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Module 1: Getting Started with HIFIS

Learn how to log in and out of HIFIS, switch between service providers, understand the system interface, and manage your user account.

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Logging In to HIFIS ▶

Each community has a unique HIFIS URL. For practice and demonstration purposes, the national HIFIS demo site is available. However, for real client work, always use your community’s live URL.

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Thunder Bay HIFIS Login: Log in to Thunder Bay HIFIS at tbaychat-hifis.ca. One you have completed the training, you will receive a certificate of completion from noreply@tbayhifis.ca (make sure to check your spam folder), and account details from hifis@tbayhifis.ca. For news and local resources, visit tbayhifis.ca.
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Practice site (course videos): *Note - these are in development and will be available soon.The video lessons use the national HIFIS demo at demo.hifis.ca so steps match what you see on screen. For real client work, always use your community’s live URL (Thunder Bay: tbaychat-hifis.ca).

How to Log In to HIFIS

  1. Navigate to the HIFIS Log In page by entering the HIFIS URL in your browser, selecting a desktop shortcut, or choosing a saved bookmark.
  2. Enter your username in the Username field.
  3. Enter your password in the Password field.
  4. Click the Log In button.
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The HIFIS URL is different for each community. If you don't know the address, contact your HIFIS administrator or technical support.

How to Log In to a Different Service Provider

  1. Once logged in, click on the current service provider's name at the top right of the screen.
  2. When the Log In page appears, select a different service provider from the drop-down menu.
  3. Click the Log In button.

How to Log Out of HIFIS

  1. From the My Account menu, select Log Off.
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Always log out of HIFIS when you are done using the system, especially on shared computers, to protect client privacy and data security.
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Navigating the HIFIS Interface ▶

HIFIS is organized into several main menus accessible from the top navigation bar. Understanding the menu structure will help you find the right function quickly.

MenuDescriptionKey Modules
Front Desk The main working area for day-to-day operations Clients, Admissions, Goods & Services, Food Banks, Waiting Lists, Housing, Outreach, Encampments, People, Directory of Services
Assessments Assessment tools for service prioritization SPDAT, VAT
Communications Internal staff communication tools Messaging, Bulletins, Broadcast
Reports Data reporting and export Reports Manager
Administration System configuration (Administrator access) Users, Programs, Rooms & Beds, Custom Tables, Client Merge, Data Export
My Account Personal account settings Change Password, Log Off

Accessing Client Records

There are three ways to access the Client List:

  1. From the Front Desk menu, select Clients.
  2. Enter the client's name, file number, or ID number in the search box in the top right of the screen.
  3. Select the magnifying glass icon next to the search box at the top right.

Client Menus

When viewing a client's record, two menus are always available:

Client Information Menu
Detailed profile information: demographics, consent, health, housing history, financial profile, identification, etc.
Client Management Menu
Activities and transactions: admissions, case management, services, assessments, housing placements, etc.
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Managing Your Account ▶

How to Change Your Password

  1. From the My Account menu, select Change Password.
  2. Enter your old password.
  3. Enter your new password, then enter it again to confirm it is exact.
  4. Click the Save button.
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Choose a strong, unique password for your HIFIS account. Do not share your password with others. Each user must have their own individual account to maintain an accurate audit trail of all client record changes.

User Rights and Access

Your training path is based on your role, so you will only have access to the modules and information relevant to your work. Some modules are optional, and you may not see every feature described in this training course. If you cannot see a module or function described here, contact us at hifis@lspc.ca to confirm your access rights.

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Privacy in HIFIS ▶

It is important to remember that HIFIS is a database filled with sensitive client information. A breach in privacy can affect hundreds of people whose personal information we keep secure within HIFIS. Care should be taken at all times to ensure that no inappropriate disclosure of a client’s personal information occurs. This constitutes a privacy breach.

Please watch the video below for more details. Closed captioning available in settings.

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Knowledge Check ▶
1. How do you correctly log out of HIFIS?
  • Close the browser tab
  • From the My Account menu, select Log Off
  • Click the X button on the HIFIS login page
  • Turn off your computer
2. When viewing a client's record, what are the two menus always available?
  • Front Desk menu and Reports menu
  • Administration menu and Communications menu
  • Client Information menu and Client Management menu
  • Assessments menu and Housing menu
3. How can we prevent privacy breaches?
  • Never save your password in your browser
  • Don't let other people use your login
  • Don't leave the computer unattended while logged in to HIFIS
  • Always remember to log out of HIFIS when you are done
  • All of the above
4. What constitutes a privacy breach in HIFIS?
  • Forgetting to update a client's phone number
  • Any inappropriate disclosure of a client's personal information
  • Switching to a different service provider after logging in
  • Using the search box to find a client record
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