To: Board of Supervisors
From: DHHS: Public Health
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Data Access Agreement with Oregon Community Health Information Network, Inc. and Open-Door Community Health Centers Regarding Access to a Secure Electronic Health Data System
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Retroactively accept the Data Access Agreement with Oregon Community Health Information Network, Inc. and Open-Door Community Health Centers for Fiscal Year 2018-19 through 2023-24; and
2. Retroactively authorize the Department of Health and Human Services - Behavioral Health and Public Health Branch Directors, or designee thereof, to execute the Data Access Agreement with Oregon Community Health Information Network, Inc. and Open-Door Community Health Centers for Fiscal Year 2018-19 through 2023-24; and
3. Approve, and authorize the Department of Health and Human Services - Behavioral Health and Public Health Branch Directors, or a designee thereof, to execute the attached Data Access Agreement with Oregon Community Health Information Network, Inc. and Open-Door Community Health Centers for Fiscal Year 2024-25 through 2029-30; and
4. Authorize the Department of Health and Human Services - Behavioral Health and Public Health Branch Directors, or a designee thereof, to execute all substantially similar agreements, or all subsequent amendments, certifications, attestations and documents directly associated with the attached Data Access Agreement with Oregon Community Health Information Network, Inc. and Open-Door Community Health Centers, after review and approval by County Counsel, Risk Management and the County Administrative Office; and
5. Direct the Clerk of the Board to provide the Department of Health and Human Services - Contract Unit with one certified copy of the Board Order pertaining to this item.
Body
STRATEGIC PLAN:
This action supports the following areas of your Board’s Strategic Plan.
Area of Focus: Safe & Healthy Communities
Strategic Plan Category: 1001 -Support and sustain partnerships between public safety and partner agencies to enhance public safety in our communities
DISCUSSION:
Oregon Community Health Information Network, Inc. (OCHIN) is one of the nation’s largest providers of health information networks. OCHIN’s electronic health data system, EPIC Care Elsewhere (OCHIN Link), facilitates the sharing of electronic health information among eligible healthcare providers to improve the delivery and coordination of care for patients with shared treatment relationships. OCHIN manages and administers OCHIN Link by interfacing with medical providers. Open Door Community Health Centers (ODCHC) operates several local community health clinics, providing physical and behavioral health services to qualified patients residing in northern California and southern Oregon.
The County of Humboldt Department of Health and Human Services (DHHS) - Behavioral Health and Public Health branches are committed to protecting the privacy of their clients and ensuring the security of Protected Health Information (PHI) in compliance with all applicable State and Federal laws.
On Nov. 4, 2014, the Board of Supervisors approved a Data Access Agreement specific to the Mental Health Branch, effective Fiscal Year 2014-15 through Fiscal Year 2016-17.
On Nov. 6, 2018, an amendment was executed, extending the agreement through Fiscal Year 2017-18.
On March 22, 2022, the Board of Supervisors approved a Data Access Agreement specific to the Public Health Branch, with an ongoing term unless terminated by either party.
On Oct. 11, 2023, a new Data Access Agreement was executed, combining Behavioral Health and Public Health branches into one agreement, effective Fiscal Year 2018-19 through Fiscal Year 2023-24. This agreement was not presented to the Board for approval due to confusion regarding the authority of the Public Health Branch Director. It was later determined that Board approval was required. This agreement terminated on Nov. 3, 2024. Behavioral Health and Public Health branches request the Board of Supervisors retroactively accept the Data Access Agreement for Fiscal Year 2018-19 through 2023-24 (Attachment 1).
The Data Access Agreement by and between OCHIN, ODCHC, and the County of Humboldt for Fiscal Years 2024-25 through 2029-30 (Attachment 2) will grant both the Behavioral Health and Public Health branches secure, “read-only” access to ODCHC’s electronic health records via OCHIN Link for patients with shared treatment relationships, thus improving the delivery and coordination of care. Approval of the Data Access Agreement will ensure the continued protection of PHI and enhance the coordination of care for patients served by the County of Humboldt DHHS - Behavioral Health and Public Health branches.
SOURCE OF FUNDING:
Mental Health Fund (1170) and Public Health Fund (1175)
FINANCIAL IMPACT:
There is no financial impact associated with the attached Data Access Agreement with OCHIN and ODCHC.
STAFFING IMPACT:
Approval of the attached Data Access Agreement with OCHIN and ODCHC will save staff time by allowing direct access to necessary health patient records removing the administrative lift for ODCHC to compile and remit the records manually improving timeline and coordination of care for patients.
OTHER AGENCY INVOLVEMENT:
N/A
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board has the option to not approve the attached Data Access Agreement with OCHIN and ODCHC. However, this alternative is not recommended, as it would impede the ability to deliver quality and coordinated healthcare services to patients in the County of Humboldt.
ATTACHMENTS:
1. OCHIN and ODCHC Data Access Agreement FY18-24
2. OCHIN and ODCHC Data Access Agreement FY24-30
PREVIOUS ACTION/REFERRAL:
Meeting of: 11/04/14; 03/22/22
File No.: 14-1053, 22-291