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AIDS Regional Information and Evaluation System California Department of Public Health Office of AIDS 0.01.

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Presentation on theme: "AIDS Regional Information and Evaluation System California Department of Public Health Office of AIDS 0.01."— Presentation transcript:

1 AIDS Regional Information and Evaluation System California Department of Public Health Office of AIDS 0.01

2 ARIES On Demand Course 1: Policy and Security Primer Course 2: Design, Features and Benefits Course 3: Login and Overview Course 4: Searching and Adding New Clients Course 5: Client Intake 1 Course 6: Client Intake 2 Course 7: Programs Course 8: Care Plan Course 9: Case Notes Course 10: Client Services Course 11: Generating Reports Course 12: Agencies and Agency Support Staff 1.00

3 Course 1: ARIES Policy and Security Primer - New Trainee Requirement ARIES ON DEMAND Training 1.00

4 What You’ll Learn 1.ARIES Defined 2.Understanding ARIES Security and Client Confidentiality 3.Communicating ARIES security to clients 4.Reporting security incidents 5.ARIES Access through Digital certificates 6.ARIES Policies 7.ARIES System Requirements 1.01

5 What is ARIES? AIDS Regional Information and Evaluation System Real time browser-based database Client case management information system for administration and reporting HIV/AIDS care Tracks the delivery of care and treatment services to HIV/AIDS clients 1.01

6 ARIES Support Functions Client Search Client Intake Share/Non-share Program Enrollment and Service Tracking Creating Reports Working With Agencies 1.0

7 Programs Included in ARIES RWCA Parts A, C & D (formerly Titles I, II, III & IV) Care Services Program (CSP Part B) Case Management Program (CMP) * Medi-Cal Waiver Program (MCWP) * Early Intervention Program (EIP) * Bridge, Positive Changes * *Programs required to use ARIES. Part A areas with CSP funds can import their data into ARIES. 1.02

8 Programs Included in ARIES Housing Opportunities for Persons with AIDS Program (HOPWA) Health Insurance Premium Payment Program (CARE/HIPP) * Enrollment in the Therapeutic Monitoring Program (TMP) *Programs required to use ARIES. Part A areas wth CSP funds can import their data into ARIES. 1.02

9 Security at the Forefront Protect confidential data Preserve client trust Protect confidential data Preserve client trust 1.03

10 Multiple Layers of Security 1.03 Three tier hardware architecture Protected by multiple firewalls Security intrusion detection tools

11 Encryption Used in ARIES 1.Secure communication over the network 2.Secure files used by SQL server 3.Secure the ARIES user password 4.Secure database connection strings stored on the web server 5.Secure the ARIES client ID 6.Secure client identifiers in the database 1.03

12 Check Your Understanding Q: What protects ARIES data? A: Multiple Layers of Security 3 Tier Hardware Protected by multiple firewalls Security intrusion detection tools

13 ARIES CLIENT ARIES REPORT EXPORT ARIES IMPORT ARIES ADMIN Security Measures in ARIES 1.04

14 DIGITAL CERTIFICATE UNIQUE USER LOGIN & PASSWORD Unique user login **** Password ******* 1.04 Dual Factor Authentication KNOWS HAS

15 1.05 Security Measures in ARIES

16 1.06 The Client Share/Non-Share Concept Clients may choose to share or not share data with multiple service providers Sharing clients must provide security “keys” to unlock ARIES records Non-share clients only see their own data

17 HIPAA: Health Insurance Portability and Accountability Act Protected Health Information (PHI) -Client name -Client address -Client telephone numbers -Client fax numbers -Client addresses -Client medical record number 1.07

18 HIPAA: Health Insurance Portability and Accountability Act Protected Health Information (PHI) -Social Security number -Date of birth -Health plan beneficiary number -Account numbers -Client’s mother’s maiden name -Client’s family members’ name -Unencrypted Unique Record Number (URN) 1.07

19 ARIES User Registration Form Stipulates: Users are aware of PHI confidentiality requirements Users agree to follow their agency’s guidelines pertaining to patient confidentiality and HIPAA Users agree to report any breaches of security pertaining to PHI 1.07

20 Reporting a Security Breach 1.Agency Management / Direct Supervisor 2.County Health Department 3.Ryan White Part A Grantee 4.California Department of Public Health, Office of AIDS 1.08 A breach is any failure to follow confidentiality protocols and procedures

21 Contacts: CR&E Section Chief (916) ARIES System Admin. (916) incidents to: Reporting a Security Breach 1.08 A breach is any failure to follow confidentiality protocols and procedures

22 Explaining ARIES Security to Clients Is my information safe? -ARIES is more secure than on-line banking! -Agency Supervisor (and Grantee for Part A areas) approves each staff person for ARIES access and sends a User Registration form to OA -OA then works with the staff person to install the digital certificate -“Digital certificates” limit access. -No computers used in public places 1.09

23 Explaining ARIES Security to Clients Who has access to my information? -Only State approved computers and staff can use ARIES -Staff can only view what they need to know -Sensitive information is never shared (examples: mental health, substance use, legal issues) even if you share other information -ARIES uses encryption 1.09

24 Check Your Understanding QUESTION: All ARIES securities breaches must be reported to your Agency Supervisor, but which is the truest statement? ANSWER: 1.All ARIES securities breaches must also be reported to the CA Office of AIDS, regardless of whether they involved client PHI (Protected Health Information) or not. 2.Only ARIES securities breaches involving client PHI (Protected Health Information) must also be reported to the CA Office of AIDS. 3. ARIES is hardened against security breaches and does not require breach reporting. Q 2

25 Explaining Encryption All information that identifies a client in ARIES is turned into a secret code When that information travels the Internet, it is scrambled again 1.10

26 Explaining Firewalls ARIES uses 3 firewalls to protect your information Firewall=Computer software used to keep hackers from seeing or stealing system information 1.10

27 Who Can Clients Call With More Questions? A local provider agency California OA website at: or ocs/FORMS/ARIESClientInfoDoc pdf 1.10 Need to update URLs

28 CLIENT Tabs and Subtabs ARIES System Navigation ARIES Structure 1.11

29 ARIES User / Role Permissions 1.Administrative agency ARIES admin. 2.Agency ARIES administrator 3.Agency management 4.Case manager 5.Ancillary services 1.11

30 ARIES User / Role Permissions 6.Data entry 7.Medical 8.Peer advocate 9.Receptionist 10.Volunteer 11.Inactive 1.11

31 Functions Agencies Can Control Appointments Client search Agency Staff screen Reports 1.11

32 ARIES Data Elements 1.12 Go Live to ARIES: Click Here

33 Data Collection Forms 1.12

34 ARIES User Registration Form 1.13

35 ARIES Client Share/Non-Share Guidelines Providers should enter data daily At minimum, every two weeks 1.14

36 ARIES Client Share/Non-Share Consent Form 1.14

37 Keep Your USER LOGIN ID & PASSWORD Strictly Confidential IMPORTANT: DO NOT SHARE OR REVEAL ON-SCREEN 1.15 ARIES User Policies

38 User Policies ARIES technical leads should not delete users 1.15

39 ARIES LAPTOP Security Policy Wireless connections for ARIES are approved; however … Users CANNOT access ARIES in public locales Data encryption software must be used on all laptops that store confidential information 1.16

40 ARIES LAPTOP Security Policy Confidential client-identifying information examples: -Names, social security numbers, SSN -Unique Record Numbers (URNs) -Addresses -Phone numbers - -Medical record numbers 1.16

41 ARIES Registration Requirements 1.Fill out the ARIES User Registration Form 2.Fax it: Attention: ARIES Administrator at the Office of AIDS ( ) 3. The OA staff person will contact you with instructions to install your digital certificate 4.The OA ARIES Administrator can revoke any digital certificate if necessary 5.The Agency Technical Lead can change a user password immediately if necessary 1.17

42 Is Your Computer System ARIES-ready? Internet Explorer 6.0 or above JavaScript and cookies must be enabled Windows 2000 or above A Pentium processor 256 MB RAM 1.18

43 Is Your Computer System ARIES-ready? 50 MB free space on your hard disk Internet Access via T1, DSL, cable modem, or satellite with secure sockets layer (SSL) communication Access with a 56 Kb modem will provide a less satisfying user experience 1.18

44 FLASH Quiz – Select 5 Items that you need to use ARIES [Drag and Drop the Correct Answers] Digital certificates Photo ID Unique user ID Unique password ARIES-ready computer system User registration form Voter registration card Flash element to be inserted DRAG & DROP Click Here 1.19

45 Multiple Choice Quiz 1.20 Note: This will be a series of QUESTIONS using the WebEx On-Demand environment for user tracking

46 Thank You for Completing Course 1 See the Help Desk Documentation for more details Download the Guideline documents More information, contact… See the Help Desk Documentation for more details Download the Guideline documents More information, contact… 1.20

47 For More Information and Updates: 1.20


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