TPCH Data Sharing Policies and Procedures

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Belinda McLaughlin
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1 TPCH Data Sharing Plicies and Prcedures Intrductin: The TPCH Data Sharing Plicies and Prcedures were created based n the CC apprved Pima Cunty: HMIS Data Sharing Plan apprved by TPCH bard n February 24, The fllwing plicies and prcedures shall be incrprated int the TPCH HMIS Plicies and Prcedures t frmalize the data sharing practices f the CC. These Data Sharing Plicies and Prcedures are designed t stand alne, hwever the referenced TPCH HMIS Plicies and Prcedures als need t be updated. Specific agreements will be edited t cmply with these new Data Sharing Plicies and Prcedures. The TPCH Data Sharing Plicies and Prcedures will be implemented in a tw phase prcess: Phase I: prviders NOT cvered by HIPAA Phase II: prviders cvered by HIPAA and data deemed sensitive by the TPCH HMIS Cmmittee The existing data sharing agreements, plicies, prcedures and cnsent prtcls are a much less prgressive set f plicies as the HMIS Data Sharing Plan establishes much greater access t shared data acrss the Cntinuum f Care. The Data Sharing Plan has a specific rientatin tward using client data in HMIS fr infrming referrals thrugh the Pima Cunty Crdinated Entry System. Three f the five principles utlined in the HMIS Data Sharing Plan relate t the sharing f client data, including prtected health infrmatin. These principles are: TPCH HMIS will share client service histry (knwn in HMIS as Client Prject Histry) with sme exceptins glbally thrughut the system TPCH HMIS will share the entire VI-SPDAT assessment, the VI-SPDAT acuity scre and client cntact infrmatin glbally thrughut the system TPCH HMIS will share Universal Data Elements (UDE) and Prject Specific Data Elements (PSDE) infrmatin with sme exceptins glbally thrughut the system Client service histries, VI-SPDAT assessments, and HUD HMIS UDE and PSDE all can cntain identifiable client-level prtected infrmatin. Pima Cunty will begin sharing this data nce these plicies are in effect and the crrect client cnsent language is included in the release. Nte that n data will be shared retractively, nly frm the client cnsent frward. Sharing a client s service histry may disclse HIV/AIDS status, mental illness, r dmestic vilence victimizatin, all f which are cnsidered prtected. VI-SPDAT and PSDEs als cntain highly sensitive infrmatin, and cannt be shared withut infrmed written cnsent by the client. Prgressive engagement shuld be utilized as a case practice, and the HMIS data that is cllected shuld supprt this mdel in rder t build a single client recrd ver time. Universal Data Sharing Principles: TPCH requires baseline data sharing f certain HMIS data elements t aid in the de-duplicatin prcess. This universal data sharing principle applies t all agencies and prgrams that access HMIS. These data elements which cnsist f a subset f UDE are shared glbally thrughut the system administratively, s that each client has nly ne recrd in HMIS. This level f data sharing ccurs when the client cnsents t be entered int HMIS and ccurs autmatically. The data elements universally shared in HMIS: Apprved December 29, 2015

2 TPCH Data Sharing Plicies and Prcedures UDE 3.1: Name UDE 3.2: Scial Security Number (Last 4 Digits) UDE 3.3: Date Of Birth UDE 3.7: Veteran Status HMIS Client Cnsent TPCH cllects data in HMIS t understand the nature and scpe f hmelessness. In rder t better crdinate client care, TPCH utilizes a cmprehensive TPCH Client Cnsent Frm t allw fr the sharing f HMIS data. This cnsent frm clearly utlines what data will be shared and the purpses f sharing data. The TPCH client cnsent frm meets the guidelines set frth by HIPAA and clearly states the fllwing: Client data is cllected in HMIS t crdinate care fr individuals and families accessing the CC services Client data is shared when a client signs the TPCH Client Cnsent Frm and the data is entered int HMIS (data sharing des nt ccur retractively) If the client des nt sign the TPCH Client Cnsent Frm, client data will nt be entered r shared in HMIS The TPCH Client Cnsent Frm details all f the data shared in HMIS (detailed in the Client Cnsent Data Sharing Principles sectin) The TPCH Client Cnsent Frm will be signed by each client at least annually and cllected by each prgram and agency that is still actively wrking with the client The TPCH Client Cnsent frm will be scanned and upladed in HMIS fr data sharing mnitring purpses (the signed client cnsent des nt need t be shared thrughut HMIS) The TPCH Privacy Psting must be psted at all HMIS intake lcatins including nn-traditinal HMIS intake lcatins (street utreach) The TPCH Client Cnsent Frm details the agencies and prgrams that will have access t HMIS shared data The client determines when data sharing will r will nt happen, nt the agency, prgram nr CC The TPCH Client Cnsent Frm details ther uses f client-level data that is permissible beynd crdinatin f care including: research, evaluatin, HMIS mnitring and aggregate reprting purpses Client Cnsent Data Sharing Principles: TPCH requires client cnsent t share the fllwing data elements. These data elements which cnsist f a subset f UDE, PSDE and VI-SPDAT are shared at the discretin f the client. A valid signed client cnsent fr will allw fr these data elements t be shared thrughut HMIS. Client will cnsent t share all f these data elements with all f the HMIS participating agencies in HMIS The data elements shared by client cnsent in HMIS fall int the fllwing categries: Apprved December 29, 2015

3 TPCH Data Sharing Plicies and Prcedures Client Prject Histry (Client Service Histry frm the apprved Data Sharing Plan): Prject Type Service Prvider Agency & Prject Service Type Prgram Entry and Exit Dates Need Type Case Ntes: The case ntes will nly be shared n a case-by-case basis Case Manager Service Prvider Agency & Prject Date SPDAT/F SPDAT Measurement Tl Case Nte Cntent Crdinated Assessment: VI-SPDAT Assessment Interviewer s Name Service Prvider Agency & Prject Date & Time Lcatin Language Client Nickname A: Histry f Husing and Hmelessness (3 questins) B: Risks (6 questins) C: Scializatin and Daily Functins (5 questins) D: Wellness (13 questins) VI-SPDAT Acuity Scre Apprved December 29, 2015

4 TPCH Data Sharing Plicies and Prcedures Call Pint/Back Page Cntact infrmatin (pending update by CE Cmmittee) and Client Cntact Infrmatin Citizenship Status Sex Offender Registratin Status Diagnsis f Disabling Cnditin (?) Regular lcatin and day t lcate Phne Number Address Other HMIS Data: UDE 3.4: Race UDE 3.5: Ethnicity UDE 3.6: Gender UDE 3.8: Disabling Cnditin (Phase 2) UDE 3.9: Residence Prir t Prject Entry UDE 3.10: Prject Entry Date UDE 3.11: Prject Exit Date UDE 3.12: Destinatin UDE 3.13: Persnal ID UDE 3.14: Husehld ID UDE 3.15: Relatinship t Head f Husehld UDE 3.16: Client Lcatin UDE 3.17: Length f Time n Street, in an Emergency Shelter, r Safe Haven PSDE 4.1: Husing Status PSDE 4.2: Incme & Surces PSDE 4.3: Nn-Cash Benefits PSDE 4.4: Health Insurance Apprved December 29, 2015

5 TPCH Data Sharing Plicies and Prcedures PSDE 4.5: Physical Disability (Phase 2) PSDE 4.6: Develpmental Disability (Phase 2) PSDE 4.7: Chrnic Health Cnditin (Phase 2) PSDE 4.8: HIV/AIDS (Phase 2) PSDE 4.9: Mental Health Prblem (Phase 2) PSDE 4.10: Substance Abuse (Phase 2) PSDE 4.11: Dmestic Vilence PSDE 4.12: Cntact PSDE 4.13: Date f Engagement PSDE 4.14: Services Prvided PSDE 4.15: Financial Assistance Prvided PSDE 4.16: Referrals Prvided PSDE 4.17: Residential Mve-In Date PSDE 4.18: Husing Assessment Dispsitin PSDE 4.19: Husing Assessment at Exit TPCH Required Data Elements Military Branch Military Service Era Infrmatin Discharge Type Highest Level f Educatin Attained HMIS Data Release Client-level data within HMIS is managed and administered by the Pima Cunty Cmmunity Services, Emplyment & Training Department. Client level data within HMIS is wned by the client and shall be added, edited and shared by the client. HMIS data will be released t stakehlders in aggregate frm fr purpses f planning and evaluatin, reprting purpses (RHY) withut the apprval f the client, agencies, prgrams, nr the CC. HMIS data will be released in client-identifiable frm fr SSVF reprting purpses t the VA Data Repsitry as required by the Department f Veterans Affairs. Apprved December 29, 2015

6 TPCH Data Sharing Plicies and Prcedures Other identifiable data sets will nt be released frm the HMIS withut apprval f the TPCH HMIS Cmmittee. The TPCH HMIS Cmmittee will make a frmal decisin when client identifiable and aggregate data that requires mre than 5 hurs f HMIS Lead Agency time t develp is requested. HMIS Participating Agency Agreement HMIS participating agencies are required t sign an HMIS Participating Agency Agreement. This agreement prvides the framewrk fr sharing data amngst HMIS participating agencies. Failure t sign the HMIS Participating Agency Agreement will prevent agency level access t HMIS. The HMIS Plicies and Prcedures related t Agency Agreement and respnsibilities detail: The agency-level applicability f HIPAA, 42 CFR Part 2,that determines what data is shared and hw that data is handled Agency-level access will be determined fr nn-traditinal HMIS rganizatins that are invlved fr Crdinated Entry System purpses. If the agency des nt enter UDE and PSDE, access t this data will be restricted t the infrmatin that is shared universally acrss the system. This access will specifically allw these rganizatin t access (in read nly): Services and referrals, VI-SPDAT scres Basic demgraphic infrmatin (Name, Scial Security Number, Date f Birth, Veteran Status, Race, Ethnicity and Gender) The agency acknwledgement f their respnsibilities t cllect HMIS data in accrdance t the HMIS Data Sharing Plicies and Prcedures The agency respnsibility and ramificatins fr failure t fllw the HMIS Data Sharing Plicies and Prcedures The agency will be subject t the fllwing prcedures fr vilatins f the data sharing plicies and prcedures that will be prgressive in escalatin: One minr vilatin (sharing data that was nt cvered by the client cnsent) will cause the HMIS Lead t the rganizatin and the CC Bard reprting the vilatin Tw r mre minr vilatins (sharing data that was nt cvered by the client cnsent) will cause the HMIS Lead t the rganizatin and the CC Bard reprting the vilatin AND deactivate agency level access t HMIS until HMIS re-training can be cmpleted One majr vilatin (sharing data withut client cnsent) will cause the HMIS Lead t the rganizatin and the CC Bard reprting the vilatin AND deactivate agency level access t HMIS until HMIS re-training can be cmpleted Tw r mre majr vilatins (sharing data withut client cnsent) will cause the HMIS Lead t the rganizatin and the CC Bard reprting the vilatin AND deactivate agency level access t HMIS until HMIS re-training can be cmpleted AND be included in the CC rating and ranking prcess as a deductin frm the ttal scre Tw r mre minr r majr vilatins will result in agency revcatin f access t HMIS with a full reprt frm the HMIS Lead being sent t the CC Bard fr a decisin n further HMIS Access and a Crrective Actin Plan being develped Apprved December 29, 2015

PRIVACY AND E-COMMERCE POLICY STATEMENT

PRIVACY AND E-COMMERCE POLICY STATEMENT Tel-Tru Manufacturing Cmpany ( Tel-Tru ) is dedicated t develping lng-lasting relatinships that are built n trust. Tel-Tru is cmmitted t respecting the wishes f