To: Board of Supervisors
From: DHHS: Social Services
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services Regarding Access to Medi-Cal Personally Identifiable Information for the Purpose of Determining Medi-Cal Eligibility
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve, and authorize the Department of Health and Human Services - Social Services Director, or a designee thereof, to execute, the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services regarding access to Medi-Cal Personally Identifiable Information for the purpose of determining Medi-Cal Eligibility for the period of Sept. 1, 2024, through Aug. 31, 2028;
2. Authorize the Department of Health and Human Services - Social Services Director, or a designee thereof, to execute any and all subsequent amendments to, and any other agreements, certifications, attestations and documents directly associated with, the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services, after review and approval by County Counsel, Risk Management and the County Administrative Office; and
3. Direct the Clerk of the Board to provide the Department of Health and Human Services - Contract Unit with one fully executed certified copy of the Board Order related to this item.
Body
STRATEGIC PLAN:
The recommended actions support the following areas of the Board of Supervisors’ Strategic Plan:
Area of Focus: Core Services/Other
Strategic Plan Category: 9999 - Core Services/Other
DISCUSSION:
The California Department of Health Care Services receives federal funding to administer the Medi-Cal program, which provides funding to the Humboldt County Department of Health and Human Services - Social Services (DHHS - Social Services) in exchange for DHHS-Social Services' assistance in administering the Medi-Cal program, which includes, without limitation, determining Medi-Cal eligibility of individuals residing in Humboldt County.
DHHS - Social Services staff obtains Medi-Cal Personally Identifiable Information when performing Medi-Cal administrative function. Medi-Cal Personally Identifiable Information consists of any information used to identify an individual, including, but not limited to, a person's name, social security number, date of birth, driver's license number or identification number and any other medical, educational, financial and employment information that is linkable to a particular individual.
The County Welfare Directors Association aided California counties in negotiating the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services, which strives to ensure the privacy and security of Medi-Cal Personally Identifiable Information. Pursuant to the terms of the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services, DHHS - Social Services staff may use or disclose Medi-Cal Personally Identifiable Information only to perform functions, activities or services directly related to the administration of the Medi-Cal program. DHHS - Social Services staff must be trained on the requirements applicable to safeguarding Medi-Cal Personally Identifiable Information within thirty (30) days of employment. DHHS-Social Services has established, and will maintain, policies and procedures regarding ongoing monitoring of workforce and technical compliance with the terms and conditions of the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services.
Accordingly, DHHS - Social Services recommends the Board approve, and authorize the DHHS - Social Services Director, or a designee thereof, to execute, the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services regarding access to Medi-Cal Personally Identifiable Information for the purpose of determining Medi-Cal eligibility for the period of September 1, 2024, through August 31, 2028. It is also recommended that the Board authorize the DHHS - Social Services Director, or a designee thereof, to execute any and all subsequent amendments, and any other agreements, certifications, attestations and documents directly associated with, the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services, after review and approval by County Counsel, Risk Management and the County Administrative Office, in order to avoid any unnecessary delays in accessing Medi-Cal Personally Identifiable Information.
SOURCE OF FUNDING:
Social Services Fund (1160-511)
FINANCIAL IMPACT:
There are no direct costs associated with the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services. Indirect cost related to the operation and maintenance of the security safeguards required by the attached Medi-Cal Privacy and Security Agreement, including, without limitation, upgrades to DHHS - Social Services technological network, vary from year to year and are fully reimbursed by the California Department of Health Care Services.
Expenditure appropriations related to the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services have been included in the approved fiscal year 2024-2025 budget for DHHS - Social Services budget unit 1160-511. Approval of the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services will not impact the Humboldt County General Fund.
STAFFING IMPACT:
Approval of the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services will not impact current staffing levels.
OTHER AGENCY INVOLVEMENT:
County Welfare Directors Association
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to approve the attached Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services regarding access to Medi-Cal Personally Identifiable Information for the purpose of determining Medi-Cal eligibility. However, this alternative is not recommended since the federal government requires the California Department of Health Care Services to enter into the attached Medi-Cal Privacy and Security Agreement with all California county Health and Human Services Departments that are responsible for assisting with the administration of the of the Medi-Cal Program.
ATTACHMENTS:
1. California Department of Health Care Services All County Letter No. 24-08
2. Medi-Cal Privacy and Security Agreement with the California Department of Health Care Services Regarding Access to Medi-Cal Personally Identifiable Information for the Purpose of Determining Medi-Cal Eligibility
PREVIOUS ACTION/REFERRAL:
Meeting of: 9/16/08, 8/13/13, 8/23/16, 7/30/19
File No.: 16-7853, 16-1106, 16-6111, 19-1021