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Confidentiality and SMART

Confidentiality and SMART. SMART vs ADAA Data. SMART is a collection of “file cabinets” where Substance Abuse Treatment Service Provider programs store their data Admission and/or discharge records are flagged for SAMIS reporting when they are completed. Agency Client reconciliation

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Confidentiality and SMART

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  1. Confidentiality and SMART

  2. SMART vs ADAA Data • SMART is a collection of “file cabinets” where Substance Abuse Treatment Service Provider programs store their data • Admission and/or discharge records are flagged for SAMIS reporting when they are completed. • Agency Client reconciliation • Creates Census and Waiting list and several reports • Incomplete record • Active clients • Cases submitted • Program enrollment

  3. SMART vs ADAA Data • Once the finalize button is pushed, the agency is giving permission for ADAA to have the SAMIS data. • Once a month ADAA performs a download of the SAMIS data that has been sent to ADAA by the agencies. • Administrative data set • Uses unique client ID numbers not names • Does collect social security numbers for funded programs to allow ADAA to connect episodes of treatment for a single patient

  4. TerminologyDisclosure, Consent and Permissions • Disclosure (in SMART) refers to the information sharing policy of the agency. • Consent (in SMART) refers to the agreement of the patient to share information with another entity. • Permissions (in SMART) refer to the database rules that permit users to see or not be able to see information.

  5. Disclosure Policies Agency disclosures represent the policies and procedures of the Agency • Documented in their policy and procedures • Should be reflected in a consent for treatment signed by the patient when they first arrive at the agency.

  6. Agency Disclosure Policies • Disclosure policies define what an agency is “willing” to disclose with a client’s permission. • Disclosure policies are Agency to Agency • Global (to all agencies that interact with my agency • Specific (a specific negotiated agreement with a designated agency)

  7. Global Disclosure Policy • Disclosure policy - the agency sets for all patients that enter the agency • Tends to be more general information such as attendance, assessment and treatment outcome • Information released with a global disclosure policy still requires the patient to review and agree to the release of the information.

  8. Global Disclosure Screen

  9. Specific Agency Disclosures • Disclosures can be established as individual Agency to individual Agency • Usually contains permissions to very specific information (for example: between an agency and the parole and probation agency and includes attendance, FTAs and incentives and sanctions) • Disclosure policy is set by using the disclosure module found in the Agency menu item

  10. Specific Disclosure Screen

  11. Disclosure Policies • Disclosure policies are set at the Agency level and apply to all facilities and programs

  12. Consent • Consents are always set at the patient level • Consents must include a time frame that it will be active. • Can be until discharge plus X days • Can be date specific • Consents should be printed out and patients should sign them. • Consents can be revoked

  13. Consent Screen Shot

  14. Individual Consent using a Global Policy

  15. Client Consent to an Agency without a Disclosure Agreement

  16. Referrals • Once the consent is executed and saved a hyperlink appears allowing the consent to be used to refer the patient to another program or share specific information listed in the consent

  17. Revoking a Consent • At any time a patient can revoke a consent regardless of the agency disclosure policies • An individual patient consent is always necessary to share any information in SMART electronically

  18. Revoked Consent Screen Shot

  19. HIPAA and 42 CFR Requirements for Electronic Information • SMART is a Secure socket layer site using an https:// address (s is for secure sites) • Requires a double authentication protocol

  20. HIPAA and 42 CFR Requirements for Electronic Information • Uses a 128 bit encryption protocol for transmission of data • Encryption is the act of converting a message into a coded format that is unintelligible to users. When an encrypted message arrives at its destination, it is decrypted, that is, converted back to its original format.

  21. Permissions • Permissions are granted to Agency staff members based on their role in the agency • Fiscal staff can be excluded from all clinical aspects of the record • Secretaries or administrative staff can be limited to scheduling only if desired • Permissions are set based on a business practice meeting with the Agency or Facility Director • The Director provides IGSR or ADAA with a staff list with rights granted to each staff member.

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