CalREDIE Provider Portal Training Guide January 2013

1. CalREDIE Provider Portal Training Guide January 2013

2. Objectives • Overview of Training • HIV/AIDS disclaimer • Logging in • Creating a new patient and incident • Submitting an incident and printing a receipt • Adding documents to an incident • Adding an incident to a previously reported patient • Running a report of submitted incidents

3. HIV/AIDS Disclaimer Reporters must not enter HIV/AIDS info in CalREDIE for diseases other than chlamydia, gonorrhea, syphilis and tuberculosis • Disclaimer • No HIV/AIDS co-infection information should be entered or recorded in CalREDIE via the Provider Portal for diseases other than Chlamydia, Gonorrhea, Syphilis and Tuberculosis.  Currently, there are separate mechanisms in place to faciliate reporting of HIV/AIDS cases to your Local Health Department.  • Entering HIV/AIDS information may be a violation of Health and Safety Codes 121022(h), (i) and (j), and 121025.  The consequences for violating these statutes affect not only CDPH and the local health jurisdiction, but can personally affect the individual entering the information: • Mandatory report to law enforcement: CDPH is required to report any potential or actual disclosure of HIV information to law enforcement; • CDPH and personal liability: Not only is the local user, physician or other person who entered the data potentially personally liable for the mandatory fines, but CDPH and the individuals who configured the CalREDIE system to allow HIV information to be entered may also be personally liable.  NOTE:  The CalREDIE system audits and records user activity. 

4. HIV/AIDS Disclaimer • Mandatory Fines: The minimum fine imposed by Health and Safety Code Sections 121022(i) and 121025(e) for entering HIV information in CalREDIE would likely by $5,000 per patient record/per viewon CalREDIE, because the entry of the HIV information would probably be considered to be an intentional act rather than mere negligent act. The amount of the fine is set by the court, and is not within CDPH’s control. The maximum fine would be $25,000 per patient record /per viewon CalREDIE per Health and Safety Code Section 121025(e)(2). These fines are paid directly to the patient whose HIV information is disclosed. • Criminal offense and money Damages: if the patient whose HIV information is disclosed suffers any “economic, bodily, or psychological harm” (which isn’t that hard to show in a lawsuit) then Health and Safety Code Section 121025(e)(3) imposes these additional penalties: • Additional Damages: the person whose HIV information is disclosed is allowed to recover a money judgment for all damages the person suffered. • Crime: the disclosure is a misdemeanor punishable by up to a year in county jail and an additional fine of up to $25,000 per patient record/per view on CalREDIE. • Broad definition of what information is confidential: Health and Safety Code Section 121035(c ) imposes a very broad definition of what information cannot be disclosed without violating Health and Safety Code Sections 121022 or 121025, so that it includes any data or information, that directly or indirectly, may lead to the identification of the patient and that person’s HIV or AIDS status, or HIV/AIDS test results. By including the word “indirectly” the definition covers information that by itself may not reveal anything, but if pieced together with other puzzle pieces (even from other sources) would allow someone to identify the person involved.

5. Logging In • Navigate to the CalREDIE website and enter your username and password https://calredie.cdph.ca.gov/

6. Incident Search Screen • On the Incident Search screen, search to see if the person has already been reported • Enter “Last Name, First Name” and click Search • If no match, click NEW

7. Disease IncidentPatient Tab • Enter patient information - required fields are in red*. • *Gender, Race, and Ethnicity are required. There is an Unknown option for each. • Request New Report Source field is not used.

8. Disease IncidentSupplemental + Clinical Tabs • Complete the fields on the Supplemental tab • Use REMARKS box for additional details and if desired, more detailed provider info. Ask your local health department liaison if there is any specific information that should be entered here. • Depending on the disease being reported, a Clinical tab may be visible. Complete the Clinical tab if applicable.

9. Submitting an Incident • The SUBMIT button is located at the bottom of the last tab • Please be certain that information is complete before clicking SUBMIT • Updates can only be made after submitting if the health department has not yet processed (“imported”) the incident

10. Incident Submission Screen • When the incident is submitted, the Incident Submission screen appears. Use the buttons at the bottom of the screen to print a receipt of submission, print the incident, create a new incident or create a new incident for the same patient. (Note: The Add Case Report button is not used). • Note: To navigate back to the Incident Search screen, click the Search button in the upper left-hand corner of the screen.

11. Using the Electronic Filing Cabinet • The Electronic Filing Cabinet (EFC) allows files to be uploaded and stored with the incident. It is a way to pass information between the provider and local health department. • After the incident is submitted, navigate to the Incident Search screen. The incident will appear at the top of the Incident Search page. Click on the Blue ID Number to open the incident.

12. Using the Electronic Filing Cabinet • Within the open incident, click on the Filing Cabinet icon in the upper right-hand corner. Click the New Image Album button. • Enter an Album Name and any relevant notes. Then click Acquire File(s). • Select the file to be uploaded and click Ok. The file will appear under Files in the Album. Close the Filing Cabinet pop-up. The file(s) are now stored with the incident.

13. Adding an Incident to Previously Reported Patient • Select an incident for an existing patient by clicking on the blue Case ID number • Click New Incident For Selected Patient from menu • A new Disease Incident is created, pre-populated with patient demographics

14. Running Reports • Click on Report and select Incident Report • Enter the report parameters and click Generate Report

15. Incident Report • The report will appear in the Incident Report pop-up. Click the Printer Icon in the upper right-hand corner to print the report.

16. Questions? Contact your County Provider Portal Liaison. Thank you!