment, training, scheduling, record keeping and general oversight of volunteers (individuals and groups) and interns for Casa Teresa programs and special events. Maintain a database of available (current and past) volunteers. This position is also responsible for coordinating with and reaching out to a variety of community groups to facilitate onsite events, educational programs, and workshops as well as a variety of other activities related to mission focused volunteer and community activities.

Recruitment, Training, and Scheduling:

Develop and implement a volunteer recruitment plan.
Schedule volunteers for program related support, special events or special projects.
Work with other staff to determine and fulfill volunteer needs.
Initiate contact and follow up with current and previous volunteers to assess availability for future assignments.
As directed by and in coordination with the program staff, develop and implement a weekly volunteer schedule.
Interview prospective new volunteers and initiate the onboarding process.
Coordinate individual or group volunteer training with the program staff.
Assess volunteer skills and abilities and provide pertinent information to other internal departments as requested.
Initiate, maintain, and update all volunteer records.
In conjunction with programs, identify additional training/education opportunities for volunteers.
Develop, update, and maintain volunteer training materials.
Schedule volunteer/intern interviews, periodic reviews or exit interviews.
Provide onsite support, role modeling, and leadership for TBRI information for volunteers.

Community Outreach:

Organize, plan, and be responsible for the smooth running of community visits such as religious organizations/churches, local universities, community groups, etc.
Reach out to community groups to form community partnerships.
Make sure that all paperwork, supplies, and schedules are in place for visits and workshops.
Collect feedback, (as appropriate), from community groups who engage in Casa Teresa visits.

Volunteer Recognition:

In coordination with programs and other departments, develop and promote volunteer recognition activities, including a yearly volunteer recognition and appreciation event.

Administrative and Record-keeping:

Develop, monitor, update, and maintain database information on volunteers as well as file records, weekly schedules, sign-in sheets, hours worked, completed release forms, and related material.
Prepare and distribute timely volunteer announcements or reminders on orientation schedule, session assignments, and special events/activities.

Organizational Responsibilities:

Maintain cooperative relationships with staff, volunteers, and community members.
Possess a positive attitude and ability to adjust to changing priorities and circumstances.
Possess the ability to work independently as well as function as a supportive team member.
Professionally represent Casa Teresa in a positive manner at onsite events, off-site events, and in the community at large.

Physical Requirements of the Position:

Must be able to lift and lower 35 pounds from horse to ground or ground to chest height to assist with client safety.

Qualifications:

Four-year degree from an accredited college or university strongly preferred
Excellent written and verbal communication skills
Ability to engage with a diverse population
Strong interpersonal skills
Proficiency in English
Strong computer skills and technical abilities.

Pay Range:
$18-$23/hr. To commensurate with experience and qualifications.

How to Apply:
Please email resume and cover letter to Casa Teresa’s HR Director Heidi Steele at: [email protected]

Casa Teresa Stories

Transformational Stories of Casa Teresa:
In Their Own Words

Take a moment to listen to the healing journey of just a few of the many women who have experienced Casa Teresa as the home with a heart to empower their transformation.