3 Introductions Crawford Spooner, Chief Information Officer Helen Quintana, HIPAA Privacy Officer Damien Aragon, Bureau Chief Vicki Gallegos, Applications Development Manager
4 Project Definition Privacy Tracking System (PTS) –Document Requirements imposed by HIPAA Integrate PTS with Family Automated Client Tracking System (FACTS) –Part of worker’s normal work flow Eliminate duplication of client information
5 Project Funding & Implementation Funding –CYFD Total Request $250,000 –CYFD Project Total $240,918 Implemented in production on schedule –5/12/2008
6 Privacy Tracking Requirements Health Insurance Portability and Accountability Act of 1996 (HIPAA), 42 USCS 1320d et seq ►Privacy Notice and Acknowledgement ► Disclosure of Protected Health Information (PHI) ►Inspect and Copy Records ► Amendment of PHI ►Accounting of Disclosures ► Alternative Means of Communicating PHI ►Restrict Use of PHI ►Authorization to Release PHI ►Client Complaints
7 FACTS HIPAA Solution HIPAA Information The HIPAA Information window is a new FACTS window through which the workers can record or view the HIPAA related information for the case participants in FACTS.
8 FACTS HIPAA Solution Privacy Notices/Acknowledgments The Privacy Notices/Acknowledgments tab documents when the HIPAA packet was provided to the client and when the Receipt of Acknowledgement was received.
9 FACTS HIPAA Solution Disclosures The Disclosure tab details when the client’s confidential information was disclosed and to whom.
10 FACTS HIPAA Solution Requests The Requests tab is used by the HIPAA Privacy Officer to record any and all HIPAA restrictions or clarifications including: Amendments Restrict PHI Alternative Forms of Communication Inspect and Copy Accounting of Disclosures