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Introduction

1. A Reg tr r i Connected amp Protected California Immunization Registry CAIR San Diego Regional Immunization Registry SDIR User Access Guidelines Form Tke CAIR SDIR is designed to store and track immumization records for individuals of all ages Authorized users submit demographic and immwmization data and other health screening test dates and results 2s well as mm detailed and or summary reports through established system procedures based on user role amp permissions In addition information residing in the application must not be disclosed except as permitted by Califomua Health and Safety Code 120440 and HIPAA guidelines In accordance with privacy and security legislations that impact the Califomia Immunization Registry the system must be as secure as 1s reasonable to support the confidentiality integrity and availability of the information The San Diego Regional Immunization Registry SDIR is committed to protecting the information from unauthorized access use or disclosure and has established requirements for handling and protecting information obtained from the immunization registry By initialing each section and signing the guideline form you acknowledge and understand the following are your responsibilities Ll I will only access the CAIR SDIR for which I have a legitimate business purpose to accomplish the responsibilities of my employment 2l All information is confidential and my access is restricted to
2. a program or school requirements There is an intermediate access level called Limited Clinical Provider or LCP which allows non clinical users to enter historical immuniza tion data View only users can include schools childcare facilities county welfare departments foster care agencies and other public health department programs child care centers and family child care homes View only users can only view the immunization data in the registry and print out patient specific informa tion such as the California Immunization Record CIR yellow card or if a school or child care user the California School Immunization Record CSIR blue card If view only users try to enter information into the registry and save it they will be notified that this cannot be done by an automatic message that states You do NOT have the authority to save this patient If you have any questions contact your local administrator All individuals with records in the registry have been informed disclosed that their records will be shared with other authorized SDIR users If an individual signs a Decline to Share form with their health care provider then their information in the registry will only be available to the medical office clinic that entered the immunization information Please note that view only access does not permit a user to change the confidentiality status of a patient s record in the registry If the patient or parent wan
3. Your Guide to SDIR View Only INTRODUCTION Introduction What is the San Diego Regional Immunization Registry The San Diego Regional Immunization Registry SDIR part of the California Immunization Registry CAIR is a web based electronic immunization information system that includes patient data from authorized health care and human services providers in the San Diego County area Operated by the County of San Diego Health and Human Services Agency s Immunization Branch SDIR is a tool that facilitates the sharing of an individual s immunization history via the internet This enables the person s health care provider child care facility and or school to identify what shots that individual has received and those that are needed The information in the San Diego Regional Immunization Registry is confidential that is only authorized users can view it and securely protected from outside intrusion The San Diego Regional Immunization Registry is a tool helps health care providers schools child care centers and human services programs effectively and efficiently manage their immunization management and delivery activities What Services does the SDIR Offer Providers At no charge SDIR will vV Assess the practice office flow and technological readiness for the registry vV Provide staff training and support resources Provider amp Community Specialist The Provider and Community Specialist coordinates presentations to prospectiv
4. child s or their own immunization record will be shared and that they have rights as outlined in the San Diego Regional Immunization Registry Disclosure Statement refer to the Disclosure Statement in this section Health care providers that administer vaccines and participate in the SDIR shall have a written policy and procedure as well as train and monitor their staff to assure disclosure compliance State law requires that all parents legal guardians or adult patients be given the SDIR Disclosure form available in English and Spanish at the time of a clinical visit to review and keep with their health records at home Provider offices can also post the SDIR poster available in English and Spanish in the waiting or exam rooms to complement but not supplant the disclosure form given to the parent legal guardian or adult patient The provider or designated staff should also verbally tell parents patients their right to review their child s or their own immunization record and correct or update the demographic or immunization information if needed Providers should also inform parents patients that they have a right to decline to have their child s or their own immunization record shared with other doctors and users of SDIR Their record will still be entered in the SDIR however it will be locked so that only their current health care provider can see the demographic and immunization information The decision to unlock the electronic im
5. e providers offering details and documentation of the many benefits of participating in the Registry When you choose to participate with SDIR you will be assigned an PQIS The PQIS will assess your site s physical layout and operational procedures equipment patient flow paper stream etc to ensure that your practice gets the most out of the Registry Your PQIS will work with SDIR technical staff to implement the program within your practice and will provide detailed training to all staff who will be involved in its use When the Registry is fully functional in your practice the PQIS will continue to provide support and training to you and your staff Page i 4 12 Your Guide to SDIR gt View Only INTRODUCTION SDIR Help Desk The SDIR Help Desk is available from 8 00 a m to 5 00 p m Monday through Friday to answer questions about SDIR and assist with problems you may experience You can access our website at http www sdiz org cair sdir index html or refer to the FAQ section of this manual If these don t adequately address your problem please phone us at 619 692 5656 SDIR Help Desk 619 692 5656 Hours Monday thru Friday 8 00 am to 5 00 pm Fax 619 692 5677 Please provide the SDIR with your feedback There is a If You Have A Bug form available for users to send to report issues and problems that they may have with the SDIR The Help Desk also invites users to suggest ways to improve the registry Su
6. ealth Gepartments may see a person s address or phone number in He registry Other programs cannot see a person s address or phone number The in ormation in he registry like other private medical informaton is protected by law Only your doctor and the heal department can see neignhvweignt miormation Your Rights as a PabentParent i s your legal night to agree or refuse at any time to share your or your child s shot records in a registry You have Pe legal right 1o ook at your shot records to know who has seen the records and have your doctor request lo change any mistakes in he records Li NOT or ifs immunzaton information SvpSistt Sharing Request fom the cir uc suf you nave questions please call Pe Help Desk at 619 692 5656 D RGE 8 aiea ae iman n Arn e eae wide nana yrn ew Page v 4 12 Your Guide to SDIR gt View Only INTRODUCTION View Only Access There are several levels of user access in the registry The majority of registry users are full users who are medical professionals working in health care provider offices clinics and organizations that administer vaccines and use the registry to enter patient demographics immunizations vaccine inventory and other related data view only access to the registry is reserved for users who do not administer immunizations but who are authorized by California Health and Safety Code 120440 to have access to the registry to con firm an individual s admission to
7. f Vaccine Preventable Diseases If you would like more detailed information about a particular vaccine or vaccine preventable diseases you may download the most up to date information available http www cdc gov vaccines pubs pinkbook index html Ordering Immunization Related Materials Online Go to www sdiz org On the left side column under Resource Areas click on the Materials Cata log link On the Online Materials Ordering page select the appropriate link e g Clinic amp Provider Materials School Childcare WIC etc Put in the number of materials you wish to order in quantities of tens Scroll down to the bottom of the page and fill in your ordering information then click submit Call 866 358 2968 with any questions or more information Page iii 4 12 Your Guide to SDIR gt View Only INTRODUCTION Disclosure The California Health and Safety Code Section 120440 authorizes the local health officer to operate an immunization information system registry and allows authorized health care providers and other approved agencies to exchange immunization information electronically unless a patient or patient s parent or guardian declines participation in the system It is the responsibility of the San Diego Regional Immunization Registry SDIR as well as each provider and each user to ensure that confidentiality is maintained throughout the system Parents legal guardians and patients must be informed that their
8. ggestions for improvement can be submitted by sending User Suggestion Form Both forms are found on the SDIR section of the San Diego County Immunization Coalition s website at http www sdiz org cair sdir forms amp statements html Page ii 4 12 Your Guide to SDIR View Only INTRODUCTION SDIR amp Immunization Online Resources Find the SDIR San Diego Immunization Information Website by going to www sdir org Click on the link SDIR San Diego Immunization Information Website www sdiz org on the left hand side of the main SDIR log in screen SDIR Home Page Navigate this page using the links on the left hand side of the screen Registry Support Help Desk The Registry Help Desk contact information Provider and Community Specialist Your PQIS contact information Registry User Update Any new information about the Registry will be posted here SDIR Release Information Any new release information will be posted here SDIR Forms amp Statements You may download and forms directly from the web SDIR User Manual amp Demos The entire user manual is available on line we also have a Flash animated version right at your finger tips Just choose the user level that represents your user ac cess level Vaccine Information VIS Statements You may print amp download the most current Vaccine Information Statements http www cdc gov vaccines pubs vis Pink Book Epidemiology amp Prevention o
9. ion of misuse or unauthonzed disclosure of information obtained from the CAIR SDIR I HAVE READ AND UNDERSTAND THIS CONFIDENTIALITY AGREEMENT FOR THE USE OF THE CAIR SDIR SYSTEM I HAVE HAD MY QUESTIONS FULLY ADDRESSED AND HAVE RECEIVED A COPY FOR MY PERSONAL RECORDS Signature Date PRINT Your Name Witness Date Provider Agency name User Site Street Address City State Zip code Email HHSA IZ325 10 08 Page viii 4 12
10. munization record can be made at any time by having the parent legal guardian or adult patient sign the SDIR Stop Start Decline to Receive Reminders form available in English and Spanish The SDIR Stop Start Decline to Receive Reminders form shall be retained in the patient s medical record In addition the parents patients can decline to receive reminder notices informing them when they or their child is due for an immunization This request to decline or reverse a prior decision to decline reminders can be made at any time by having the parent legal guardian or adult patient sign the SDIR Stop Start Decline to Receive Reminders form available in English and Spanish Parents patients also have the right to review which authorized users have seen their child s or their own immunization record Important Note SDIR View Only users such as most schools and child care providers do not need to disclose to patients parents since they are not entering immunization information into the registry They are also unable to change the sharing status of the record Page iv 4 12 Your Guide to SDIR View Only INTRODUCTION gt Computerized Records of Immunizations immunizations are an important part of hean care but keeping track can be difficull when a person nas more Tian one doctor The California Immunization Registry CAIR San Diego immunization Registry SOIR is a Computer based immunization racking system It is
11. my legitimate need to know for business purposes ___ 3 Iam obligated to hold confidential information m the smictest confidence and not to disclose the information to any unauthorized person 4 Iwill print information only when necessary for a legitimate business purpose 5 lunderstand that printed information must be stored in secured locations established by the County or provider coutractor 6 All patient client identifiable information must be shredded or disposed of in a designated locked confidential disposal bin when no longer needed 7 My access and use of the CAIR SDIR is subject to routine random and undisclosed monitoring audit for compliance purposes 8 Fatlure to comply with my responsibilities will result m immediate termination of my CAIR SDIR access ___ 9 Upon receipt of my user name for this application I agree to create a unique user password I acknowledge it is my responsibility to maintain this password in a confidential manner and it is not to be shared with anyone The password is my signature for accessing the CAIR SDIR system The password will ensure that the data for which I am responsible will not be available to anyone else therefore it is mandatory that my password and the data accessed be kept strictly confidential ___ 10 Iwill not access or use mformation from the CAIR SDIR for personal use ___ ll Iwill promptly notify my manager supervisor or the Immunization Branch SDIR of any indicat
12. ts the confidentiality status changed he or she must con tact their health care provider who entered the record If you have any questions regarding view only access please contact the SDIR Help Desk at 619 692 5656 Page vi 4 12 Your Guide to SDIR View Only INTRODUCTION Confidentiality and Patient Privacy Access to SDIR is limited to trained authorized users only Those individuals as defined in Health and Safety Code section 3396 and 120440 with a legitimate need for immunization information on a patient are eligible to become authorized users of the SDIR Only providers with provider identification user identification and passwords will be able to obtain data electronically Authorized users should never share their log in information with anyone else even within their own organization SDIR offers regular training for new users so if new staff needs to be trained they or the lead contact for the provider group should contact SDIR to schedule a training Authorized users of the system will be trained on the issue of confidentiality and security of medical re cords All authorized users must sign a statement affirming that they recognize and will protect the confi dentiality of immunization related information Health care providers SDIR and the State Department of Health Services shall maintain the confidentiality of information held in SDIR in the same manner as other medical record information with patient identification that the
13. used to assist medical providers and omer approved agencies to track and review immunization information CAIR SOIR is only available to authorized providersiagencies loca public hean departments in Calisomia and the California Department of Public Heath What Information Can Be Stored in the Registry Name Sex and place of bim Parents or guardians names for child uncer 18 years of age Information alowed Dy law 10 heip identi y a person Details about shots given to you or your child Height anc weight information which only your Goctor and the heann department can see How Does a Registry Help You Heips t0 make sure that a person is immunized by sending remingers when you or your chid need shots Helps prevent duplicate immunizations Allows you to get a current copy of the shot record from your doctor quickly Accounts for all Te shots needed to start child care or schoo How Does a Registry Help Your Health Care Team Doctors nurses healin plans and public healin agencies may use Me registy to help protect you your Child and the pubic from diseases The neal department may see height anc weight niormation to help assess the health of our community and provide feedback to doctors Schools child care centers family child care homes WIC programs foster care agencies and welfare Gepartments may use the registy to see which shots are needed for cients in ther programs Onty Goctors nurses health plans and public h
14. y possess and shall use the informa tion only for the following purposes i To provide immunization services to the patient including issuing reminder notifications to patients or their parents guardians when immunizations are due ii To compile and disseminate statistical information of immunization status on groups of patients or populations in California without information that identifies individual pa tients included in these groups or populations All providers have access to all information on their own patients Within each provider office group ac cess is restricted to specific elements of patient information according to an individual s role in providing care or other services and according to the individuals need to know The registry maintains an audit trail of all inquires made to each individual record and other record trans actions A breech of confidentiality or unauthorized access attempt is grounds for termination of access to SDIR and referral for civil penalties pursuant to Sections 56 35 36 and 1798 5 of the California Civil Code Patients shall have access to review their SDIR immunization record by applying in person or in writing to their provider Immunization related information may be provided to non providers of immunization services such as schools WIC day care centers upon disclosure to the parent guardian Page vil 4 12 Your Guide to SDIR gt View Only INTRODUCTION e ICAI RR irona a

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