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Health Information Technology Workshop September 2009

Learn about the impact of HIV funds in West Central Florida and the successful integration of technology in the Ryan White Information System. Discover the lessons learned and best practices in managing and utilizing health information technology.

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Health Information Technology Workshop September 2009

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  1. Health Information Technology Workshop September 2009 Health and Social Services Department Aubrey D. Arnold, Ryan White Program Manager Phone: 813-272-6935 Email: arnolda@hillsboroughcounty.org

  2. Our local system • Hillsborough County was designated as the Part A grantee in 1992 and became the Part B lead agency in 1997. We are the only area within the state of Florida that is structured in this way. • We are a combined planning body, including the Part A planning council and the Part B consortia.

  3. Impact of HIV funds in West Central Florida: Part A and B + General Revenue + HOPWA =$13M Ryan White Service Area = 8 Counties Hardee (pop 28,888), Hernando (pop 171,689), Highlands (pop 100,011), Hillsborough (pop 1,180,784), Manatee (pop 315,766), Pasco (pop 471,020), Pinellas (pop 910,260), Polk (pop 580,594) Over 7,000 HIV + clients are being served 298,000+ Units of Service Provided 30 Service Providers Population density varies greatly in our service area from 3,252 persons per square mile in Pinellas County to 45 persons per square mile in Hardee County Geographic area covered is larger than 23 US States, population of the area served is approximately equal to the state of Oregon 3

  4. FY 09 Tampa-St. Petersburg:

  5. Total Ryan White Service Area 8-County 2008 Population Estimate = 3.7 M People (20.5% of Florida population and 12.7% of Florida geographic area)

  6. Evolution of a System • Ryan White Information System was developed over a five year period, using internal County IT staff. All primary care providers invoice through the system. At this time, 7,143 unique client records have been generated beginning with initial data load in March 2008. • Web based, SQL platform. System rests behind a security wall (RSA) which is accessed through a “token” with a constantly changing password. • Grantee controls all operations and provides technical assistance and training. • Disaster Recovery planning includes the use of back up dedicated servers to preserve and protect data. • Consent forms, proof of HIV status, other basic eligibility information is collected and validated by Grantee staff. All contracted providers have access to demographic information, all other agency specific data is limited to agency level or Grantee.

  7. Technology Success • The Ryan White Information System “RWIS” in 2009 has successfully integrated the majority of our quality measures (CD4 counts, viral loads, screenings, etc.) and all measures for Client Level Data/RSR needs. Impact: more efficient for staff, reduced reporting. • Unduplicated client counts available across our 8 County area, all primary care is tracked and encounters are billed through the system. (Fee-for-Service). • Efficiency is improved related to eligibility, primary care, and staff resource time needed to complete reporting which previously had been accomplished through a manual process using MS Excel files.

  8. Lessons Learned • Grantee must mandate involvement from fiscal management and staff. Be prepared to encounter reluctance as it may be viewed as a threat to job security • Internal IT may become problematic as local government budgets/staff shrink. Consider outsourcing when possible • You must have buy in from your staff up front in order to be successful

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