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HomeMy WebLinkAbout062518_ca0666� etwn effi Public Healt 615 Sheridan Street Port Townsend, WA 98368 www. Jefferson CountyPublicHeallh.org C onseni, hge�nda June 4, 2018 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Veronica Shaw, Deputy Director DATE: � IA51 X) 4 SUBJECT: Agenda Item — Information Sharing Agreement with WA Dept. of Health for Exchange of Immunization Data; Upon signature — 5 years from execution date; $0 STATEMENT OF ISSUE: Washington State Department of Health (DOH) is requesting Board approval of the Information Sharing Agreement for Exchange of Immunization Data; Upon signature — 5 years from execution date; $0 ANALYSIS STRATEGIC GOALS PRO'S and CON'S: DOH is the public health agency that maintains the Washington State Immunization Information System ( IIS �. IIS serves as a communications link, repository, and retrieval tool for data on the immunization status of individuals. IIS allows health care providers and health plans to exchange immunization data with other health care providers and health plans. This agreement provides for the exchange of immunization data through IIS. It includes obligations to maintain provider confidentiality and joint obligations to maintain patient privacy. The purpose of the data exchange is to improve patient care and public health. FISCAL IMPACT COST BENEFIT ANALYSIS: There are no funds associated with this agreement. RECOMMENDATION: JCPH management request approval of the Department of Health Information Sharing Agreement to exchange Immunization Data; Upon signature — 5 years from execution date; $0 REV Ew D B : Philip Morley,,CoMy Admini tra r✓-- Date Community Health Developmental Disabilities 360-385-9400 360-385-9401 (f) Always working for a safer and healthier community Environmental Health Water Quality 360-385-9444 (f) 360-379-4487 WasNi igliw State Delarhcnf of .� Hea l t i h N22402- WASHINGTON STATE — - IMMUNIZATIQN INFORMATION SYSTEM Every age. Every vaccination Washington State Immunization Information System Information Sharing Agreement for EXCHANGE OF IMMUNIZATION DATA This agreement ("Agreement") is between the Washington State Department of Health ("DOH") and Jefferson County Public Health ("Provider/Plan") for the exchange of immunization records. BACKGROUND • DOH is the public health agency that maintains the Washington State Immunization Information System ("IIS"). IIS serves as a communications link, repository, and retrieval tool for data on the immunization status of individuals ("immunization data"). IIS allows health care providers and health plans to exchange immunization data with other health care providers and health plans as authorized under Chapter 70.02 RCW. a Provider/Plan is: (check one): [X] A public agency, corporation, or other entity with individual shareholders, members, officers, employees, contractors, or other personnel who are authorized under Washington law to provide health care or public health services to individuals. [ ] A healthcare service contractor authorized by the Washington Insurance Commissioner to sell health insurance to, and/or administer health insurance plans in Washington State. [ ] A school, school district, Head Start organization, and/or ECEAP grantee authorized to provide or coordinate healthcare services for students through personnel who are authorized under Washington law to provide such services. [ ] An individual authorized under Washington law to provide health care services to individuals. • Health Insurance Portability and Accountability Act of 1996 (HIPAA) and Chapter 70.02 RCW, the uniform health care information act require healthcare providers to keep personal health care information confidential. Immunization records are personal health care data. Healthcare providers may disclose immunization records to DOH under 45 Code of Federal Regulations (CFR) § 164.512(b)(1)(i) and RCW 70.02.050(2) because DOH is a public health agency authorized to collect immunization data. • Chapter 42.48 RCW governs the release for research of confidential personal records obtained or maintained by a Washington state agency. individually identifinble immunization records obtained by IIS are as such personal records. Therefore, release of IIS individually identifiable immunization data for research is subject to the requirements of Chapter 42,48 RCW. Subject to the terms and conditions of this agreement, Provider/Plan and DOH may exchange immunization records for patients cared for by Provider/Plan. The purpose of the data exchange is to improve patient care and public health. DOH 348-576 November 2017 THEREFORE, the Parties agree, 1. DEFINITIONS "Agreement" means this Agreement. "CDC" means the Centers for Disease Control and Prevention. "De -identified immunization data" means any immunization data that does not identify nor provide a reasonable or ready basis to identify an individual. "IIS Immunization Data" means demographics and immunization status of individual persons collected by IIS regardless of whether in the form of raw data or appearing in other IIS features and functions as described in Paragraph 7. Once an immunization record is entered into IIS, the record stored in the IIS database is IIS Immunization Data. "IIS patient record" means the IIS Immunization Data for an individual. "Immunization record" means any record regardless of source documenting the status of individual persons. "Party" or "Parties" means either or both DOH and Provider/Plan. "Provider -verified immunization record" means a valid record produced or verified by a health care professional or facility documenting the immunization status of an individual. To be valid, the record must be in writing, dated, and indicate the name of the health care provider responsible for administering or reviewing each immunization, or a unique stamp of the provider or facility at which the provider practices. 2. DATA TRANSMISSION a. Provider/Plan shall transmit to DOH all immunization records for patients who obtain health care services from Provider/Plan. Provider/Plan shall fill all IIS data fields for which Provider/Plan has data. b. DOH shall transmit or make available to Provider/Plan all IIS Immunization Data for patients receiving health care services from Provider/Plan. 3. DATA FORMAT, The Parties shall exchange the immunization records using any of the following formats: a. Current version of the CDC's HL7 "Implementation Guide for Immunization Messaging." b. Web -based access, which is direct entry of data into IIS. c. Flat file exchange through secure file transfer protocol (SFTP). 4. DATA QUALITY a. Both Parties shall make best efforts to provide true, accurate, and complete information including initiating entries for new patients, updating data for existing patients, and editing records that are incorrect or inaccurate. b. Provider/Plan shall not enter immunization records that Provider/Plan did not provide, except that Provider/Plan may enter (1) Provider -verified immunization records and (2) a patient's self-report of influenza vaccine and pneumococcal polysaccharide vaccine (PPSV) as necessary to complete IIS patient records. c. If at any time either Party has reason to believe that the data transmitted is not true, accurate, or complete, that Party shall promptly notify the other Party. d. DOH does not warrant the accuracy of information DOH receives from other Providers/Plans. e. Knowingly or intentionally providing false, materially inaccurate, or materially incomplete immunization data is a material breach of this Agreement subject to termination for cause under Paragraph 10. Page 2of8 If you have a disability and need this document in another format, please call 1-800-525-0127 (711 -TTY relay). DOH 348-576 November 2017 5 USE OF DATA a. Provider/Plan may use individually identifiable IIS Immunization Data solely to assist Provider/Plan in providing direct patient health care. This includes linking immunization to patient's other health care information and disclosing patient information to the patient or, as applicable, the patient's parent or guardian. b. Provider/Plan shall not access any Provider/Plan employee's IIS Immunization Data for employment purposes without written authorization of the employee. c. DOH may use both individually identifiable and de -identified immunization data for public health purposes, which includes, but is not limited to, disclosing patient information to (1) the patient or, as applicable, the patient's parent or guardian; (2) other health care providers who need the information for direct patient health care and have entered into an Information Sharing Agreement with DOH; (3) a health plan if the purpose is for treatment and the health plan has entered into an Information Sharing Agreement with DOH; and (4) research, if the release conforms to the requirements of Chapter 42.48 RCW. 6. DISCLOSURE OF DATA a. Provider/Plan shall not disclose in any manner any part of the IIS Immunization Data except as the law requires or this Agreement permits. b. Either Party may release or disclose an individual's immunization record received from the other Party if such release or disclosure is authorized in writing by the individual and the authorization conforms to applicable law. c. If Provider/Plan receives a third -party request for disclosure of IIS Immunization Data and determines the law requires such disclosure, Provider/Plan shall notify DOH at least ten (10) days in advance of the disclosure. DOH may seek an injunction to prevent disclosure. 7. SECURITY OF DATA a. This Agreement shall be construed to provide maximum protection to IIS Immunization Data. b. The obligations set forth in this Paragraph 7 shall survive completion, cancellation, expiration, or termination of this Agreement. c. The Parties shall strictly limit use of IIS Immunization Data to uses specified by the Agreement. Provider/Plan shall not link IIS Immunization Data with any other information or use IIS Immunization Data to identify or contact individuals except as authorized under this Agreement. d. The permission to access IIS Immunization Data is limited to Provider/Plan's principals or employees for whom Provider/plan: i. Authorized such access; ii. Trained in the disclosure and security requirements under this Agreement; iii. Maintains on file a confidentiality agreement signed by the principal or employee, Provider/Plan may use its own confidentiality agreement but it must contain substantially the same information as the confidentiality agreement in Attachment B; and iv. Secured a user account with IIS login and password; Provider/Plan may secure user accounts by submittal of copies of form in Attachment C. e. Provider/plan shall: i. Assure that no one assigned an IIS user account shares their login ID or password with others or allows others to access IIS using their login ID. ii. Limit access and use of IIS Immunization Data in order that the fewest number of people see only the smallest amount of data for the least amount of time necessary to complete required work. iii. Assure that all people with access to IIS Immunization Data understand their responsibilities regarding it. iv. Retain a copy of all confidentiality agreements specified in Paragraph 7.d.iii for at least six (6) years following termination of this Agreement. Page 3 of 8 If you have a disability and need this document in another format, please call 1-800-525-0127 (711 -TTY relay). DOH 348-576 November 2017 f. Provider shall ensure that Provider's privacy and security practices meet or exceed the standards set by state and federal law for the security of protected health information and as commensurate with Provider's obligations under the law. g. Provider/Plan shall take all steps necessary to prevent unauthorized access, use, or modifications of IIS Immunization Data. h. Provider/Plan shall notify DOH at DOHPrivacyOfficer�doh.wa.go_v of any suspected or actual security breach of IIS Immunization Data within two (2) business days of discovery. 8. OTHER FUNCTIONS AVAILABLE IN IIS. Plan/Provider may utilize without charge such other IIS functions as DOH specifically authorizes Plan/Provider to utilize. Attachment A describes IIS features and functions. 9. HOLD HARMLESS. DOH is not liable for any general, special, consequential, or other damages that may arise or claim to arise from any use of IIS Immunization Data by Provider/Plan, its employees, contractors, officers, agents,.or affiliated persons. Provider/Plan shall indemnify and hold DOH harmless from any claim for damages that may arise or be claimed to arise from Provider/Plan's transmission to IIS of immunization data that is knowingly or intentionally false, materially inaccurate, or materially incomplete. 10. PERIOD OF PERFORMANCE. The Period of Performance is 5 Years from Date of Execution unless earlier terminated as provided by this Agreement. 11. TERMINATION. a. Either Party may terminate this Agreement effective as of the end of any calendar quarter, provided the terminating Party gives written notice of termination to the other Party at least 30 days before the end of the quarter. b. Either Party may terminate this Agreement for cause after the other Party has failed to cure a material breach, provided the terminating Party gives the other Party written notice of breach and provides at least 14 days for the other Party to cure the breach. 12. SAVINGS. If funding from state, federal, or other sources is withdrawn, reduced, or limited in any way during the Period of Performance, DOH may, in whole or in part, suspend or terminate the Agreement, upon immediate notice, subject to renegotiation at DOH's discretion under the new funding limitations or conditions. 13. AMENDMENT. The Parties may amend this Agreement by mutual agreement. Such amendments are not binding unless in writing and signed by the persons authorized to bind each of the Parties. 14. APPLICABLE LAW AND VENUE. This Agreement is governed by the laws of the State of Washington. Venue is in the Superior Court of Thurston County. 15. CONTACT INFORMATION. The following persons are the contact for all communications about this Agreement. Page 4of8 If you have a disability and need this document in another format, please call 1-800-525-0127 (711 -TTY relay). DOH 348-576 November 2017 Provider/Plan: Contact Person and Title: Jenny Matter, Public Health Assistant Organization: Mailing Address: City/State/Zip: Phone: 360-385-9400 DOH: Jefferson County Public Health 615 Sheridan Street Port Townsend, WA, 98368 Fax: 360-385-9400 E-mail: jmatter@co.jefferson.wa.us Mail to: Washington State Department of Health Office of Immunization and Child Profile PO Box 47843 Olympia, WA 98504-7905 Phone: 360-236-3595 or 1-866-397-0337 AGREED on this day of , 20 By execution of this agreement, the parties so signing acknowledge they have full power and authority to enter into and perform this agreement on behalf of the signatory as well as the business entity referenced within the body of the agreement. Agency Signatory: Signature David Sullivan, Chairman Board of Jefferson Count Name, Title Please Print Washington State Department of Health: Contracts Office Authorized Signature Name, Title Please Print Provider Signatory: (The Agency's licensed healthcare provider, school nurse, child care health consultant, or other authorized healthcare provider, licensed in Washington State, and responsible for the operation and management of Agency's healthcare services.) Signature Thomas Locke MD Health Officer ?or Jefferson CouqtK Public Health Name, Title Please Print A ovedlunsucker. t fo e G- � Date: %b j Philip C_ Chlef Civil Deputy Prosecu ng At orney Jefferson County Prosecuting Attorney's Office Page 5 of 8 If you have a disability and need this document in another format, please call 1-800-525-0127 (711 -TTY relay). DOH 348-576 November 2017 ATTACHMENT A Services Available in the IIS DOH is solely responsible for the operation and management of IIS, which benefits patients, their care providers, health plans, public health agencies, and other entities that are concerned with assuring the effective immunization of Washington State's population. IIS is available 24 hours a day, 7 days a week, with the exception of scheduled and unexpected outages. DOH schedules system maintenance outside of regular business hours and with prior notice if possible. Available Functions IIS has several role -based access levels. DOH will grant to users only those functions necessary to conduct the user's work. The available functions in the system include, but are not limited to, the following: • Patient record demographic data query and update • Patient record vaccination data query and update • A vaccination forecast displaying vaccines due for each patient. The vaccination forecast is based on the recommended immunization schedule published by the Centers for Disease Control and Prevention (CDC) with the advice of the Advisory Committee on Immunization Practices. The vaccination forecast is subject to change if/when the CDC establishes new guidelines. DOH will incorporate such changes in IIS as soon as possible. • Vaccine ordering by providers enrolled in the State Childhood Vaccine program Vaccine order status tracking • Vaccine management and accountability including: ➢ Ability to complete the annual provider agreement to enroll or re -enroll in the State Childhood Vaccine program ➢ Ability to complete vaccine accountability report(s) and electronically submit them to the local health jurisdiction • Generation of reminder/recall to contact patients due for vaccination • Record contraindication(s) for specific vaccines for each patient with specification of the reason for the contraindication or precaution • Record of adverse reactions for specific vaccine for each patient Generation of reports including: ➢ Patient specific vaccination reports showing detailed vaccination history and forecast ➢ Detailed practice -based reports such as practice immunization coverage data, vaccines administered data, and vaccine lot data DOH, in its sole discretion, modify or remove available functions at any time. Page 6 of 8 If you have a disability and need this document in another format, please call 1-800-525-0127 (711 -TTY relay). DOH 348-576 November 2017 ATTACHMENT B IIS Confidentiality Agreement I understand that my employer, , (insert name of Employer) has entered into an Information Sharing Agreement with the Washington Department of Health to view and/or exchange data in the Washington State Immunization Information System ("IIS"). My employer has made a copy of the Agreement available to me. I understand that I am responsible for maintaining the confidentiality of any IIS Immunization Data that I have access to during the course of my employment. IIS Immunization Data means demographics and immunization status of individual persons collected by IIS, regardless of whether in the form of raw data or appearing in other IIS features and functions made available to my employer. I will not share my unique IIS login code with anyone nor allow anyone to access IIS using my login code. I will not at any time, nor in any manner, either directly or indirectly divulge, disclose, release, or communicate any IIS Immunization Data to any third party unless specifically necessary to perform my assigned job duties, required by law or authorized by the person, or parent or guardian of the person, to whom the IIS Immunization Data applies. I recognize that maintaining confidentiality includes not discussing IIS Immunization Data outside of the workplace. I will limit my own access to person -specific data in IIS to that which is necessary to perform my job duties. I understand that if I discuss, release, or otherwise disclose confidential data/information outside of the scope of this policy through any means, I may be subject to disciplinary action, which may include termination of employment. Employee signature: Date: Employee name (please print) Received on (date) By: (supervisor's signature): A signed copy of this form must be on file with the Employer before employee may access IIS. Page 7 of 8 If you have a disability and need this document in another format, please call 1-800-525-0127 (711 -TTY relay). DOH 348-576 November 2017 ATTACHMENT C Washington State Immunization Information System System User Access Account for Exchange of Immunization Data Provider/Plan Name_ Contract # This worksheet is to request user accounts to access IIS Immunization Data under the above Information Sharing Agreement. Make additional copies of this form if needed. Fill in the requested information for each principal or employee who will need access to IIS Immunization Data, then fax the form to 360-263-3590. Each person must create a Login ID of all letters, all numbers, or a combination of letters and numbers AT LEAST four characters long (but can be longer). Login IDs are not case sensitive. IIS will provide a temporary password for each user. The system will prompt for a new password upon logging in the first time. Questions? Please contact our Help Desk at 1-800-325-5599 or via email atWAIISHelpDesk@doh.wa.gov. Login ID:_ _ (at least 4 characters) Office Phone O — Ext. Office Email: Credentials, if cine : _ (e.g,, MA, RAI) First Name: Last Name:_ Clinic Site(s): Does user float between more than one clinic? _yes _no Does the user administer vaccines? _yes _no Login 1D: Office Email: First Name: Clinic Site(s): (at least 4 characters) Office Phone ( ) — Ext. Last Name: Credentials, if any; _ (e.g., MA, RN) Does user float between more than one clinic? _yes _no Does the user administer vaccines? _yes _no Login ID: (at least 4 characters) Office Phone (_) — Ext. Office Email: Credentials, if any: (e.g., MA, RN) First Name: --Last Name: Clinic Site(s): Does user float between more than one clinic? _yes _no Does the user administer vaccines? _yes _no Page 8 of 8 If you have a disability and need this document in another format, please call 1-800-525-0127 (711 -TTY relay). DOH 348-576 November 2017