BOARD OF COMMISSIONERS
MINUTES OF THE BOARD SESSION – Regular Session
 

CHILDREN & FAMILIES

2.      Consider approval of a memorandum of understanding between Healthcare Business Education Inc., Mid-Willamette Valley Community Action Agency, Douglas County and Marion County for the Community Data Link (CDL) software and services related to software. – Pat Sims and Walter Reed 

Pat Sims requested that the board approve a memorandum of understanding between Healthcare Business Education Inc., Mid-Willamette Valley Community Action Agency, Douglas County and Marion County for the Community Data Link (CDL) software and services related to the software.  This has been an ongoing project for the Department of Children and Families for about four years.  Service providers needed a way to make it easier to report outcomes and demographics to the Department of Children and Families on a quarterly-basis.  This software was designed to track and store records of clients, services provided and referrals made and to report on the demographics of that information and the outcome of services provided.  The Community Action Agency received a Ford Family Foundation grant to purchase equipment so the software could be available on the Web.

Bruce Armstrong said the memorandum of understanding memorializes a team-oriented, working relationship.  Marion County is not committed to expending money through this memorandum of understanding but provides access to database software.  Service providers are not required to use this software, but it is available for those who would like to use it.

Commissioner Carlson said this began when she was acting as a consultant to the Children and Families Commission.  The software creates a database that is designed to save time and effort. It is also designed to keep better track of statistics for programs that receive federal and state funding.  The Community Action Agency served as the fiscal agent for funds received from the Ford Foundation.  This meets all of the security and Health Insurance Portability and Accountability Act (HIPAA) requirements.

Walter Reed, Healthcare Business Education Inc., said Community Data Link software allows providers to report information to the Department of Children and Families and to funding sources. He stated that this is a Web-based program that coordinates all of the information in one central location.  There is an ability to search by name or social security number.  Providers are not obligated to put all information in the database.  Mr. Reed demonstrated how the software works.

Commissioner Carlson said that Community Data Link allows information for a whole family to be connected rather than considered as individual members of the family.

Mr. Reed said there are 29 versions of the program, so the software is customized to the needs of the service providers.  The report portion of the software allows creation of labels, monitoring of programs, listing of clients, and many other functions.

Commissioner Carlson said reviewing the information gives programs the opportunity to target services toward areas that have the highest needs.

Commissioner Milne asked if all organizations that the Department of Children and Families works with are in the database.  Mr. Reed said each provider has its own individual database.

Commissioner Milne asked if access to this information is vulnerable.  Pat Sims said each program is separate, and she combines information based on written reports received from the programs.  She then enters the information into a state database.

Commissioner Milne expressed concerns about personal information being shared with other agencies, programs and employees working with this software.  Mr. Reed responded that the software is HIPAA compliant, so access is only given to people who absolutely need to have it.  Limited access to general information can be provided for people who need to enter data on a temporary or part-time basis.

Commissioner Milne asked how long information is kept.  Mr. Reed answered that the information is kept for a length of time that is determined by each provider. 

Commissioner Milne asked whether the families are advised that this information will be kept.  Commissioner Carlson said the information is requested from the client on a voluntary basis. The client also must give consent if the provider has a need to share the information with another provider.  Staff using the software has been trained on proper procedures and policies.

Commissioner Milne expressed concern about this information being acquired under stressful circumstances and asked how long information is kept and whether it is purged from the system at some point.  Mr. Reed said the data is only available to the providers and is not shared.  Clients do have the right to review their own data.

Commissioner Milne affirmed the need to protect privacy.

Commissioner Carlson said the amount of information that is collected depends on the service provided by the program, because the database is designed to have the computer do the calculations.  Pat Sims said the database also works for services that don’t collect personal information on the clients they serve.

Mr. Reed demonstrated the outcomes report.