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04/02/2003 L 4t e New Hanover County Health Department Revenue and Expenditure Summaries for February 2003 Cumulative: 66.67% Month 8 of 12 Revenues Current Year PrlorYOlIr ypeol Budgeted Revenue Balance % Budgeted Revenue Balance % Revenue Amount Earned Remalnln Amount Earned Remalnln Federal & Slate $ 1.704,431 $ 736,105 $ $1,552,484 604,562 $ 947,922 38,94% C Faes $ 587,944 $ 342,665 $ $ 533,044 381,187 $ 151,857 71.51% Medicaid $ 1,035,386 $ 556,999 $ $1,012,934 613,183 $ 399,751 60.54% Medicaid Max r',J Sd-'f:>OOO $ $ 165,n3 165,773 100.00% EH Fees $ 312,900 $ 182,866 $ 312,900 186,313 59.54% Health Fees $ 112,850 $ 113,859 $ 125,850 115,237 91.57% $ 1,799,544 $ 1,190,579 $1,540,140 995,296 64.82% Expenditures Budgeted Amounl Curren! YOlIr Expended Amounl Prior Y_ Expended Al:nount Balance Remalnln % Balance Remalnln % Budgeted Amount Summary Budgeted Actual % FY 02-03 FY02-03 Expendnures: Salaries & Fringe $9,221,703 $5,653,915 Operating Expenses $2,046,412 $1,256,177 capnal Outlay $20,8427 $44,297 Total Expendnures $11,476,542 $6,954,389 60.60% Revenue: $5,553,055 $3,123,073 56.24% - Net County $$ $5,923,487 $3,831,316 Revenne and Expenditure Summary For the Month of February 2003 7 ~ . .., NEW HANOVER COUNTY HEALTH DEPARTMENT BOARD OF HEALTH (BOH) APPROVED GRANT APPLICATION STATUS FY 02-03 Ie e DatiTBOHI Grant Reauested Pendlna Received Denied 3/512003 No activity to report lor March 2003. 2/5/2003 No activity to report for February 2003. 1/6/2003 NC DHH5- OPH Preparedness and Response $115,950 $33,600 $62,350 12/4/2902 No actlvlty.toreport lor December 2002. NC Health and Wellness Trust Fund.Teen -- . - - satien-Pfflll u..._'.. - . . _" _,g.g, .. ~gS ,....- ---- 11/6/2002 ($100,000 per year for 3 years) $100,000 $100,000 Safe Kids Buckle Up Program-North Carolina 10/2/2002 Safe Kids $5,000 $5,000 Developing Geographic Information Systems (GIS) Capacity In Local Health Department In Eastern North Carollna-Duke University , Nicholas School of the Environment and Earth Sciences (NSEES) $16,000 $16,000 Noa :UV ,to report tor Selll8mDer 2002. Noa :UV ,to report tor AUguat 2002. Noa :UV ,to report tor JUly 2002. - . PROJEC],..8I.oP~renataLHllalth Ed.u!;8tion -- .. and Information/Referral Services- March of Dimes Community Grant Program (ThIs_as on 6/5/2002 tntent to apply for S41J,875-1he 8dU8I appUcIUOn for un want went $1,720 IhrOUgtlln October 2002- the amolml changed to $50,000) $50,000 $46,260 Noa v 'to report lOr May 2002. Noa iilI ;lg report tor ADn~ oa y ,to report lOr Marc ' os y 'to report lOr February 2002. os IVIIY to report tor January 2002. Diabetes Education, Management and 12/5/2001 Prevention. CFMF $60,000 $30,000 $30,000 Youth Tobacco Prevention Project. Robert 11/7/2001 Woods Johnson Youth Center $11,600 $11,600 Teens Against TobacCO Use (TATU)-Health ActIon Counell of NC $350 $350 Healthv Carolinians- NC DHHS $10,000 $10,000 Family Assessment Coordlnatlon- March 9/5/2001 of Dimes $16,500 $16,500 Folic Acid Proiect. March of Dimes $16,618 $3,000 $13,318 Safe Kids Coalition. State Farm"Good Neiahbor" $500 $500 TB Elimination and Prevention - COC, 8/1/2001 NCDHHD, DPH, TB Control Proaram $10,000 $9,200 $600 Teen Aids Prevention-fTAP1- CFMF $45,500 $25,000 $20,500 e 8 As of 3/1712003 ~. ..... NEW HANOVER COUNTY HEALTH DEPARTMENT BOARD OF HEALTH (BOH) APPROVED e r.RANT .6.PPUr.6,TlnN ST TUl': -. -- -- Dlabetas Today. Diabetas Prevention & Control 7/1112001 Unil, NCDHHS $10,000 $10,000 Lose Weight Wilmington. Cape Fear Memorial Foundation $75,000 $75,000 Totals $545,218 $0 $204 730 $340,188 0.00% 37.55% 62.39% .- iPending:Granls:---- .---- ._-------- -- .,,0:--:.--:- ---- ..-0% Funded Total Requesl 7 44% Partially Funded 6 38% Denied Total Request 3 19% Number of Grants Applied For 16 100% e e 9 As of 3/1712003 ~i NEW HANOVER COUNTY HEALTH DEPARTMENT 2029 South 1"" Street Wilmington, NC 28401-4946 Telephone (910) 343-6500, Fax (910) 341-4146 e Il...,-.E""'lfIb7.E..,....." DAVID RICE, M P H, M A Health Director LYNDA F. SMITH, M P H Assistant Health Director March 18, 2003 To: New Hanover County Board of Health From: Cynthia W Hewett.~siness Officerl HIPAA Privacy Officer Subject: HIPAA Updates Privacy Compliance for the Health Insurance Portability and Accountability Act (HIPAA) of 1996 is fast approaching. As a health care provider, who bills electronically for services provided, the New Hanover County Health Department (NHCHD) must demonstrate a "good faith effort" toward meeting the April 14, 2003 privacy compliance deadline. . NHCHD HIP AA Committee is submitting the following items for your information and review: (I) New Hanover County Health Department Notice of Privacy Practices a. This document must be provided to patients on their first day of service on or after April 14, 2003. b. Patients will be asked to sign an acknowledgment of receipt of the Notice of Privacy Practices. (2) NHCHD HlPAA Designation Form a. This document identifies the NHCHD as a hybrid covered entity b. The NHCHD Privacy Officer and contact number are identified. c. Covered components and Non-covered components (those functions that are being "carved out") are identified. (3) NHCHD HlPAA Policies and Procedures (the following have been reviewed and approved by the NHC Legal Office) a. Introduction to HIPAA Privacy Rule b. HIPAA Privacy Rule Privacy Protections c. Privacy Policy I Procedure Development and Approval Process d. Privacy Officer and Privacy Official Policy e. Workforce Policy (4) New Hanover County Health Department Administrative Requirements ... (5) New Hanover County Health Department Business Associate Agreement (this document has been reviewed and .. approved by the NHC Legal Office) (6) New Hanover County Staff will receiving training as follows: a. General Staff Training (an overview ofHIPAA) is scheduled for Thursday, April 3, 2003. b. Additional Staff Training will be conducted prior to April 14, 2003 focusing on more specifics related 10 ~ ..' to HIP AA Privacy rules, policies and procedures. Several training sessions will be provided to accommodate staff schedules. This training is intended for staff working in areas identifted as covered components. e (7) System updates are scheduled for HSIS (state system) and PCMS (Patient Care Management System, QS Technologies, Inc.) in April 2003. (8) NHCHD Authorization and consent forms (for use and disclosure of protected health information (PHI), treatment, payment and other healthcare operations (TPO)) are being finalized. The North Carolina Department of Health and Human Services. Division of Public Health has been providing local health departments with templates for use in developing HIPAA Privacy Policies and Procedures, Notice of Privacy Practices, and Business Associate Agreements. Additional templates are expected to arrive for developing the remaining required HIPAA Privacy Policies and Procedures (26 are required by the HIPAA Privacy Rule). The receipt date of these templates is unknown. The NHCHD HIPAA Committee is continuing to work diligently toward meeting the HIPAA Privacy Compliance deadline. The following items are in progress or near completion: (I) Identifying business associates and modifying contracts (this will be an on-going process) (2) Identifying and documenting designated record sets (3) Identifying procedures for obtaining acknowledgements The HIPAA Security Rule has been ftnalized with a compliance date of April 21, 2005. The Electronic Data _ Interchange (EDI) Rule compliance date is October 16, 2003. Attached you will also ftnd more speciftcs ., related to the ED! Rule, as well as the Status of HHS HIPAA Administrative Simpliftcation Regulations (as of February 2003). e "Your HealJh - Our Priority" 11 WE ARE REQUIRED BY LAW TO PROTECT MEDICAL INFORMATION ABOUT YOU Weare required by law to protect the privacy of medical information about you and that identifies you. This medical information may be information about health care we provide to you or payment for health care provided to you. It may also be information about your past, present, or future medical condition. We are also required by law to provide you with this Notice of Privacy Practices explaining our legal duties and privacy practices with respect to medical information. We are legally required to follow the terms of this Notice. In other words, we are only allowed to use and disclose medical information in the manner that we have described in this Notice. We may change the terms of this Notice in the future. We reserve the right to make changes and to make the new Notice effective for any or all medical information that we maintain. We mayor may not make a change retroactive. Ifwe make changes to the Notice, we will: . Post the new Notice in our waiting area . Post the new Notice on our website http://www.nhcgov.comIHLTH/Administration.htm . Have copies of the new Notice available upon request (you may always contact our Privacy Officer at (910) 343-6500 to obtain a copy of the current Notice) The rest of this Notice will: . Discuss how we may use and disclose medical information about you _.. Explain your rights with respect to medical information about you ., Describe how and where you may file a privacy-related complaint If, at any time, you have questions about information in this Notice or about our privacy policies, procedures or practices, you can contact our Privacy Officer at (910) 343-6500. WE MAY USE AND DISCLOSE MEDICAL INFORMATION ABOUT YOU IN SEVERAL CIRCUMSTANCES We use and disclose medical information about patients everyday This section of our Notice explains in some detail how we may use and disclose medical information about you in order to provide health care, obtain payment for that health care, and operate our business efficiently This section then briefly mentions several other circumstances in which we may use or disclose medical information about you. For more information about any of these uses or disclosures, or about any of our privacy policies, procedures or practices, contact our Privacy Officer at (910) 343-6500. 1. Treatment We may use and disclose medical information about you to provide health care treatment to you. In other words, we may use and disclose medical information about you to provide, coordinate or manage your health care and related services. This may include communicating with other health care providers regarding your treatment and coordinating and managing your health care with others. Example: Jane is a patient at the health department. The receptionist may use medical information about Jane when setting up an appointment. The nurse practitioner will likely use medical information about Jane when reviewing Jane's condition and ordering a blood test. The laboratory technician will likely use medical information about Jane when processing or reviewing her blood test results. If, after reviewing the results of the blood test, the nurse practitioner concludes that Jane should be referred to a specialist, the nurse may disclose medical information about Jane to the specialist to assist the specialist in providing appropriate care to Jane. 2. Payment We may use and disclose medical information about you to obtain payment for health care services that you received. This means that, @inthehealthdepartment,wemay use medical information about you to arrange for payment (such as preparing bills and managing unts). We also may disclose medical information about you to others (such as insurers, County Attorney, and Consumer Reporting gencies). In some instances, we may disclose medical information about you to an insurance plan before you receive certain health care services because, for example, we may want to know whether the insurance plan will pay for a particular service. Example: Jane is a patient at the health department and she has private insurance. During an appointment with a nurse practitioner, practitioner ordered a New Hanover County Health Department Notice of Privacy Practices Effective Date 4/14/03 Updated 3/18/03 Page 1 12 blood test. The health department billing clerk will use medical information about Jane when she prepares a bill for the services provided at . the appointment and the blood test. Medical information about Jane will be disclosed to her insurance company when the billing clerk sends in the bill. Example: The nurse practitioner referred Jane to a specialist. The specialist recommended several complicated and expensive tests. The specialist's billing clerk may contact Jane's insurance company before the specialist runs the tests to determine ~ whether the plan would pay for the test. ... 3. Health care operations We may use and disclose medical information about you in performing a variety of business activities that we call "health care operations." These "health care operations" activities allow us to, for example, improve the quality of care we provide and reduce health care costs. For example, we may use or disclose medical information about you in performing the following activities: . Reviewing and evaluating the skills, qualifications, and performance of health care providers taking care of you. . Providing training programs for students, trainees, volunteers, health care providers or non-health care professionals to help them practice or improve their skills. . Cooperating with outside organizations that evaluate, certify or license health care providers, staff or facilities in a particular field or specialty . Reviewing and improving the quality, efficiency and cost of care that we provide to you and our other patients. . Improving health care and lowering costs for groups of people who have similar health problems and helping manage and coordinate the care for these groups of people. . Cooperating with outside organizations that assess the quality of the care others and we provide, including government agencies and private organizations. . Planning for our organization's future operations. . Resolving grievances within our organization. . Reviewing our activities and using or disclosing medical information in the event that control of our organization significantly changes. . Working with others (such as lawyers, accountants and other providers) who assist us to comply with this Notice and other applicable laws. . We may use and/or disclose medical information about you to send you reminders about an appointment or need for services. . We may use and/or disclose medical information about you in order to inform you of or recommend new treatment or different methods for treating a medical condition that you have or to inform you of other health related benefits and services that maJA of interest to you. ., . We may use medical information about you to contact you in person or by other means to encourage you to purchase or use a product or service. In some instances, we may use medical information about you to send you a small promotional gift. Example: Jane was diagnosed with diabetes. The health department used Jane's medical information - as well as medical information from all of the other health department patients diagnosed with diabetes - to develop an educational program to help patients recognize the early symptoms of diabetes. The health department sends Jane a flyer with information about the program. (Note: The educational program would not identify any specific patients without their permission). Example: Jane complained that she did not receive appropriate health care. The health department reviewed Jane's record to evaluate the quality of the care provided to Jane. The health department also discussed Jane's care with an attorney 4. Persons involved in your care We may disclose medical information about you to a relative, close personal friend or any other person you identify if that person is involved in your care and the information is relevant to your care. If the patient is a minor, we may disclose medical information about the minor to a parent, guardian or other person responsible for the minor except in limited circumstances. For more information on the privacy of minors' information, contact our Privacy Officer at (910) 343-6500. We may also use or disclose medical information about you to a relative, another person involved in your care or possibly a disaster relief organization (such as the Red Cross) if we need to notify someone about your location or condition. You may ask us at any time not to disclose medical information about you to persons involved in your care. We will agree to your request and not disclose the information except in certain limited circumstances (such as emergencies) or if the patient is a minor. If the patient is a minor, we mayor may not be able to agree to your request. Example: Jane's husband regularly comes to the health department with Jane for her appointments and he helps her with her medication. When the nurse practitioner is discussing a new medication with Jane, Jane invites her husband to come into the private room. The nurse practitioner discusses the new medication with Jane and Jane's husband. 5. Required by Law We will use and disclose medical information about you whenever we are required by law to do so. There are many state and federalla,A. that require us to use and disclose medical information. For example, state law requires us to report known or suspected child abuse or _ neglect to the Department of Social Services. We will comply with those state laws and with all other applicable laws. 6. National Priority Uses and Disclosures New Hanover County Health Department Notice of Privacy Practices Effective Date 4!I4/03 Updated 3/18/03 Page 2 13 , 'When permitted by law, we may use or disclose medical information about you without your permission for various activities that are , recognized as "national priorities." In other words, the goverrunent has determined that under certain circumstances (described below), it is . so important to disclose medical information that it is acceptable to disclose medical information without the individual's permission. We Aonly disclose medical information about you in the following circumstances when we are permitted to do so by law Below are brief "-iptions of the "national priority" activities recognized by law For more information on these types of disclosures, contact our Privacy Officer at (910) 343-6500. . Threat to health or safety: We may use or disclose medical information about you if we believe it is necessary to prevent or lessen a serious threat to health or safety . Public health activities: We may use or disclose medical information about you for public health activities. Public health activities require the use of medical information for various activities, including, but not limited to, activities related to investigating diseases, reporting child abuse and neglect, monitoring drugs or devices regulated by the Food and Drug Administration, and monitoring work-related illnesses or injuries. For example, if you have been exposed to a communicable disease (such as a sexually transmitted disease), we may report it to the State and take other actions to prevent the spread of the disease. . Abuse, neglect or domestic violence: We may disclose medical information about you to a government authority (such as the Deparnnent of Social Services) if we reasonably believe that you may be a victim of abuse, neglect or domestic violence. . Health oversight activities: We may disclose medical information about you to a health oversight agency - which is basically an agency responsible for overseeing the health care system or certain goverrunent programs. For example, a goverrunent agency may request information from us while they are investigating possible insurance fraud. . Court proceedings: We may disclose medical information about you to a court or an officer of the court (such as an attorney). For example, we would disclose medical information about you to a court if a judge orders us to do so. . Law enforcement: We may disclose medical information about you to a law enforcement official for specific law enforcement purposes. For example, we may disclose limited medical information about you to a police officer if the officer needs the information to help find or identify a missing person. . Coroners and others: We may disclose medical information about you to a coroner, medical examiner, or funeral director or to organizations that help with organ, eye and tissue transplants. . Workers' compensation: We may disclose medical information about you in order to comply with workers' compensation laws. . Research organizations: We may use or disclose medical information about you to research organizations if the organization has satisfied certain conditions about protecting the privacy of medical information. . Certain government functions: We may use or disclose medical information about you for certain goverrunent functions, including but not limited to military and veterans' activities and national security and intelligence activities. We may also use or disclose medical information about you to a correctional institution in some circumstances. e 7. Authorization (Release of Medical Information) Other than the uses and disclosures described above (# 1-6), we will not use or disclose medical information about you without the "authorization" - or signed permission to release medical information - of you or your personal representative. In some instances, we may wish to use or disclose medical information about you and we may contact you to ask you to sign a Release ofInformation form. In other instances, you may contact us to ask us to disclose medical information and we will ask you to sign a Release ofInformation form. If you sign a written Release of Information form allowing us to disclose medical information about you, you may later revoke (or cancel) your authorization in writing (except in very limited circumstances related to obtaining insurance coverage). If you would like to revoke your authorization, you may write us a letter revoking your authorization. If you revoke your authorization, we will follow your instructions except to the extent that we have already relied upon your authorization and taken some action. YOU HAVE RIGHTS WITH RESPECT TO MEDICAL INFORMA nON ABOUT YOU You have several rights with respect to medical information about you. This section of the Notice will briefly mention each of these rights. If you would like to know more about your rights, please contact our Privacy Officer at (910) 343-6500. 1. Right to a copy of this Notice You have a right to have a paper copy of our Notice of Privacy Practices at any time. In addition, a copy of this Notice will always be posted in our waiting area. If you would like a copy of our Notice, ask the receptionist for a copy or call our Privacy Officer (910) 343- 6500. ARight of access to inspect and copy .u have the right to inspect (which means see or review) and receive a copy of medical information about you that we maintain in certain groups of records. If you would like to inspect or receive a copy of medical information about you, you must provide us with a request in writing. You may write us a letter requesting access or fill out a Permission for Release of Patient Information Form. Permission for New Hanover County Health Department Notice of Privacy Practices Effective Date 4/14/03 Updated 3/18/03 Page 3 14 Release of Patient Information Forms are available from our receptionist. We may deny your request in cerulin circumstances. Ifwe deny your request, we will explain our reason for doing so in writing. We will also inform you in writing if you have the right to have our " decision reviewed by another person. If you would like a copy of the information, we will charge you a fee to cover the costs ofthe copy We may be able to provide you with a summary or explanation of the information. Contact our Privacy Officer for more information 0" these services and any possible additional fees. .. 3. Right to have medical information amended You have the right to have us amend (which means correct or supplement) medical information about you that we maintain in certain groups of records. If you believe that we have information that is either inaccurate or incomDlete, we may amend the information to indicate the problem and notify others who have copies of the inaccurate or incomplete information. If you would like us to amend information, you must provide us with a request in writing and explain why you would like us to amend the information. You may either write us a letter requesting an amendment. We may deny your request in certain circumstances. Ifwe deny your request, we will explain our reason for doing so in writing. You will have the opportunity to send us a statement explaining why you disagree with our decision to deny your amendment request and we will share your statement whenever we disclose the information in the future. 4. Right to an accounting of disclosures we have made You have the right to receive an accounting (which means a detailed listing) of disclosures that we have made for the previous six (6) years. If you would like to receive an accounting, you may send us a letter requesting an accounting. The accounting will not include several types of disclosures, including disclosures for treatment, payment or health care operations. It will also not include disclosures made prior to April 14, 2003. If you request an accounting more than once every twelve (12) months, we may charge you a fee to cover the costs of preparing the accounting. 5. Right to request restrictions on uses and disclosures You have the right to request restrictions on the information New Hanover County Health Department uses or discloses about you. We are not required to agree to your requested restriction, but will consider your request and the possibility of accommodating it. 6. Right to request an alternative method of contact You have the right to request to be contacted at a different location or by a different method. For example, you may prefer to have all written information mailed to your work address rather than to your home address. We will agree to any reasonable request for alternative methods of contact. If you would like to request an alternative method of contact, you must provide us with a request in writing. e YOU MAY FILE A COMPLAINT ABOUT OUR PRIVACY PRACTICES If you believe that your privacy rights have been violated or if you are dissatisfied with our privacy policies or procedures, you may file a complaint either with us or with the federal government. We will not take any action against you or change our treatment of you in any way if you file a complaint. To file a written complaint with the health department, you may bring your complaint to the department or you may mail it to the following address: New Hanover County Health Department Attn: NHCHD Privacy Officer 2029 South 17'" Street Wilmington, NC 28401 To file a complaint with the federal government, you may send your complaint to the following address: Office for Civil Rights US Department of Health & Human Services Attn: Secretary of US DHHS Atlanta Federal Center, Suite 3B70 61 Forsyth St., S. W Atlanta, GA 30303-8909 e New Hannver County Health Department Notice of Privacy Practices Effective Date 4/14/03 Updated 3/18/03 Page 4 15 \ .., " e HIPAA Desianation Form For Documentation of Aaencv/CountvlEntitv Status Section I: Name of Aaencv/CountvlEntitv: Coun I H brid Enti Section II: Overall Aaencv/CountvlEntitv Desianation (Choose those that applv): 1. Are you a covered entity? 0 No X Yes (If yes, check below all that applies) o Health Plan 0 Health care clearinghouse X Health care provider engaging I~ electronic transactions Page _1_ of _2_ New Hanover County Health Department I New Hanover 2. Are you designating the covered entity as a hybrid entity? o No (If no and you are a covered entity, all the components within your entity will be subject to HIPAA compliance.) X Yes (If yes, complete the Section V below to identify and document the covered and non-covered com onent within our enti . The covered com onents will be sub'ect to HIPAA com liance. Section III: Reasonlna Behind Determination: New Hanover County Health Department is a hybrid covered entity due to some of our programs providing health care services and billing electronically for those services, while others may provide health care services and do not bill for those services. Section IV: ome of A ene ICount IEntit Privae ffieer: New Hanover County Health Department! New Hanover County! Cynthia W. Hewett Section V: Individual Function/ComDonent Reviewed Prlvacv Officer Contact Phone Number: (910) 343-6680 Deslanation of Function/ComDonent) (Indicate if a covered or non- covered function/com onent Brief Summary of Reasonlna Health: Administration - Information Technology Covered Component Administration of Patient Care Management System including Services Provided and Billin information Communicable Disease Covered Function Provides health care services and bills electronically Exception: CDD Surveillance Non-Covered Component For surveillance CDO would be serving as Public Health Authority and not subject to HIPAA Privacy Compliance. School Health (all Non- Covered Component com nents of School Health Provides health care services and bills electronically Provides health care services, but does not bill electronically Provides health care services, but does not bill electronicall -exce t for HEP B 16 Community Health: Covered Function Exceptions: Jail Health . Non Covered Component . re non-covered except HEP rogram administered in chools) Shots administered in County Schools (this portion is a covered component) Child Health Covered Function Provides health care services and bills electronically Exceptions: Child Care Consultations Health Non-covered component Provide health care services, but does not bill electronically ( if immunizations are provided and billed for electronically, these immunizations will be a covered component) Laboratory Covered Function Indirect Treatment Provider Women's Health Services Covered Functions Provides health care services, bills electronically and does electronic eli ibili deter.minations Provides health care services and bills electronically Nutrition I WIC Covered Functions ealth Promotion Covered Functions Provides health care services and accesses patient medical records. Administration (excluding Information Technology) Environmental Health Animal Control Dental Jail Health Non-Covered Components Functions I Does not provide health care services and does not bill electronically (except for Information Technology component) School Health Provides health care does not bill electronically Provides health care does not bill (except for HEP B shots administered in Schools Section VI: Slanature of Authorized Aaencv/CountvlEntitv ReDresentatlve (i.e.. county HIPAA ComDliance Official. County Manaaer. County Attornev. Aaencv DireCtor. etc.): Date: The above authorized signature confirms your agencylcounty/entity's designated HIPAA status and the reasons for that determination, listing its covered functions/components (if applicable) and designating an appropriate privacy officer for the coveredlhybrid entity. This form should be filed with the appropriate HIPAA compliance e documentation for your agencylcounty/entity. Documentation must be retained for six years from the date of its creation or the date when it last was in effect, whichever is later. CFR 45 Part 164.53O(j)(2) 17 - , l 1"- (.-' I e e e New Hanover County Health Department HIPAA Policy and Procedure Manual Introduction to HIPAA Privacy Rule Introduction The purpose of the HIPAA Privacy Rule Policy and Procedure Manual is to provide requirements applicable to New Hanover County Health Department (NHCHD) and its health care components for protecting the privacy of individually identifiable health information. NHCHD health care components are defined as all programs within the NHCHD with the exceptions of animal control, environmental health, school health, jail health, child care health consultation, and communicable disease surveillance. These programs shall be known as "health care components" throughout this manual. The Privacy Rule, mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), made significant changes in the protection of individually identifiable health information that is created, received, and maintained in any form or medium by the NHCHD and its health care components. Health care providers and health care plans within NHCHD and its health care components that perform specific electronic transactions (e.g., file health care claims electronically) must comply with the HIPAA regulations. NHCHD has determined that whenever specific privacy requirements promote better business practices and/or provide uniform client rights with the NHCHD, the privacy requirements shall apply to all programs. Each privacy policy developed by the NHCHD shall include a scope statement specifying if the policy applies to all programs within the NHCHD or only to the health care components. The county attorney of New Hanover County has determined that NHCHD meets the definition of a "hybrid entity" and has both covered health care components and non-covered health care components within its department of health. NHCHD, as a hybrid entity, is responsible for designating which of its departments and offices (or portions thereof) are covered health components and for ensuring that those components comply with HIPAA regulations. The NHCHD shall ensure compliance with HIPAA privacy requirements through the development and implementation of privacy policies that specify the entity's methods for the protection of individually identifiable health information. The requirements in these policies shall be based on many business practices already employed by the entity's departments or offices. In addition, privacy policies shall include other federal and state law requirements that have an impact on the use and disclosure of health information. Most federal and state laws that are more stringent than the HIPAA requirements will generally remain in effect and will not be preempted by HIPAA. However, some state laws may not be preempted, such as categories of laws that provide for reporting of disease or injury, child abuse, birth or death; and other laws requiring disclosure of individually identifiable health information. Each NHCHD program identified in the scope section of each policy is responsible for developing procedures that correspond to that policy for implementing the requirements for protecting the health information maintained by each NHCHD health care component. Each NHCHD health care component may only use and disclose individually identifiable information as provided in this document and is subject to all of the limitations and requirements specified in this manual. Additions or revisions to privacy policies shall be the responsibility of the NHCHD Privacy Officer in accordance with the Policy Development Process. 18 " . '.I . . ~,' e e e Title: Chapter: Governing Body Approval Date: Effective Date: Privacy Manual Introduction April 14, 2003 19 .f j' . . . New Hanover County Health Department HIPAA Policy and Procedure Manual HIPAA Privacy Rule Privacy Protections Purpose The purpose of this policy is to establish the need and acknowledge the intent to develop and implement specific policies to protect the privacy of individually identifiable health information. Scope All employees of the New Hanover County Health Department (NHCHD) shall comply with this policy Policy The NHCHD has developed policies that are appropriate for its health care components to implement in order to protect the privacy of NHCHD individually identifiable health information that is created, received, and maintained during its regular course of business. Policies are reasonably designed to comply with state and federal laws, taking into account the scope of the requirement and the nature of activities undertaken that related to individually identifiable health information. The HIPAA Privacy Rule will be the primary resource for these policies. NHCHD Responsibility The Scope section in each privacy policy identifies which NHCHD health care components must comply with the requirements set forth in that policy NHCHD will evaluate each privacy policy based primarily on the HIPAA Privacy Rule to determine if the policy should be applied to all divisions and components regardless of the HIPAA impact. Determination, by the NHCHD Privacy Officer, for a department wide approach to policy requirements takes into account the most efficient and effective methods for ensuring the protection of individually identifiable health information and equitable client right, while promoting consistency in the management of health information throughout the NHCHD NHCHD Health Care Component Responsibility It is the responsibility of the NHCHD health care components, as identified in the scope section of all privacy policies, to develop procedures for implementing the policies. Implementation The NHCHD has developed policies that address essential administrative privacy requirements so NHCHD health care components will use and/or disclose individually identifiable health information in a confidential and secure manner All policies shall be located in the HIPAA Privacy Rule Policy Manual maintained by the Privacy Officer The policies developed address the following privacy requirements. _ Privacy Officer NHCHD has designated a privacy officer to oversee all NHCHD ongoing activities related to the development, maintenance, and adherence to policies regarding the privacy of and accessibility to individually identifiable health information, in accordance with state and federal laws and best business practices. (See Privacy Officer and Privacy Officials Policy) I 2\) . , -~- . NHCHD has developed a policy for training of all members of its workforce who are likely to have access to individually identifiable health information. At a minimum, training is provided for newly developed privacy policies, during new employee orientation, and whenever significant changes are made to privacy policies. (See Workforce Policy) Safeguards NHCHD has developed policies that specify administrative, technical, and physical safeguards that protect the privacy of individually identifiable health information from unauthorized use or inadvertent disclosure to persons other than the intended recipient. Measures taken relates directly to the size of NHCHD and the type of activities that NHCHD undertakes. (See Personal Health Services and Nutrition Policy and Procedures For Assuring Privacy of Protected Health Information) Business Associates NHCHD has developed policies regarding the identification of "Business Associates" and develops contracts that will limit the business associate's uses and disclosures of individually identifiable health information to those permitted by the contract. Limitations on Information Access NHCHD has developed policies that limit access to NHCHD individually identifiable health information by members of its workforce, as well as other requesters of information, to the "minimum necessary" information required to fulfill a need or request. Verification of the identity and authority of requesters for individually identifiable health information shall be required prior to . disclosure of the requested information. (See NHCHD Policy' Medical Records Security) . Use and Disclosure NHCHD has developed policies that specify the conditions necessary before NHCHD health care components can use or disclose individually identifying health information including policies on required consents and authorizations, instances when consents or authorizations are not required, and requirements for the use of individually identifying health information for research, marketing, or fund raising purposes. (See Minimum Necessary Policy and NHCHD Policy' Medical Records Security and Authorization Policy) Clients Rights NHCHD has developed policies that will afford clients greater protection and control over their individually identifying health information maintained by NHCHD health care components. Such controls shall include notifying clients of the privacy protections in NHCHD and the client's right to request access to or amendment of their health information. (See NHCHD Policy' Medical Records Security and Authorization Policy) Documentation of Complaints NHCHD has developed policies that provide a mechanism for receiving complaints from individuals regarding NHCHD and its health care components' compliance with privacy requirements. Documentation includes identification of a contact person (or office), a record ofthe complaints that are filed, and a brief explanation of complaint resolution, if any (See Privacy Officer and Privacy Official Policy) . Sanctions 2 21 . J . NHCHD has developed policies that specify appropriate sanctions against members of its workforce who fail to comply with department privacy requirements. Sanctions will be appropriate to the nature ofthe violation. NHCHD will document any sanctions that are applied in accordance with the documentation requirements of HIPAA Administrative Requirements. (See NHCHD Confidentiality Policy) Sanctions do not apply in the following circumstances: a. When the member of the workforce discloses PHI while acting as a "whistleblower" -that is, someone who notifies authorities of the unlawful or unethical actions of NHCHD and the disclosure is made in accordance with the criteria in HIPAA Administrative requirements A 164.5020)(1) (the provision setting forth the rules for disclosures by whistleblowers). b. When the member of the workforce who discloses PHI is the victim of a crime, and the disclosure is made in accordance with the criteria in A 164.5020)(2) (the provision setting forth the rules for disclosures by workforce members who are victims of a crime.) c. When the member of the workforce engages in an act described in A 164.530(g)(2)-such as filing a complaint-that NHCHD may not retaliate against (see Section VI.C., Refraining from Intimidating or Retaliatory Acts). e Mitigation Any harmful effect that is known to NHCHD and its health care components of a use or disclosure of individually identifiable health information that is in violation of its policies will be mitigated in an effort to prevent such future occurrences. To the extent possible, NHCHD will mitigate any harmful effect of a disclosure of PHI that violates the privacy rule or NHCHD's privacy policies and procedures, when the improper use or disclosure is known to the agency Employees shall report any improper use or disclosure to the supervisor This provision applies both to improper uses or disclosures made by NHCHD itself, and to improper uses or disclosures made by the agency's business associates. Refraining from Intimidating or Retaliatory Acts NHCHD will not intimidate, threaten, coerce, discriminate against, or take any other retaliatory Action against any of the following: 1. An individual who is the subject of PHI who does either ofthe following: (a) exercises any of the rights granted to individuals by the privacy rule (such as the right to amend PHI), or (b) participates in any process established under the privacy rule, such as the filing of complaints. 2. Any person (including a member NHCHD's work force) who does any of the following: (a) Files a complaint with the US DHHS alleging violation ofthe privacy rule; (b) testifies, assists, or participates in an investigation, compliance review, or enforcement proceeding or hearing; or (c) opposes any act or practice made unlawful by the privacy rule, provided both of the following apply' the person has a good faith that the practice opposed is unlawful, and the manner of the opposition is reasonable and does not involve a disclosure of PHI that is not permitted by the privacy rule. . NHCHD does not require a client to waive his/her right to file a complaint with NHCHD or the federal Department of Health and Human Services Secretary as a condition for the provision of treatment, payment or enrollment in a health plan, or eligibility for health care benefits. 3 22 . , 1\ Transition Phase . NHCHD privacy policies addresses transition requirements for consents, authorizations or other express legal permissions used by its health care components. NHCHD will grandfather in and rely upon consents, authorizations, or other express legal permissions obtained prior to April 14, 2003, to ensure that important functions of the health care system are not impeded. However, consents, authorizations or other express legal permissions made on or after April 14, 2003, must meet the NHCHD privacy policy requirements. (See Notice of Privacy Practice Policy) Policy and Procedure Changes NHCHD will modify, in a prompt manner, its privacy pOlicies as necessary and appropriate to comply with changes in the state and federal law and ongoing business practices. Changes to policies may be made at any time, provided such changes are documented and implemented according to NHCHD policy requirements. NHCHD health care components will modify, in a prompt manner, its individual privacy procedures to conform to revised NHCHD policies. Retention and Disposition Policies, procedures, and privacy documentation required by the HIPAA Privacy Rule must be maintained in writing in accordance with the General Schedule for State Agency Records issued by the North Carolina Department of Cultural Resources, Division of Archives and History, Archives and Records Section, Government Records Branch. Compliance The health care components of NHCHD must comply with the privacy policies developed and . implemented according to this process by April 14, 2003. This date represents the compliance date specified in the HIPAA Privacy Rule. Title: Chapter: Governing Body Approval Date: Effective Date: Privacy Manual Administrative Procedures, Privacy Protections . 4 23 . e . New Hanover County Health Department HIPAA Policy and Procedure Manual Privacy Policy/Procedure Development & Approval Process I. Introduction The New Hanover County Health Department (NHCHD) of Wilmington, North Carolina, is comprised of divisions and programs that are responsible for ensuring the health, safety and well being of citizens of New Hanover County, providing human service needs such as maternal health, health promotion, family planning, immunizations, school health, communicable disease, child health, nutrition, environmental health, and animal control. In providing services to clients, most programs create andlor maintain individually identifiable health information that is essential for performing routine business operations. The health information created and maintained by the NHCHD must be protected from misuse and unauthorized disclosure. While the HIPAA Privacy Rule was the initial incentive to develop a privacy manual, it is apparent that all health information created and maintained by the NHCHD should be protected. Therefore, the NHCHD is establishing its requirements for protecting the health information of its clients in the New Hanover County Health Department Privacy Policy and Procedure Manual to reflect all privacy rules. The following describes the process that will be used by the NHCHD in the development and approval process for the NHCHD privacy policies and procedures. This process reflects state and federal laws, county rules and regulations, and current business practices. II. Privacy PolicylProcedure Development Process The process for policy/procedure development and approval and review for the NHCHD shall be as follows: _ The NHCHD designated Privacy Officer and a representative of each its health care components is part of a Privacy Policy Workgroup. Members of this workgroup were asked to serve as members of a team to draft and review Privacy Policies and Procedures required for compliance with the Health Insurance Portability and Accountability Act (HIPAA) of 1996. The Privacy Officer is the lead person for the workgroup. _ Draft policies and procedures are developed within a policy category based on the HIPAA requirements and using NC DHHS templates. They are then reviewed against existing policies and procedures within the NHCHD and its health care components. _ As each policy and procedure draft is completed, it is emailed to each workgroup member through its Privacy Official for review and suggested changes and returned to the Privacy Official within 30 working days. Representatives from NHCHD health care components will use this review period to include participation from their respective administrative staff and personnel within the health care components. All comments from each health care component must be documented and accompany the policy draft. Those health care components that have both a HIPAA coordinator and a lead Privacy person must coordinate one response from the health care component. 24 The Privacy Official will incorporate any suggested changes and submit them to the workgroup . members as stated above allowing for a second review. Once an initial draft is completed, the Privacy Officer will forward it to the NHCHD Management Team. Revisions will be sent back to the Privacy Officer for inclusion in the policy draft. Following NHCHD Management Team review, final drafts will be sent to the New Hanover County attorney for review from a legal perspective to ensure compliance with HIPAA requirements and to review the findings based on preemptive legal analysis. Attorney approval must be received before the policy is approved by the Board of Health. III. Privacy Policy/Procedure Approval Process Some NHCHD HIPAA policies/procedures will apply to all NHCHD programs and all will apply only to the health care components that must comply with HIPAA, county Business Associates, or health component Business Associates. The process for the NHCHD final review and approval of the proposed privacy policies and procedures is as follows: The Policy Development Workgroup makes recommendations on policy and procedure based on best practice. The NHCHD Management Team will make the final determinations to be presented to the Board of Health for final review and approval. _ As policies and procedures are approved by the Board of Health, the Privacy Officer is e responsible for establishing and maintaining a policy and procedure manual and ensuring that all affected health care components and staff are notified of the policy and procedure. The Privacy Officer is also responsible for revising the policy and procedure manual as needed following the steps outlined in the Privacy Policy Development Process. _ The Privacy Officer is responsible for assuring training of staff on approved policies and procedures. Title: Chapter: Privacy Manual Administrative Policies, Privacy Policy Development & Approval Process Governing Body Approval Date: Effective Date: . 2S .i . e . New Hanover County Health Department HIPAA Policy and Procedure Manual Privacy Officer and Privacy Official Policy Purpose This policy addresses the role and responsibilities of the New Hanover County Health Department (NHCHD) Privacy Officer and NHCHD privacy officials who serve as the primary point of contact for all privacy related issues for the NHCHD and NHCHD health care components respectively The Privacy Officer and officials are responsible for the coordination and facilitation of compliance activities associated with the NHCHD privacy policies. '. Scope All NHCHD programs that maintain individually identifiable health information. Policy NHCHD and its health care components that maintain individually identifiable health information shall ensure the privacy and confidentiality of that information by designating a NHCHD Privacy Officer and NHCHD health care components privacy officials to oversee the use and disclosure of health information. Background The HIP AA Privacy Rule requires the designation of personnel that are responsible for the implementation of privacy policies and procedures, as well as personnel that are responsible for receiving privacy complaints and answering questions. NHCHD as a hybrid entity, has designated the Business Officer as the Privacy Officer who is responsible for the coordination and implementation of all privacy and confidentiality efforts within the NHCHD. In addition, NHCHD has determined that every health care component in the NHCHD that maintains individually identifiable health information has designated supervisors as privacy officials who are responsible for ensuring the privacy of health information that is used or disclosed within the health care component. Responsibilities NHCHD Privacy Officer The NHCHD Privacy Officer shall oversee all activities related to the development, maintenance and adherence to NHCHD policies regarding the use and disclosure of individually identifiable health information, in accordance with state and federal laws and best business practices. The responsibilities of the NHCHD Privacy Officer shall also include, but are not limited to the following: _ Act as the NHCHD expert for issues related to privacy in the use and disclosure of health Information _ Serve as liaison with the New Hanover county attorney in the analysis and application of privacy laws _ Develop and maintain privacy policies related to the use and disclosure of health . information _ Provide guidance in the implementation of health information privacy policies and procedures 26 Provide consultation and direction regarding privacy and confidentiality to health care components within the department _ Coordinate privacy activities within the NHCHD. _ Create educational awareness programs and ensure staff and extended workforce training is conducted _ Monitor state and federal privacy legislation _ Monitor NHCHD' compliance with NHCHD privacy policies and report compliance level to management _ Escalate privacy issues, as appropriate, to NHCHD management Communicate ali NHCHD expectations for privacy to NHCHD health care component privacy officials. _ Document and maintain records of privacy complaints for NHCHD and coordinate resolution with NHCHD health care component privacy officials. t . NHCHD Health Care Component Privacy Officials NHCHD health care component Privacy Officials shall guide all agency activities related to the maintenance and adherence to NHCHD policies regarding the use and disclosure of individually identifiable health information, in accordance with state and federal laws and best business practices. NHCHD covered health care component Privacy Officials responsibilities shall also include, but are not limited to, the following: _ Serve as primary NHCHD health care component contact for privacy issues and concerns regarding the use and disclosure of health information and for client accessibility to appropriate health Information _ Serve as the NHCHD health care component liaison to the NHCHD Privacy Officer e for privacy related activities _ Provide clients with further information conceming the Notices of Privacy Practices _ Coordinate and facilitate efforts to support NHCHD health care components in the accomplishment of their privacy compliance activities. The NHCHD Privacy Officials are responsible for ensuring NHCHD health care component compliance with the NHCHD privacy policies. The following are some of those NHCHD health care component requirements for which the privacy official would participate: _ Development of procedures, based on NHCHD privacy policies, to ensure the protection of individually identifiable health information within the NHCHD health care component _ Implementation of NHCHD health care component privacy requirements by incorporating new operational privacy practices into existing business practices _ Assurance of applicable privacy training delivery to NHCHD health care component staff and extended workforce _ Provision of a designated NHCHD health care component contact for privacy complaints and assurance that all complaints are appropriately documented _ Monitoring of agency compliance with NHCHD privacy policies Assurance of appropriate use and disclosure of indlvidualiy identifiable health information and client accessibility to appropriate health information _ Provision of reasonable protections for individually identifiable health information within a NHCHD health care component _ Shall serve as the NHCHD health care componenfs contact person for receiving . complaints 27 j J . e . _ Shall coordinate and provide documentation of complaints to the NHCHD Privacy Officer _ Shall assure appropriate access or review of designated record sets to clients upon request _ Shall assure for providing accounting of disclosures to clients upon request. Implementation NHCHD shall appoint a NHCHD Privacy Officer The NHCHD Privacy Officer shall maintain the list of all designated NHCHD health care component privacy officials within the NHCHD. Each NHCHD health care component that maintains individually identifiable health information has designated supervisors to serve as the NHCHD' Health Care Component Privacy Official. Organizationally, privacy officials report to their supervisor within the agency. Privacy officials shall have an indirect reporting relationship to the NHCHD Privacy Officer for privacy related activities. Upon request from the NHCHD health care component's supervisor, the NHCHD Privacy Officer shall provide input to the privacy official's annual performance evaluation as applicable to privacy related activities. Title: Chapter: Governing Body Approval Date: Effective Date: Privacy Manual Administrative Procedures, Privacy Official 28 . . . New Hanover County Health Department HIPAA Polley and Procedure Manual Workforce Policy Purpose This policy addresses the requirement to document the personnel designations of the New Hanover County Health Department (NHCHD) that shall be known as its .workforce." This policy also describes the overall organizational approach of training the workforce on the policies and procedures of NHCHD. Scope All NHCHD and health care components that have been designated as a hybrid entity and are subject to adherence of the HIPAA Privacy Rule. Policy The workforce of the NHCHD shall be all those persons or disciplines that are listed below whose conduct, in the performance of work for the NHCHD is under the direct control of the NHCHD and must abide by its policies and procedures while performing their duties. Workforce: NHCHD Employees (full- and part-time) NHCHD Volunteers having access to PHI Students/lntems assigned to NHCHD having access to PHI Business Associates: Contracted Health Care Providers Interpreter Services Background The HIPAA Privacy Rule requires the documentation of personnel designations for the workforce of NHCHD. NHCHD will train all members of its workforce on Its policies and procedures with respect to protected health information required by the HIPAA Privacy Rule as necessary and appropriate for the members of the workforce to carry out their functions within NHCHD. ResponslblJlty The Privacy Officer of the NHCHD shall create educational awareness programs and ensure staff and extended workforce training is conducted (see Privacy Officer and Privacy Official Policy). The Privacy Officer shall be responsible for documenting and maintaining the documentation that the training required by the HIPAA Privacy Rule has been provided to the workforce of the NHCHD as described in the Workforce Policy. Implementation 29 1. Each member of the workforce of the NHCHD as designated in the Workforce Policy shall be provided training on the policies and procedures required by the HIPAA Privacy Rule no later than April 14, 2003. 2. Each new member of the workforce of the NHCHD that is employed after April 14, 2003, shall be provided training on the policies and procedures that are required by the HIPAA Privacy Rule within one (1) week or before having access to PHI, whichever comes first after the person joins the workforce of NHCHD. 3. Each member of the workforce whose functions are affected by material changes in the policies or procedures of the NHCHD that are required by the HIPAA Privacy Rule shall be provided training within 90 days after the material change becomes effective. Titie: Privacy Manual Chapter: Administrative Procedures, Workforce Policy Governing Body Approval Date: Effective Date: . . . 30 . , ...I: t . . . New Hanover County Health Department HIPAA Administrative Requirements (~ 164.530) I. Designating Required Personnel: ~ 164530(a) A. Privacy Officer and Privacy Officials . New Hanover County Health Department (NHCHD) has designated the Business Officer as the privacy official who is responsible for the development and implementation of the agency's privacy policies and procedures. . NHCHD Privacy Officials are supervisors working in the health care components. B. Contact Person/Office . NHCHD has designated the Administration Division: a. responsible for receiving complaints, and b. able to provide further information about matters covered by the required Notice of Privacy Practices. . The contact person is the Business Officer NHCHD documented personnel designations in accordance with the documentation requirements. A part of training the workforce will include identification of Privacy Official and process to contact. II. Implementing Written Policies and Procedures: ~164.530(i) A. NHCHD has implemented policies and procedures designed to comply with the privacy rule. 1. The policies and procedures are in writing. 2. The policies and procedures are reasonably designed, taking into account the size and the type of activities the NHCHD undertakes that relate to PHI. a. This provision is not interpreted to permit or excuse any action that violates the privacy rule. B. Changes to Policies and Procedures 1 NHCHD will change its policies and procedures when necessary to comply with changes in the law, including changes to the privacy rule. a. Whenever a change in law necessitates a change in policy or procedures, NHCHD will promptly document and implement the revised policy and procedure. If the change in law materially affects the content of NHCHD Notice of Privacy Practice, the agency will promptly revise its notice in accordance with ~ 164.520(b)(3). i. Ordinarily, when a Notice is revised, the changes to the Notice will not be implemented before the effective date of the revised notice. b. 31 ,'-, , However, when the revision is required to comply with a change in the law, NHCHD will comply with the change in law whenever it becomes effective, rather than waiting for the effective date of its revised Notice. . 2. When NHCHD makes a change to a privacy practice that is described in its Notice of Privacy Practices, it will make the changes retroactive to PHI that it created or received before making the change, since the agency has included a statement expressly reserving the right to do so in its Notice. a. To implement a change that affects the Notice, the NHCHD will do all of the following: i. Ensure that the revised policy or procedure complies with the privacy rule; ii. Document the revised policy or procedure in accordance with the documentation requirements; and Iii. Revise the Notice in accordance with the requirements in ~ 164.520(b) (stating the changed practice) and (c) (making the revised notice available). iv Except when a change to the Notice reflects a change in policies or procedures brought about by a change in law, NHCHD will not implement the change in policy and procedure prior to the effective date of the revised Notice. b. See also ~ 1640520(b)(1)(v)(c) and the outline, Right to a Notice of Privacy Practices. 3. Notice of Privacy Practices will be laminated and handed to patients during the registration process. Patients will be asked to read the notice and sign a statement confirming notice was provided. Copies of the Notice of Privacy Practices will be available in hard copy and will be given to any patient requesting a copy . 4 Signatures confirming receipt of Notice of privacy practices will be a hard copy Signatures submitted as hard copy will be maintained in the patient's medical record. 5. Notice of Privacy Practices must be available in a format that can be understood by the consenting individual and includes versions in English, Spanish,audio, and by using interpreters when necessary . NHCHD may make changes to policies and procedures not reflected in the Notice at any time, provided that both of the following conditions are met: a. The changes comply with the privacy rule, and b. Before the effective date of the change, the change is documented in accordance with the documentation requirements. III. Training the Workforce: ~ 164.530(b) A. The NHCHD trains all members of its workforce in the agency's privacy policies and procedures. The training enables the workforce to carry out their function within the agency in accordance with HIPPA regulations. 1 The HIPPA regulations define "workforce" as "employees, volunteers, trainees, and other persons whose conduct, in the performance of work for a covered . 32 . , i . . . entity, is under the direct control of such entity, whether or not they are paid by the covered entity" 45 C.F.R. ~ 160.103. In NHCHD this includes employees, volunteers, and students who have access to PHI. 2. Contracted personnel who have access to PHI will be defined as a business associate. They must sign a Business Associate Agreement that states they will comply with HIPAA regulations. B. Training will be provided to each member of the workforce prior to the compliance date approved for the agency Thereafter, training will be provided to each new member of the workforce prior to having access to PHI. There will be two categories for workforce training. All employees will receive basic introduction to HIPAA rules, since those individuals who are not authorized to access PHI must be aware of regulations. Those individuals authorized to access PHI will receive specific training. C. NHCHD will document the training that has been provided in accordance with the documentation requirements. Copies of the training records will be maintained by the Privacy Officer and by each employee's supervisor IV. Receiving Complaints: ~ 164.530(d) A. The NHCHD will provide a process for individuals to make complaints about the agency's privacy policies and procedures or its compliance with the privacy rule or its own privacy policies and procedures. 1 In its Notice of Privacy Practices, NHCHD has identified the Administration Division who will receive the complaints. 2. NHCHD is not required to respond to or act upon the complaints it receives. However, if NHCHD does respond or act, NHCHD's response or action will be documented. B. NHCHD will document all complaints received and any disposition of those complaints in accordance with the documentation. There is a Documentation of Complaint Policy and Form that may be used to record the complaint. A complaint log will be maintained by the Privacy Officer V. Documentation Requirements: ~ 164.530(j) A. All documentation that is required by the privacy rule and NHCHD HIPAA policies and procedures will be on paper or in electronic form. B. Specific requirements 1 NHCHD will maintain its policies and procedures in written form. This includes all administrative and division specific policies and procedures related to HIPAA, as well as Medical Records' Policies and Procedures. THE NHCHD HIPAA Manual (complete) will be located in the office of the Privacy Officer 2. Documentation of receipt of Notice of Privacy Policies will be hard copy 33 C. Retention of documentation: NHCHD will retain any documentation that is required by the privacy rule for six years from the date it was created, or from the date it was last in effect, whichever is later Actions regarding medical records' releases and amendments will be documented in the records and retained according to the records' retention guidelines from the state. VI. Other requirements of ~ 164.530 A. Establishing Safeguards to Protect the Privacy of PHI: ~ 164.530(c) B. 1 Requirements regarding safeguards: a. NHCHD has in place appropriate administrative, technical, and physical safeguards to protect the privacy of PH I. b. NHCHD reasonably safeguards PHI from any intentional or unintentional use or disclosure that is in violation of the privacy rule. See Division specific policies and procedures. 2. Disclosures a. NHCHD has policies in place for denying release of PHI information and denying a request to amend a medical record. See NHCHD POLICY. Medical Records Security b. NHCHD will accept requests, in writing, from clients to limit the use and disclosure of their medical information for treatment, payment, and healthcare operations. NHCHD is not required to agree with the request. If we do, we must follow the client's restrictions (except if the information is necessary for emergency treatment). The client may cancel their restrictions at any time in writing, and we may cancel a restriction as long as we notify the client and continue to apply the restriction to information collected before the cancellation. c. NHCHD will accept requests, in writing, from clients wanting an accounting of any disclosure of PHI for the previous six years. The Privacy Officer will review the medical record and provide a list of dates, a summary of PHI that was released, and where the requested PHI was sent. A copy the accounting of disclosure provided to the client will be kept in the medical record. 3. Alternative Methods of Contact Clients/patients have the right to request to be contacted at a different location or by a different method. For example, a client/patient may prefer to have all written information mailed to their work address rather than their home address. The NHCHD may agree to any reasonable request for alternative methods of contact. Clients/patients who would like to request an alternative method of contact must provide the NHCHD with a written request. Establishing and Applying Sanctions: ~ 164.530(e) 1. NHCHD has established appropriate sanctions for failure to comply with the with the privacy rule and the agency's privacy policies and procedures. See NHCHD Confidentiality Policy 2. Sanctions do not apply in the following circumstances: a. When the member of the workforce disclosed PHI while acting as a t . . . 34 I . . . b. "whistleblower" -that is, someone who notifies authorities of the unlawful or unethical actions of the covered entity-and the disclosure is made in accordance with the criteria in ~ 164.5020)(1) (the provision setting forth the rules for disclosures by whistleblowers). When the member of the workforce who discloses PHI is the victim of a crime, and the disclosure is made in accordance with the criteria in ~ 164.502(j)(2) (the provision setting forth the rules for disclosures by workforce members who are victims of a crime.) When the member of the workforce engages in an act described in ~ 164.530(g)(2)-such as filing a complaint that NHCHD may not retaliate against. c. 3. NHCHD will document any sanctions that are applied in accordance with the documentation requirements. C. Mitigating Harmful Effects of Improper Uses or Disclosures: lJ 164.530(f) 1 To the extent possible, NHCHD will mitigate any harmful effect of a disclosure of PHI that violates the privacy rule or NHCHD's privacy policies and procedures, when the improper use or disclosure is known to the agency Employees shall report any improper use or disclosure to the supervisor 2. The provision applies both to improper uses or disclosures made by NHCHD itself, and to improper uses or disclosures made by the agency's business associates. D. Refraining from Intimidating or Retaliatory Acts: ~ 164.530(g) 1 NHCHD will not intimidate, threaten, coerce, discriminate against, or take any other retaliatory action against any of the following: a. An individual who is the subject of PHI who does either of the following: i. exercises any of the rights granted to individuals by the privacy rule (such as the right to amend PHI), or 1. participates in any process established under the privacy rule, such as the filing of complaints. Any person (including a member NHCHD's work force) who does any of the following: i. Files a complaint with the US DHHS alleging violation of the privacy rule; ii. Testifies, assists, or participates in an investigation, compliance review, or enforcement proceeding or hearing; or lll. Opposes any act or practice made unlawful by the privacy rule, provided both of the following apply' the person has a good faith that the practice opposed is unlawful, and the manner of the opposition is reasonable and does not involve a disclosure of PHI that is not permitted by the privacy rule. b. 35 E. No Conditioning Treatment, Payment, Enrollment, or Benefit Eligibility on Waiver of Rights: ~ 164.530(h) 1 NHCHD does not require individuals to waive their rights under the privacy rule or their right to file a complaint with US DHHS as a condition of treatment, payment, enrollment in a health plan, or eligibility for benefits. , I . . . 36 4; I, \ ~~ e NEW HANOVER COUNTY HEALTH DEPARTMENT BUSINESS ASSOCIATE AGREEMENT This Agreement is made effective the _ of _, 200_, by and between , hereinafter referred to as "Covered Entity", and hereinafter referred to as "Business Associate", (individually, a "Party" and collectively, the "Parties"). WITNESSETH: WHEREAS, Sections 261 through 264 of the federal Health Insurance Portability and Accountability Act of 1996, Public Law 104-191, known as "the Administrative Simplification provisions," direct the Department of Health and Human Services to develop standards to protect the security, confidentiality and integrity of health information; and WHEREAS, pursuant to the Administrative Simplification provisions, the Secretary of Health and Human Services has issued regulations modifying 45 CFR Parts 160 and 164 (the "HIPAA Privacy Rule"); and WHEREAS, the Parties wish to enter into or have entered into an arrangement whereby Business Associate will provide certain services to Covered Entity, and, pursuant to such arrangement, Business associate may be considered a "business associate" of Covered Entity as defined in the HIPAA Privacy Rule .,e agreement evidencing such arrangement is entitled , dated , and is hereby referred to as the "Arrangement Agreemenr); and WHEREAS, Business Associate may have access to Protected Health Information (as defined below) in fulfilling its responsibilities under such arrangement; THEREFORE, in consideration of the Parties' continuing obligations under the Arrangement Agreement, compliance with the HIPAA Privacy Rule, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree to the provisions of this Agreement in order to address the requirements of the HIPAA Privacy Rule and to protect the interests of both Parties. I. DEFINITIONS Except as otherwise defined herein, any and all capitalized terms in this Section shall have the definitions set forth in the HIPAA Privacy Rule. In the event of an inconsistency between the provisions of this Agreement and mandatory provisions of the HIPAA Privacy Rule, as amended, the HIPAA Privacy Rule shall control. Where provisions of this Agreement are different than those mandated in the HIPAA Privacy Rule, but are nonetheless permitted by the HIPAA Privacy Rule, the provisions of this Agreement shall control. The term "Protected Health Information" means individually identifiable health information including, without limitation, all information, data, documentation, and materials, including without limitation, demographic, medical and financial information, that relates to the past, present, or future physical or mental health or .A>ndition of an individual; the provision of health care to an individual; or the past, present, or future payment .r the provision of health care to an individual; and that identifies the individual or with respect to which there is a reasonable basis to believe the information can be used to identify the individual. 37 'i. . If Business Associate acknowledges and agrees that all Protected Health Information that is created or received by Covered Entity and disclosed or made available in any form, including paper record, oral communication, audio recording, and electronic display by Covered Entity or its operating units to Business Associate or is created or received by Business Associate on Covered Entity's behalf shall be subject to this Agreement. e II. CONFIDENTIALITY REQUIREMENTS (A) Business Associate agrees: (I) to use or disclose any Protected Health Information solely: (1) for meeting its obligations as set forth in any agreements between the Parties evidencing their business relationship, or (2) as required by applicable law, rule or regulation, or by accrediting or credentialing organization to whom Covered Entity is required to disclose such information or as otherwise permitted under this Agreement, the Arrangement Agreement (if consistent with this Agreement and the HIPAA Privacy Rule), or the HIPAA Privacy Rule, and (3) as would be permitted by the HIPAA Privacy Rule if such use or disclosure were made by Covered Entity; (ii) at termination of this Agreement, the Arrangement Agreement (or any similar documentation of the business relationship of the Parties), or upon request of Covered Entity, whichever occurs first, if feasible, Business Associate will return or destroy all Protected Health Information received from or created or received by Business Associate on behalf of Covered Entity that Business Associate still maintains in any form and retain no copies of such information, or if such return or destruction is not feasible, Business Associate will extend the protections of this Agreement to the information and .. limit further uses and disclosures to those purposes that make the return or destruction .. of the information not feasible; and (iii) to ensure that its agents, including a subcontractor, to whom it provides Protected Health Information received from or created by Business Associate on behalf of Covered Entity, agrees to the same restrictions and conditions that apply to Business Associate with respect to such information. In addition, Business Associate agrees to take reasonable steps to ensure that its employees' actions or omissions do not cause Business Associate to breach the terms of this Agreement. (B) Notwithstanding the prohibitions set forth in this Agreement, Business Associate may use and disclose Protected Health Information as follows: (i) if necessary, for the proper management and administration of Business Associate or to carry out the legal responsibilities of Business Associate, provided that as to any such disclosure, the following requirements are met: (a) the disclosure is required by law; or (b) Business Associate obtains reasonable assurances from the person to whom the information is disclosed that it will be held confidentially and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies Business Associate of any instances of which it is aware in which the confidentiality of the information has been breached; (il) for data aggregation services, if to be provided by Business Associate for the health care operations of Covered Entity pursuant to any agreements between the Parties evidencing their business relationship. For purposes of this Agreement, data . aggregation services means the combining of Protected Health Information by Business Associate with the protected health information received by Business Associate in its 38 , e capacity as a business associate of another covered entity, to permit data analyses that relate to the health care operations of the respective covered entities. (C) Business Associate will implement appropriate safeguards to prevent use or disclosure of Protected Health Information other than as permitted in this Agreement. The Secretary of Health and Human Services shall have the right to audit Business Associate's records and practices related to use and disclosure of Protected Health Information to ensure Covered Entity's compliance with the terms of the HIPAA Privacy Rule. Business Associate shall report to Covered Entity any use or disclosure of Protected Health Information which is not in compliance with the terms of this Agreement of which it becomes aware. In addition, Business Associate agrees to mitigate, to the extent practicable, any harmful effect that is known to Business Associate of a use or disclosure of Protected Health Information by Business Associate in violation of the requirements of this Agreement. III. AVAILABILITY OF PHI Business Associate agrees to make available Protected Health Information to the extent and in the manner required by Section 164.524 of the HIPAA Privacy Rule. Business Associate agrees to make Protected Health Information available for amendment and incorporate any amendments to Protected Health Information in accordance with the requirements of Section 164.526 of the HIPAA Privacy Rule. In addition, Business Associate agrees to make Protected Health Information available for purposes of accounting of disclosures, as required by Section 164.528 of the HIPAA Privacy Rule. e IV. TERMINATION Notwithstanding anything in this Agreement to the contrary, Covered Entity shall have the right to terminate this Agreement and the Arrangement Agreement immediately if Covered Entity determines that Business Associate has violated any material term of this Agreement. If Covered Entity reasonably believes that Business Associate will violate a material term of this Agreement and, where practicable, Covered Entity gives written notice to Business Associate of such belief within a reasonable time after forming such beljef, and Business Associate fails to provide adequate written assurances to Covered Entity that it will not breach the cited term of this Agreement within a reasonable period of time given the specific circumstances, but in any event, before the threatened breach is to occur, then Covered Entity shall have the right to terminate this Agreement and the Arrangement Agreement immediately. V. MISCELLANEOUS Except as expressly stated herein or the HIPAA Privacy Rule, the parties to this Agreement do not intend to create any rights in any third parties. The obligations of Business Associate under this Section shall survive the expiration, termination, or cancellation of this Agreement, the Arrangement Agreement and/or the business elationshiP otthe parties, and shall continue to bind Business Associate, its agents, employees, contractors, uccessors, and assigns as set forth herein. 39 r This Agreement may be amended or modified only in a writing signed by the Parties. No Party may assign its .- respective rights and obligations under this Agreement without the prior written consent of the other Party ,., None of the provisions of this Agreement are intended to create, nor will they be deemed to create any relationship between the Parties other than that of independent parties contracting with each other solely for the purposes of effecting the provisions of this Agreement and any other agreements between the Parties evidencing their business relationship. This Agreement will be governed by the laws of the State of North Carolina. No change, waiver or discharge of any liability or obligation hereunder on anyone or more occasions shall be deemed a waiver of performance of any continuing or other obligation, or shall prohibit enforcement of any obligation, on any other occasion. The parties agree that, in the event that any documentation of the arrangement pursuant to which Business Associate provides services to Covered Entity contains provisions relating to the use or disclosure of Protected Health Information which are more restrictive than the provisions of this Agreement, the provisions of the more restrictive documentation will control. The provisions of this Agreement are intended to establish the minimum requirements regarding Business Associate's use and disclosure of Protected Health Information. In the event that any provision of this Agreement is held by a court of competent jurisdiction to be invalid or unenforceable, the remainder of the provisions of this Agreement will remain in full force and effect. In addition, in the event a party believes in good faith that any provision of this Agreement fails to comply with the then-current requirements of the HIPAA Privacy Rule, such party shall notify the other party in writing, For a period of up to thirty days, the parties shall address in good faith such concern and amend the terms of this Agreement, if necessary to bring it into compliance. If, after such thirty-day period, the Agreement fails to comply with the HIPAA Privacy Rule, then either party has the right to terminate upon written notice to the other party IN WITNESS WHEREOF, the Parties have executed this Agreement as of the day and year written above. e COVERED ENTITY BUSINESS ASSOCIATE: By: Title: By' Title: . 40 I I i'.' , I , i \;'" e . ' , , , III >C11 c:: :::l 0 c:: - ~ ~~~ __ 0 c. f-. ~ o u ~ J: N o o N c:: > 10 III 0.6 ...... Q.ij- / :::l III ~ e m~ :t:! ~..&: Q, - f-. III g' c:: ~~J!I~l!! II C ......,gjc::"il.2 ~"il~~~ .., IO~ ._:E:. F Q. f- . . ~ . i- -g 10 - ...... l!l ~ --~ j Illt------ . 41 . un. --"':::..': . .. e Electronic Data Interchange (ED! Rule) Proposed Rnle Published: May 7, 1998 Final Rule Published: August 17, 2000 Compliance Date: October 16, 2002 (unless submitted Compliance Plan which allows for a one year extension to October 16, 2003). Small health plans have until 10/16/03 The transactions under mandated standardization are: ~ 837 - Professional Health Care claim or encounter 837 - Institutional Healthcare claim or encounter 837 - Dental Healthcare claim or encounter 835 - Health Care Claim Payment/Remittance Advice 270 - Health Insurance Eligibility request verification for covered benefits 271 - Health Insurance Eligibility response verification for covered benefits 834 - Enro11ment/Disenrollment to a health plan 276 - Health Care Claim, inquiry to request the status of a health claim 277 - Health Care Claim, response to request the status of a health claim 278 - Health Care Services, to request authorizations and referrals 820 - Premium Payment, for enrolled health plan members The code sets under mandated standardization are: ICD-9: International Classification of Diseases NDC and J-Codes - National Drug Codes CDT -L - Code on Dental Procedures and Nomenclatures HCPCS - Health Care Financing Administration Common Procedure Coding System CPT -4 - Current Procedura1 Terminology . 42 ---..""- ,.. ..~-~--_.,._,. .-, '.- ~,._,-~_._--_...- .._..-..-.--............ --------. .-.- 9') -. - ....-.-...........---. . -.-....--......-....--.-.-..- - ..~.. ...~ ~ e STATUS OF REGULATIONS February 2903 Status of HHS HIP AA Administrative Simnlification Re2UlatiODs - TITLE DFSCRIYnON STATUS Standards for Electronic The fina1 rule adopts the initial Final Tmnsactioos standardized fonnats for Published August 17,2000. 65 FR 50312 transactions and code sets for several types of transactions, Compliance date 10/16/2002 (or including health claims, eligibility, 10/16/2003 if compliance verification and health plan extension plan submitted). enrollment. Adopted standardized code sets that are used to communicate medical information, such as diagnoses or medical Drocedures CU. ICD-9 codes). St;mdards for Privacy & The fina1 rule adopted standards for Final Individually J<Jp.nrifiable Health the privacy of personal health Published 12/28/2000. Infonnation iuformation. Establishes a 65 FR82461 comprehensive framework for the Complianoe date 4/1 4/2003. use and disclosure of iMmifiable health infonnation. Establishes several new individual ril!bts. Privacy Guidance Provides answers to general Issued 7/6/2001 addresses Privacy questions regarding the Standards Rule published 12/28/00. for Privacy of Individually 1d_ifiable Health Information (the Privacy Rule) that was published l2!28/00. An additional guidance docmnent Issued 1214/02 addresses Privacy publisbed to answer general Rule published 12/28/00 aud the auesrions re the PrivacY Rule. modifications nublished 8/14/02. Modifications to Standards for Changes/modifications to the Final Privacy of Individually Privacy Rule published 12/28/00. Published 08/14/02 IdeatifiabIe lllL...ation These rhAV" affect: (NPRM Published 3/2102) 4S CFRS31&2 - Consent and Nolice - AuthorizatioDs - Jncidcota1 uses & disc\osuIes Compliance date 4/1412003. - Business Associate <Jrace Period - Employment Records - Hybrid entity definition - Minor.; - Research .-..---.--..-.--- - MaIketiDg---- - .ACCOUDIing of disclosmes e 1 43 . .--. .-"- - .-.-----_. _.__._---_._~_. ,.------.----.---.... -- --..- _..-- ...---......-..-- .__~ _a ____ __._. _.n___ ----.---- - ------.. TITLE DESCRIPTION STATUS Standard Unique Identifier for This fina1 rule was jointly developed Final . Employers by CMS, Treasury, Labor, and Published 5/31/02 CMS..0047-F Defeme. The regulation adopts the Effective date 713C)f1Yl employer's tax ID number or Complianoe date 7/30104 Employer Ideutification Number (EIN) as the standard for electronic transactions, impIe...",utiug an administrative simplification initiative that has a national scope beyond the Medicare and Medicaid programs. Covers any business that pays wages to one or more employees. Security Standards (HIPAA) This final rule is being jointly Proposed 8/12/98 45 CRF 8334 developed by CMS and the Final rule published 2120/03 CMS-0049-F Department of Commerce. This rule adopts standards for the Complianoe date 4121/05. security of certain electronic idP.rIIifiable health infurmation of health plans, health care (Complianoe date for small health clearinghouses, aud certain health plans is 4121/06.) care provider.;. It implement~ administrative simplification initiatives that have a national scope beyond the Medkare and Medicaid programs. Will require entities to establish administrative, procedural and teclmicaI safeguards to protect health information 1JI'lm"'ined by the entity. Standard Unique Health Care .. This final rule establi~hes a Proposed 5nJ9& Provider Id-rifier standard unique ID, adoptiIIg the Final rule estimated pub1icaPOI,I CMS-0045-F NFl as the standard identifier for all date January 2003 hea1th care providers nnder HlPAA. . . The role implemeots administrative Comp1iam:e date 2 years after r simplification initiatives that have a effective date. national scope beyoDd Medicare aud Medicaid. Will establish a system for assigning a unique idenrifier to all health care providers. 2 . __on. _ ~__ - .---....--..-., . -..-...---.- .._---_..~.... - - ---- t. - e e e 44 . v, . TITLE for Claims Attaclm1ents CMS..o05O-P Standard Unique Health Plan Identifier CMS-41 45-P Enfor=ncnt Modifications to Standards for Electronic Transactions 45 CFR 8381 CMS-0003-F Revisions to Transactions lIDd Code Set Standards for Electronic T~ 45 CFIU381 CMS-OOOS-F - ----_..--- --. DESCRIPTION This rule proposes to adopt a standard for claims anacbments, Which frequently accompany health care standard tIaDSactions. Will adopt or establish a standard for transmitting claims attacbments. Small Entities Affected: Businesses Govermnent Levels Affected: State, Local, Federal, Tnbal This rule proposes the standard health plan identifier. Will establish a system foT assigning a unique identifier to all health care plans. Proposed rule is under development. This proposed rule adopts a revised National Council for Prescription Drug Programs (NCPDP) standard for batched retail pbannacy 1!'a"o<oclions, adopts a revised standard fur pn..nna<:y remittance . advice and prior authorization, and retradS the NDC code as the standard for drugs in all transaCtions except retail harmacies. This proposed rule adopts modifications recommended by the Delo;g....tM Standards M~;m,.,llJtCe Orpni~""!i:. 3 .._.. ..__"..__. _ _.____u___~_. STATUS Unpublished-under development. Proposed rule .,.;tiauated publication date mid-2003. Compliance date 2 years after effective date. UnpubIished-under development. Proposed rule estimated pnblication date Spring 2003. Compliance date 2 years after effective date. Unknown-ilO tiJncVohle set. Proposed 5/31/02. Final rule published 2f20103. Compliance date 10/16/03 with exceptions. Proposed 5/31/02. Final rule pub1ished 2120/03. Compliance date 10/16103 wUh 45 ~., . HIPAA Administrative SimplifICation Provisions Pending External Input e TITLE DESCRIPTION STATUS StI'ndarq forEIectronic Signature An electronic signature standard Regulation will DOt be developed was proposed in the Security until NCVHS bas made a NPRM. Comments indicated lack recommendation. of consensus. Industry continues to worlt on this issue. NCVHS is Implementation of other standards m s. is not affected. Srandard Transaction for First This transaction was named in the Industry expected to propose Report of Injury statute, but industry continues to standard-later this year Proposed worlt on a consensus standard. role will be developed at that time. Implementation of other standards is not affected. Unique Jdentiner fur Individuals Worlt on this identifier was halted On hold. due to privacy conccms. Would Appropriations Ianguagc probibits establish a system for assigning a CMS from expending funds. , unique identifier to all individuals. ImpICl1J<>.,.>tiOI1 of other standards is not affected. Administrative Sim lification Com liante Act R TITLE DESCRIPTION Administrative Simplification ASCA required the Secretary to Compliance Act (ASCA). develop a model compliance extension plan for use by covered Model Compliance Extension Plan entities when requesting the one- Federal Register Notice year extension for implementing the HIPAA transactions and code sets. Exclusion from MaIK:arc Proposed Rule ASCA gives the Sccrctary ~ to exclude from the Medicare PU.'lSliWl any covered P.I1ritiell that an: not compliant by 10/16102 AND have not subwittW a compliance extension Ian. ASCA adds an additional coverage requirement for Medicare effective 1012003. Claims must be submitted - ""==--:=~ - --~- c~y using nac.n.n=---~----- compliant fonnats. Specifies ex . , e. ., for small roviders. Medicare Coverage Requirement Electronic Submission of Claims inHIPAA-compliant Fonnat PiOjlOsCdRule. ----.~-. 4 lations STATUS Congressional Act passed 12127/01. Public Law 107-105, Administrative Simplification Compliance Act (ASCA). CMS issued model compliance plan 3/29/02. Coven:d entities must submit an electronic compliance plan for an extension by October 15, 2002. A ro..ered eotity does not have to file a compliance plan if it will be compliant with the tra~clions rule by October 16, 2002, ewn if its tradiD& parlnelS an: Dot liant. Unpublishc:d-undcr dcvdopmcnt. . e Unpublished-under developmeot. Proposed rule .,.;1:...~tAtI publication date March 2003. - (Includes conditions for obt~mi.1g a waiver. e 46 . Countdown to Comnliance What Covered Entities Must Do Before Anril14. 2003 . Identify and document the covered entity and the health care compOnents . Appoint and educate privacy officer . Identify your workforce " . Identify business associates and modify contracts . Identify and document designated record sets e · Draft policies and procedures Z {, ~ IJ W fr.fV~ 7kA- . hnplement reasonable safeguards . Draft notice of privacy practices . Identify procedures to be used for obtaining acknowledgements . Draft consent forms (optional- Exception: not optional for l~ . . .= -=-~- pub1i<: health departments m NC) -::::=- -::: .:::;::. .::::::= . Draft authorization forms . Train workforce __u__n__I!t. LO;;J C? t1)rK ~ ~/ I/lfAA _ __...___. ._______...____ ._____n~ e 47 (II . NEW HANOVER COUNTY HEALTH DEPARTMENT 2029 South 17th Street Wilmington, NC 28401-4946 Telephone (910) 343-6500, Fax (910) 341-4146 E..,......E...,.,.E~. DAVID RICE, M PH, M A Health Director LYNDA F. SMITH, M P H Assistant Health Director March 18, 2003 To: New Hanover County Board of Health From: Cynthia W. Hewett, Business Officer ~~ Subject: Changes in CPT Codes and Fees We are requesting approval for the following changes related to CPT Codes and fees: Addition! CPT Code Fee Justification Deletion Addition 36416 $14.00 Currently, we use CPT Code 36415 for Collection of Venous Blood by Venipuncture and Collection of Capillary Blood Specimen by Fingerstick with a charge of $14.00. Due to a revision in CPT coding for 2003, we are now able to separate these two services. 36415 will continue to be used for venipuncture and 36416 (new code for 2003) will now be used for fingersticks. The charge for each of these services will be $14.00. Deletion 8447926 Handling This service (T3 or T4) was sent to the State Lab for processing. Fee Only The State Lab is no longer providing this service. Deletion 84443 26 Handling This service (Assay Thyroid Stirn Hormone) was sent to the State Fee Only Lab for processing. The State Lab is no longer providing this service. . "Your Health. Our Priority" 48 - ........." ! . . - I ~ Sharon Neuschafer ~ 041011200301:27 PM To: Malcolm.Blalock@ncmail.net ee: J.D.Potts@ncmall.net, Christina.Millar@ncmail.net, Mark BoyerINHC@NHC, David E RicelNHC@NHC, Dianne HarveIIlNHC@NHC, (bee: archive) ~ Subject: R~onal Water Quality - Public M urs~y,; W The Recreational Water Quality Public Meeting has been scheduled. lJ Date: Thursday, April 24, 2003 I Time: 7 PM Location: New Hanover County Commissioners Assembly Room Historic Courthouse 24 North Third Street I have spoken with Mart Boyer and the meeting will be broadcast on the NHC TV station. Malcolm, Please e-mail Mart Boyer the particulars of your presentation. powerpolnt presentetion, etc. His e-mail is mboyer@nhcgov.com Please let me know if I can be of further assistance. Sharon Sharon Neuschafer Administrative Support Supervisor New Hanover County Health Department Environmental Health Tel: (910) 343-6585 Fax: (910) n2-7810 NOTICE. E-mail correspondence to and from this address may be subject to the North Carofina Public Records Law and may be disclosed to third parties by an authorized county official. e . . ~fi~"t".~ t~ . ~ .....;--"::..... North Carolina Department of Health and Human Services Division of Public Health 1915 Mail Service Center 0 Raleigh, North Carolina 27699-1915 Tel 919-733-7081 0 Fax 919-715-3341 Michael F Easley, Governor Carmen Hooker Odorn, Secretary March 26, 2003 Memorandum To' Local Health Directors Carol Tant, Head (\ vl Children & Y outh Br~h From: Re: Child Health Agreement Addenda I have enclosed information on baseline data for negotiations related to your child health agreement addenda. I was under the impression this information had already been distributed to you, so I apologize for any inconvenience. One of the Child Health Nurse Consultants let me know yesterday that at least some health departments did not receive this data. We appreciate your ongoing efforts in delivering children's services. c: Child Health Nurse Consultants @ Location: 1330 St. Marv', Street. Raleigh. N~ -\0 ElJual Opportunity Employer ------------------------------------- FOR LOCAL USE ONLY - DO NOT SUBMIT TO DPH ------------------------------------- CHILD HEALTH AGREEMENT ADDENDA BASELINE DATA New Hanover County e Section A: Process/Outcome Measures 1 Percentage of resident Medicaid eligible children birth to 21 years of age who received Health Check preventive services 2. Percentage of all children one through two years residing in the county who received a direct blood lead test Year Countv State CY 2001 71.3% 69.3% CY 2001 65.9% 35.0% 3. Percentage of all Medicaid eligible children CY 2001 718% 53.7% one through two years residing in the county who received a direct blood lead test 4. Percentage of children < 12 months of age FY 01-02 100.0% 86.6% that are served in the Child Health Clinic who received WIC Program services* ----'" 5. Percentage of children one to five years of FY 01-0 76.9% e age that are served in Child Health Clinic who received WIC Program services* 6. Percentage of children who received services from the health department who had a Body Mass Index below the 95th percentile but above the 5th percentile for age and gender**' a. Children 2-4 years CY 2001 84.0% 82.5% b. Children 5-11 years: CY 2001 75.4% 75.7% c. Children 12-18 years CY 2001 69.2% 71.5% Section E: School Health Program 1. Percentage of children enrolling in public School 97.7% 97.3% kindergarten who received a preschool Year health assessment within the prescribed 01-02 time lines . If there are no data present, no children were seen in the child health clinic at the local health department for this age group. .. If there are no data present, there were either no children seen in the child health clinic at the e local health department or none of the children who were seen fell into this 8Ml range. FOR LOCAL USE ONLY - DO NOT SUBMIT TO DPH e C .Q c .~ <G '0 .~ E ffi I -E OJ c'- -E~ m.2J5 ...... 1ti..... ~ 1;3 <G Q)Q)jo'O ~~g-5~ :=ffi~w...J .g::; c.. t:: as .c o as c:: o ;: as .~ c:: as D) ... o 1"0 c:g~ "'<.>...J E:s>- ~o" I:g:E a:cjj - -i5' C I C ~ Etl E:c ~ 5 e <G a.U a..oo.Q.c: E ~~ m ~ m I := W I ",= .~ S :!:(/) 130 "'Z u. T T I " I '" " ~-eoll _I 11 ~ ~ &1;3~ ~= E in I C _ c'O I - ~ Iii ~ "".. ~ffis~ g~ ~'a 'E a..E E Ol" ~ .~ :=[?:g ._ j"E c ,,"';< U:::SaJS ~.c '" .g(/)8~ ",c" I- <G C a. ~~o: 0. "'I ...:-cJ:;o 5..... .2 (J) <( U~ ,,::; '" Q) <G c 0 .;:2 <<la "t::::!~ 0).....00 "- 1:: Q) 0(1)'- -g'"'u<( ~ Q) g a. Eo.o L:. :g= _ Cl - :> -00. E ~.E ~ '" .S!, ..!:u) <%S2 "",u ~ ' Ul I ~ I '" I T - c:: Q) EM .~ C.l: .cl::! -ca iii::i Q) J: >- - c:: :J o o I ~~ l!:!c: 0'0 -E "~ 010 " I g .0; I .. ~ I Z .c .E m'a) 0 5:g~ _0 :1:<= .E 1ti13 lY~ 0 U.2 c "::; C)J::; 1ti2:<G I-o ." I- 0 E"" 1ti "S:: E C CIJ . .E(/): -0 C C a: E ~" 0'" III <( C; o " "5:15 c..>- " C ,5 W ... Q) > o c:: as J: == Q) Z b~ oZ :0::>- .C <.> SC Z~ I C . .Q1ti ,j; '" (l)C,Q) ~, '" C .- 0 (I) CD 0 c=-' 8 0 C "~ E Q).c ~ m<5 'E :g ~ 0 o"'C '" .c'" o ".~ E 'E.2 ::! E.2~ !5!~~ "'.C ;!::"C Ea..Q)8 8'" '" - e = 2: 0 E<=.c 0.1:> "", ~ ' Cf.l 0 u ,,~ .cI II Q)Q;.c:~ ClJi;' 8"0; .0,," <.>c I 0)__ . CIJ", ~Cf.lffi CIJ.!!! ~a5 g~l~ '" is W ...,= W .g~I~ T I c.. I T I ..--- = IJ!I <(CIJ 00 Z ~ i e New Hanover County Health Department Strategic Planning Retreat March 22, 2003 Summary Report Facilitators: Pennington (Penny) Whiteside, Jr., MSPH Deputy Director, NCIPH William T (Bill) Herzog, MSPH Consultant Sheila S. Pfaender, MS Research Associate, NCIPH Attendees: Edwin Link, Melody Speck, Robert Greer, Gela Hunter, Edward Weaver, Henry Estep, Sandra Miles, David Rice, Ellen Harrison, Frances DeVane, Elisabeth Constandy, Cindy Hewett, Marilyn Roberts, Pat Johnson, Dina Sarvo, Betsy Summey, Betty Jo McCorkle, Jean McNeil, David McDaniel, Nancy Nail, Dianne Harvell, Diane Vosnock, Alene Mabry Strateaic Plannina Kick-off Mr Herzog began planning session by welcoming participants and presenting the goals for the session. 1 Goals a. Modify strategic priorities b. Set three to four achievable strategic goals e Mr Herzog indicated the accomplishments that stand out from the Strategic Planning Session in 2002 were the goals that were measurable and tangible. Mr Rice expressed his thanks for the support of leadership from the Institute of Public Health and for Mr Whiteside's allowing Mr Herzog to help us with the process. Mr Whiteside said he was pleased to be able to work with us and congratulated the Board of Health for being selected as the Outstanding Board of Health in NC. Work-GrouDs Mr Herzog instructed participants to form work-groups of people who have worked together very little to help bring a variety of viewpoints to the group. Three work-groups were formed, and after one-on-one interviews, participants were introduced. Health Statistics Elisabeth Constandy reviewed health statistics relative to the Healthy Carolinians / Healthy People 2010 Goals. I. Infant Mortality 1 NC has 3rd highest infant mortality rate in US 2. Rates in NC have declined, but progress has slowed 3. High NC rates among African American women 4. Minority infant mortality rate getting worse compared to White rate (NC) 5. Birth defects leading cause of infant death 6. Other factors: alcohol and tobacco 7 NHC Data a. NHC women more likely to smoke while pregnant b. Minority rates better than state average, still high compared to US average c. White fetal death rate higher than state average e Strategic Planning Retreat 03/22/03 Summary Report Page 1 of7 II. 1 2. 3. 4. 5. 6. 7 III. 1 2. 3. 4. 5. 6. 7 8. Asthma Over 130,000 NC children suffer from asthma Leading cause of school absence, ED visits, and hospitalization African American and Latino children are more likely to be hospitalized, use ED for primary care, and die from asthma Controlled by reducing exposure to triggers, proper medication use, education Eastern NC has higher rates of absenteeism and hospitalization from asthma than state average NHC has lower hospitalization rates than state and region NHC has higher rates of diagnosed asthma, undiagnosed wheezing, total % wheezing, % reporting missing school and activities, and % of students who smoke Cancer 2nd leading cause of death in US and NC NC is slightly higher than US for newly diagnosed cancers of lung, bronchus, prostate, female breast, colon, and rectal cancers In NC, African Americans are 35% more likely to die from cancer than Whites (females from breast and colon, males from colorectal, lung, and prostate), even though incidence is similar or lower than White rates Eastern NC rates for cancer screening are similar to state average; Urban NC rates are better than state average Eastern NC mortality rates are higher than state rates for breast, lung, colorectal, cervical, and prostate Urban NC mortality rates are similar to state rates NHC incidence rates are similar to state rates for colorectal and lung, and better than state rates for female breast and prostate BRFSS Data 2001 NHC vs NC a. NHC has lower reported numbers of men who have had a Prostate Specific Antigen (PSA) blood test to screen for prostate cancer b. NHC has higher reported numbers of residents who have used a blood stool kit to screen for colorectal cancer IV Diabetes 17th leading cause of death in US and NC 2. A leading cause of disability and hospitalization 3. Estimated 14 of people with diabetes in NC are not aware of it 4. Incidence is 57% higher in African Americans than Whites; African Americans are 3 times as likely to die from diabetes than Whites 5. More common in people over 60 6. BRFSS 2001 Data: NHC vs NC a. Fewer NHC residents have been told they have diabetes than state rates b. However, during pregnancy, more NHC residents have been told they have diabetes as compared to state rates c. NHC has higher mortality rates for total population, specifically people over age 65, White Males, Minority Males, and Minority Females d. Mortality rate for Minority Females is extremely high in NHC, compared to NC V Heart Disease and Stroke 1 Heart disease is leading cause of death in NC and US; Stroke is 3rd leading cause of death 2. Our region is the "Buckle" of the Stroke Belt; highest levels in the Nation 3. NC and regional residents have higher prevalence of leading risk factors: tobacco use, sedentary lifestyle, and overweight/obesity 4. While Urban areas of NC have lower death rates from CVD and Stroke, Eastern region has rates much higher than state and national rates 5. BRFSS 2001 Data: NHC vs NC a. NHC residents report similar rate to state data for having cholesterol checked b. NHC has lower percentage of adults that report being told they have hypertension. Strategic Planning Retreat 03/22/03 Summary Report Page 2 of 7 . { e e e . VI. Immunization 1 Influenza and pneumonia are leading vaccine preventable diseases among adults 2. Almost 90% of deaths from these diseases occur in adults over age 65 3. Under-vaccinated areas tend to have lower SES and access to health care 4 NHC rates for age-appropriate vaccination are higher than state rates 5. BRFSS Data: NHC has lower adult flu vaccine rate than state rate e VII. 1 2. 3. 4 5. VIII. 1 2. _IX. 1 2. 3. 4. 5. 6. X. 1 2. 3. 4. XI. 1 2. 3. 4. _ Overweight and Obesity Becoming the leading preventable cause of death in NC and US Type II Diabetes rates climbing rapidly NC children are 2-3 times as likely to be overweight or obese as their US counterparts NC elementary school children are being diagnosed with high cholesterol and hypertension Risk factors for Overweight and Obesity include: a. Education level b. Income c. Ethnicity d. Geographic location in NC (Southeastern region posing the largest threat) Nutrition In addition to overweight and obesity, other health risks from poor nutrition include: a. Gall bladder disease b. Sleep apnea c. Osteoarthritis d. Respiratory problems e. Mobility problems BRFSS 2001 Data: NHC vs NC a. Only 14 of adults report meeting 5-A-Day goal (NHC and NC) b. Similar percentages for 3-5 servings per day, 1-3 servings, and less than one serving per day Physical Activity NC girls are less active than boys Teens are less active than younger children African American girls are least active of all This leads to: higher rates of overweight, obesity, CVD, stroke, and cancer Southeastern NC has highest self-reported levels of no leisure time activity in the state BRFSS Data: NHC has better self-reported rates than state Tobacco Use More NC adults smoke than US average 1999 Youth Tobacco Survey reports almost 40% of high school students use tobacco, and almost 20% of middle school students Men are more likely to smoke than women, but female use is increasing among youth and college age Eastern region has highest youth use rate Responsible Sexual Behavior Early sexual activity leads to higher rates of STDs, HIV/AIDS, unwanted pregnancy, and cervical cancer 61% of NC youth report sexual activity, compared to 48% nationally Of those reporting sexual activity, 20% report drinking alcohol or using drugs the last time they had sex Teen Pregnancy and Birth a. NC has higher rates for all age brackets, compared to US b. NHC falls into second lowest category related to NC averages c. Over half of NHC high school seniors report having intercourse three or more times Strategic Plannin9 Retreat 03/22/03 Summary Report Page 3 of 7 XII. 1 2. XIII. 1 2. 3. 4. 5. 6. 7 8. XIV 1 2. 3. 4. 5. 6. XV 1 2. 3. 4 5. Sexually Transmitted Diseases Over 2/3 of STDs in NC occur in the 15-24 age bracket In 1998, NC ranked 1 st in the US for primary and secondary syphilis cases, and 4th for primary and secondary syphilis rate 3. Women are at a higher risk, due to being asymptomatic 4. African Americans and Latinos are disproportionately affected by HIV and AIDS 5. NHC falls into "1-95 and 1-40" corridor, which has the highest STD rates in NC 6. Risks higher in NHC due to transient population, tourism, and UNCW 7 STD incidence rates in NHC higher than state rates for most diseases (not total syphilis) 8. Minority death rate from AIDS higher in NHC than NC Oral Health Single most common health problem among children 44% of NC children have dental disease NC has shortage of dentists and hygienists Oral health largely dependent on SES Untreated dental disease more common among African American and Latino children Urban areas of NC have higher than average rates for dental visits and cleaning in the past year Eastern areas have lower than state average rates NHC is higher than state average for Kindergarten and 5th grade children receiving screening and being cavity-free, and those receiving sealants 9. NHC is lower than NC rate for Kindergarten and 5th grade children with untreated decay (Dr McDaniel noted the shortage of dentists due to a fewer number of dentist graduating. Many rural areas do not have dentists. There are 38 dentists per 100,000 population in North Carolina. They are seeing a rise in kindergarteners having cavities.) Air Quality Large portions of state are in violation of 8-hour National Ambient Air Quality Standard for ozone Children are most at risk for exposure to ozone Exposure can aggravate asthma, causing more hospitalizations and deaths Other pollutants include CO, lead, N02, S02, and particulate matter NHC usually falls into "good air quality" standards, but is not totally free of pollutants In 1999, NHC ranked in the 10% of worst US counties for S02 emissions, and 20% worst for C02, N02, and volatile organic compounds. 7 NHC has some of the highest state exposure levels for N02 (thanks to CP&L, Sutton, PCS Nitrogen Fertilizer LP, and Occidental Chemical 8. Hazardous Air Pollutants can cause cancer, and neurological, respiratory, and reproductive effects. 9. NHC ranks in the 20% of worst counties in US for cancer risk from HAPs 10. The estimated cancer risk for NHC residents is 1 OOx the goal set by the Clean Air Act, due to vehicle emissions, off-road equipment, and point sources (A report, by Sheila Pfaender entitled "New Hanover County Environmental Assessment, " was distributed to each participant.) Lead Poisoning Leading environmentally caused pediatric health problem Lead affects almost every organ system and is very harmful to developing brain and CNS in children Prevalence of elevated exposure in African Americans is more than double that of Whites in NC Low income, rural, and Eastern NC communities at greatest risk for elevated blood lead levels NHC has higher than average rate for % of 1 and 2 year olds screened and lower than average % with elevated blood lead levels 6. In 1999, NHC was among 20% of US counties with highest number of housing units with lead hazards 7. Recent lead analyses submitted to state lab have returned significant positives from private residences and schools or child care centers Strategic Plannin9 Retreat 03/22/03 Summary Report Page 4 of 7 . , e e e . e XVI. 1 2. Food Safety Food borne illness disproportionately affects young, old, chronically ill, and immuno-compromised Determinants: a. Sanitation, food handling practices, infected food handlers, presence of rodents and insects, cross contamination, and sanitation of food contact surfaces 3. A number of food borne diseases are gaining increasing importance: a. Some are rare but gaining prevalence b. Some are spreading in geographic range c. Some are becoming more difficult to treat d. Examples: E. coli 0157:H7, salmonellosis, listeriosis XVII. Water Quality 1 Surface Waters a. NHC ranks at or slightly better than average among counties in US in % of surface waters with impaired or threatened uses b. There were 27 bodies of water in NHC with some level of impairment (1998), from sediment, organic enrichment, abnormal pH, and presence of pathogens c. Pollution from large point sources is a problem XVIII. 1 2. XIX. 1 e XX. 1. 2. 3. 4. 5. 6. 7 Watersheds NHC has portions of 3 watersheds: Lower Cape Fear, NE Cape Fear, and the New. According to 1998 EPA Clean Water Act data, both the Lower and NE Cape Fear have "less serious" quality issues and are rated "low" for vulnerability 3. Historically, contamination issues result from flooding due to hurricanes Toxic Chemical Releases In 2000, NHC ranked among 10% worst US counties in terms of major chemical releases and waste generation 2. Majority (over 80%) of chemical releases are to the air 3. Chemical releases in NHC with highest cancer risk include arsenic and chromium compounds (CP&L, Sutton, and Occidental) 4. Total cancer risk scores have been reduced greatly overall in recent years, especially from Sutton and Occidental 5. Total cancer risk scores from other point sources have increased drastically recently at other point sources (500-1275% increase) Other Environmental Issues Groundwater and well water Ocean and beaches Land contamination Agricultural pollution Municipal waste management Municipal sanitation Municipal water systems Oraanizatlonal Levels Mr Herzog explained Organization Levels as: 1 Strategic - Mission, goals, policy - Board of Health responsibility 2. Management - Direction, leadership, coordination - Organization Leadership 3. Operations - Day to day supervision, procedures - Line Supervisors e Strategic Planning Retreat 03122/03 Summary Report Page 5 of 7 . Strateaic Plannlna Process , . 1 Definitions a. Strategic Issue - Policy question or critical challenge that is: i. Organization-wide ii. Significant consequences if not addressed ili. Reasonable chance of solution b. Goal e i. Measurable change in health status or environmental condition ii. Mr Herzog stressed the need to pay more attention to goals rather than activity - spend more time talking about the state or condition (what are current rates and how can we change them?). c. Priority i. Relative importance (can also refer to urgency) d. Strategic Planning - deals with important organization-wide issues that have policy implications, setting goals, and establishing priorities e. Management Planning - deals with managing organizational resources to meet established goals f. Long-range planning - planning for a multi-year time frame, usually 3 to 5 years (can be at strategic or management level) g. Short-term planning - planning for periods up to 2 years or so (also can be strategic, management or operational) Review of Stratealc Priorities Mr Herzog instructed each group to review the Health Department's current Strategic Priorities. He urged the groups to talk more about goals that have been achieved rather than things that have been done. Talk about how services have impacted rates in community rather than activity reports. He sited the example of "Access to Health Care" - a major strategic issue - and the need to define goals. The bilingual signs installed at the Health Department demonstrate an activity that helped achieve the goal. The groups need to focus on goals within _ strategic priorities. ., Revised Stratealc Priorities Each work group considered current Strategic Priorities and presented the following list of revisions: 1 Emerging health risks 2. Access to health care 3. Staff development and continuing education 4. Facility utilization 5. Preventive services 6. Information technology Betsy Summey noted that communication, as it relates to Access to Health Care, can be a detriment if services are advertised and yet clients who call are unable to obtain an appointment. Dr Speck stressed the need to evaluate what we've done. Mr Rice reminded the group to focus on the three prongs of the Health Department Mission Statement - promotion, prevention, and protection. Luncheon Discussion 1 Historical or traditional markers 2. Strengths a. Staff loyalty - low personnel turn-over b. Commitment c. Friendly staff d. Strong work ethic e. Soard of Health (SOH) members who give their time to do what's necessary for the good of the organization f. Well organized and structured SOH with great direction e Strategic Planning Retreat 03122/03 Summary Report Page 6 of 7 . e 3. Hidden assets a. Development of PHRST and subsequent networking with other agencies b. Collaborations within community with other health care provider c. Physical asset - elevator, location d. Staff loyalty and dedication Goal Settina Mr Herzog explained meaningful goals as they relate to Strategic Priorities. 1 Tests of a Meaningful Goal Statement a. Describes a desirable state or condition to be attained, not the action required to get there b. Is reachable, not "blue sky" c. You can define in advance how you will know when you get there d. The goal statement itself provides a meaningful guide to action among responsible staff Mr Herzog then instructed the groups to develop some goals for each Strategic Priority. Strateaic Priorities - Goals Summary Mr Herzog recommended the BOH target one priority per meeting at its next meeting(s). He also suggested that management turn to the division directors to find out what they feel is important. The group was hesitant to rank the priorities fearing that may automatically put something on the back burner 1 Access to Health Care a. Increase awareness of risk b. Reduce death due to preventable diseases c. Decrease language barrier - possible full-time interpreter d. Increase communication / education e. Increase English as Second Language (ESL) availability / access e 2. Emerging Health Risks a. Increase capacity to respond to emerging problems, i.e., training, epidemiology, tabletop exercises, etc. b. Water and air quality - recreation i. Educate HD personnel and BOH ii. Educate general public iii. Influence policy makers c. Revisit Environmental Health statistics 3. Staff Development and Continuing Education a. Cross-training - improve staff flexibility b. Utilize experts within the department 4. Facility Utilization a. Optimize use of NHCHD building b. Relocation of Environmental Health Services c. Establish a "Space Allocation Workgroup" 5. Preventive services a. Increase rate of adult flu and pneumonia immunizations age 65 and older i. With outreach sites ii. Through "Open Clinic" e 6. Information Technology a. Survey needs and abilities of staff b. Increase staff proficiency with technology as it relates to primary job assignments Strategic Planning Retreat 03/22/03 Summary Report Page 7 of 7 ,,"\',\\l'U;t'J? ,~.'~,~.,'l l' ~~~~ ~'..,. . _ -' s ':/.".-~k '(:f;~~"'> ':iOilTii',,,';;.' NEW HANOVER COUNTY HEALTH DEPARTMENT 2029 SOUTH 17TI1 STREET WILMINGTON, NC 28401-4946 TELEPHONE (910) 343-6500, FAX (910) 341-4146 _....,.,."._. DA VJD E. RICE, M.P.B., M.A. Health Director LYNDA F. SMITH, M.P.A. Assistant Health Director March 13, 2003 Dear Physicians: The State of North Carolina has now received the smallpox vaccine, and it has been distributed to the seven Public Health Regional Surveillance Teams (PHRST). Stage I pre-event vaccinations have begun. e New Hanover County is the host county of the North Carolina Public Health Regional Surveillance Team in Region 2 (PHRST-2). Dr. Thomas Morris has been hired as the new physician epidemiologist for PHRST-2 and has started work at the New Hanover County Health Department. He will give a presentation on the smallpox vaecination indications and side effects at Coastal AHEC on March 27, 2003. Many physicians responded to my previous correspondence and indicated a willingness to receive the vaccination. It is anticipated that pre-event vaccinations will be administered to a small select group of physicians and other health care providers during Stage I. More physicians and healthcare providers will be vaccinated when Stage \I of pre-event vaccinations is implemented. Please make plans to join us at Coastal AHEC on March 27 to meet Dr. Morris. The presentation will begin at 6:00 p.m. The topic will be .Vaccinia: Adverse Events and Guidelines for Reporting, Consultation, and Treatment." Depending on demand and space, a second presentation may be scheduled at a later time. Contact Alene Mabry at 910-343-6760 or amabrvtfilnhcaov.com to reserve your seat. Maximum seating at AHEC is approximately 120. Sincerely yours, ~ ~ p--~W1iO. ~ Janelle A. Rhyne, M.D., FACP e II '/joUI' .JJBalth _ OUI' PI'Wf'it'l" , . ~ t , , , RESOLUTION URGING THE STATE OF NORTH CAROLINA TO INCREASE THE TAX ON CIGAREnES WHEREAS, the New Hanover County Board of Health is delegated the responsibility to protect and promote the public health; and WHEREAS, the New Hanover County Board of Health upholds the mission of the New Hanover County Health Department to preserve, protect and enhance the general health and environment of the community; and WHEREAS, the general goals of the New Hanover County Health Department include the promotion of "healthy and safe lifestyles" and "identification and reduction of health risks in the community"; and WHEREAS, a goal of Healthy People 2010 is to "reduce illness, disability, and death related to tobacco use and exposure to secondhand smoke"; and WHEREAS, death rates from heart disease and cancer, the leading causes of clealh in North Carolina and New Hanover County, are partially attributable to smoking and tobacco use; and WHEREAS, the current tax on cigarettes in North Carolina is 'Nell below the national average and only higher than two other states; and WHEREAS, seventy percent of the 638 participants, in a current North Carolina Public Health Awareness Survey, favorably responded to a cigarette tax increase of $0.25 to more than $1.00 (provided that the money is used to fund tobacco use prevention programs for youth); and WHEREAS, each year 24,200 children in North Carolina become regular daily smokers and 1/3 of those will die prematurely; and WHEREAS, studies show that a 10 percent increase in the prica of cigarettes can lead to a 6 to 10 percent decrease in the smoking rate of youth and a 3 to 5 percent rate for adults; and WHEREAS, the Centers for Disease Control reported that tobacco use cost North Carolina $4.75 billion annually in health care expenses and lost productivity; and WHEREAS, North Carolina can collect significant additional revenue that would help to ease the financial crisis it currently faces; THEREFORE, BE IT RESOLVED that the New Hanover County Board of Health determines that a tax increase to at least the national average needs to be applied to the real prica of a pack of cigarettes. Only then will an overall reduction in youth and adult consumption be realized as well as the added benefit of a significant increase in revenue generated for the State of North Carolina. Gela N. Hunter, RN, FNP, Chairman Adopted by the New Hanover County Board of Health August 7, 2002 ,,' III $ . 9 ~ e 8"5 i~' III ~. I!l. So ~.~ i:ho () I!l ac:>- () 0 -. ..., I! Om ;:1.0 ~~ o I>> ~~ _.0 I>> a. If en en ~ -.0 ~ 2. :z: =a. n I>> 1>>;::; ::J::J" =:e . ::J::J" e n 0 (; I>>:Z: en I>> a. < _a. ::J "'U zl>> 0: "a. en a. 9:;0 ::: '2 I>> : ~ (', ~ . (; 0 => - -. - :=c ~~:: ,..... = = a.s::::t ~ ~ ::: ~ ....0 ""I ~ ~ g.@~ I>> ::J .:TO' )C fI) o ~ ""I \ -. l".l~ ::J ""I .... -- '- , ~ o ~ . ""I - e !JQ - :T -. . !, . .m, . , D8VIcI E RIce 0311212003 05:06 PM To: NHCBH cc: Subject: [Lhd) FW: NEWS: Locals lobby for tobacco tax hike fyi Thanks, David E. Rica, Health Director New Hanover County Health Department 2029 South 17th street Wilmington, NC 28401 Phone (910)343-6591 Fax (910)341-4148 drice@nhcgov.com htlp:Jlwww.nhchd.OItI - Forwarded by David E Rice/NHC on 0311212003 05:06 PM - a.i VI "Debor8h RoweR <ncpha14lmlndeprlng. com> Sent by: Ihd-admin@dBhnet.net 0311212003 04:00 PM To: "Local Health Dirsclors" <lhd@dBhnet,nel> cc: (bee: archive) Subject: [Lhd) FW: NEWS: Locals lobby for tobacco tax hike Many thanks to the following health directors who made the trip to Raleigh to show the support of the NC Association of Local Health Directors and the NC Public Health Association for House Bill 254: Mimi Cooper, Randolph County; Wayne Raynor, Harnett County, Don Yousey, Brunswick County, David Rice, New Hanover County; and Jerry Parks, Albemarte Health District, There were 14 legislators present for the Press Conference and that many organizations present in providing support. The message was simple: This bill is a public health bill, This bill provides the potential to have the greatest impact on the public's health in many decades, Increasing the cost of cigarettes will cause a decline in consumption, especially for teens and pregnant women, and will save lives and medical care costs, Pediatricians treat children for diseases and illnesses caused from the mother's use of tobacco products or by second hand smoke, As Dr Olson Huff so eloquently said, these children go from the "smoke filled womb to the smoke filled room" He said that it was not unusual for 10-12 year old children who are already smoking a pack of cigarettes a day to be treated for smoke related illnesses. Our kids deserve better If you have not gotten involved, please do so. This may be our generation's public health legacy to the children of North Carolina. deb --o;ginal M~!ge From: Ann Houston [mailto:ncs1395@mindspring.com) Sent: Wednesday, Marth 12, 2003 8:14 AM To: Tim M<:GIoin; Suzanne Depalma; Sheryl Scott; Scott Proescholdbell; Sarah Carl2r; Sandra Colt; Sally Malek; Robert Brown; Richard Rosen; Renee Douglas; Rebecca S. Williams; Phlllsa Parker; Paul Savery; Pam Kohl; Melva Fager Okun; Mary McBrath; Margaret Watkins; Margaret Brake; Lynette Tolson; Trad Oark; Terry Quinn; Teri VanDyke; Sun Choe; Steve Johnson; Mary Gillett; Jennifer Woodward; Ebony Randall; Deborah cemto; Chandra Green; Bronwyn Glenn; Karen Caldwell; Jeanne Dalraghl; laurie Mettam-Rude; Larry Gourdine; Kenny Ray; Kathy Blue; Kathleen McCann Webster; Katherine Hampton; . . . . ,~ , Julia Garnett; John Thompson; Jim Martin; Jim Catlin; 'Gary Miner'; Donna Dinkin; Donna Borowski; Dianne May; Delmonte Jefferson; Deborah Rowe; David Altman; Charlotte Ranz; Anne Butzen; Anna Wood; Ann Houston; Amy Ward; Amy Dixon; Austin, William D. Subject: NEWS: Locals lobby for tobacco tax hike e Last changed: March 11. 2003 12:00AM Locals lobby for tobacco tax hike-Wilmington Star Health directors heading to legislature By Millard K. lves Staff WHter millard.ivesallwilminatonstar.com Smokers may have to cough up more money if local health offidals succeed in persuading the legislature to raise the state dgarette tax by at least 75 cents a pack. Health department directors from Brunswick and New Hanover counties will head to Raleigh on Wednesday in hopes of influendng state legislators to raise the current tax from 5 cents to at least 80 cents a pack. They will be part of a group from across the state that will rally for support of a resolution by the N.C. Alliance for Health that calls for the increase. 'We look at it as a user fee - charging smokers up front for the health care they will eventually need," said Don Yousey, director of the Brunswick County Health Department. e David Rice of the New Hanover County Health Department will join him on the trip. North Carolina's 5-cent tax is the nation's third lowest. According to the resolution, the use of tobacco products cost the state $4.75 billion in medical costs and lost productivity each year. Mr. Yousey said in a presentation to his Board of Health Monday night that the extra tax would generate $553 million for the state during the next fiscal year. It would trickle down to help pay for local smoking-prevention programs, health insurance for children and other programs such as Medicaid, he said. ''Sixty-six children start smoking each day across the state," Mr. Yousey said. 'This can save our children's lives." The resolution will help support House Bill 254, which was filed this month and aims to decrease smoking among children by raising the tax. About 26 percent of the state's residents smoke. Mr. Yousey said that every 10 percent increase in dgarette price results in a 3 percent to 5 percent decrease in overall e ... '. , . . . smoking. "lhe tax increase would lead to a decline in smoking that would help save the county thousands of dollars used to treat smoking-related illnesses," he said. He's not just blowing smoke. According to resolutions passed by the two counties' boards of health recently, heart disease and cancer are the leading causes of death in the New Hanover and Brunswick counties, a statistic partially attributed to smoking and toba(:co use. In the two counties, which faced a combined cut in state reimbursements of almost $6 million this fiscal year, health offidals said they have no problem taxing what has been the leading cash crop in Southern states since colonial times. "Our mission is to promote health and prevent disease," Mr. Rice said. Millard K. Ives: 343-2075 millard. ives@wilmingtonstar.com , " North Ca~ina AI~ance for Health e NEWS IIU,E4SE Wednesday, MarclII2, 2003 CONTACI': Melva Fager Oknn To Coordinator 919-624-4382 MOMENTUM GROWS FOR PASSAGE OF CIGARETTE TAX INCREASE IN NC RALEIGH - Today, North Carolina joined a growing number of tobacco producing states pushing for a substautial increase in the cigarette excise tax. Legislators and advocates ftom around the state joined fon:es to urge passage ofHB 254, newly introduced legislation that would raise North Carolina's tax to 75 calls. Cum:utly, the cigarette excise in North Carolina is :live . ceIIIs, the third lowest in the COUDtry. "House Bill 254. is a bill about prof-'ll the health of our childreo," said Representative Jwuifta Weiss (Wake-D), the bill's primaJy spoosor. "We know that for every 10 pen:ent we increase the price of a pack of cigarettes, seven pen:ent fewer children begin to smoke. Bringing our tax up to 75 cents will preveut, over time, close to 106,000 of our children ftom startiDg to smoke and will save 33,750 of them ftom premature smoking-related deMhq." she said. Flanked by a room full of supporters, Weiss and primary bill co-sponsors Reps. Rick Glazier (Cumberland-D), Verla Insko (Orange-D) and Martha Alexander (Mecklenburg-D) indicated that support fur increasing the cigarette tax is growing, daily. "This bill cunent1y has 13 spoDSOrs represeDling all parts of North Carolina, " said Weiss. "Clearly my colleagues an: listening to the fulks at home and our constituents are telling us that we need to increase the cigarette tax-both for health reasons and for financial reasons," she stated. e Rep. Glazier, a first term legislator from Fayetteville, echoed Weiss' sentiments. "Tbe 75 cent tax would IS............ close to $450 million in critical new revenue, a......ally,. he said "It will n:duce teenage smoking. defray health care costs as~"'M with smoking, and help generate fimds to close the budget deficit. I n:cognize that adults have choices and they have the right to make a choice to smoke. But that doesn't mean we have to economically support their choice. This bill is about saving lives and ensuring futures-it's a win-win for North Carolina, . stated Glazier. Dr. Olson Huff: a pediatrician from Asheville, emphasized the positive impact a tax increase will have on the health of children. '"These members of the General Assembly have eloquently stated what we, as pediatricians, see in our pnu:tice every day. We see children as }'01ID8 as 10 and 11 beginning to smoke. In North Carolina, 17 pen:ent of our middle school students and 36 percent of our high school students are regu1ar users of tobacco products. lncIeasing the price of cigarettes, by increasing this tax, is OIIC of the fiIstest, most effective ways to stem the tide of this dilldhood epidemic." . "There is growing momentum for substantially increasing the cigarette tax in North Carolina," said Pam g...""''''l. Executive Director of the North Carolina Alliance for Hea1tb, a coalition of e -more- , . , , e e e Page 2 North Carolina Alliance fur Health News Conference March 12, 2003 OTgllni:nltions and individuals dedicated to smoking prevention and supporting a 75 cent increase in the tax,. ''Daily, new organizations, representing thousands of North Carolinians ftom across the state, announce support for increasing this tax. These people feel we have a responsibility to protect the health of our children and to provide them with a healthy financial future," she said. ''We applaud Representatives Weiss, Glazier, Insko, Alexander and the other bill co-sponsors for their leadership on this tough issue. Each has demonstrated COUJlIge and a commitment to a healthier North Carolina," said Seamans. Seamans also noted that every state in the Southeast is looking at increasing this tax. ''South . Carolina is actively considering several tax bills to fund Medicaid and Georgia's new Republican governor has included a substantial tax increase as part of his proposed budget. On March 6, West Virginia's tax was increased to 55 cents," she said. "At the beginning of the year, the national average for the cigarette tax was 62 cents. So fill" this year, three states have had cigarette tax increases now the average is closer to 65 cents. North Carolina should not be left behind-either in the health of our children or in our financial security," she concluded. #I#N## en ... = o A. ~ A. ILl = ILl g:: U Z - = en ILl = ... en z g:: ILl ::c ... :) o en . . '. , . , e e . ._ _ u_ I . e e e IM.- David E Rice q n.. 03/1712003 08:01 AM To: bjones@nhcgov,com@NHC, dharvell@nhcgov,com@NHC,Janet McCumbee/NHC@NHC, Lynda SmithlNHC@NHC, Thomas MorrislNHC@NHC ce: Subject CDC Advisory 00118 - Atypical Pneumonia fyi _m_ Forwarded by David E Rice/NHC on 03/17/2003 08:00 AM _m_ . Health Alert Network <health alert @cdc.goY> 03115/2003 08:51 PM To: Health Alert Network <healthalert@cdc,gov> cc: (bcc: archive) Subject CDC Advisory 00118 - Atypical,pneumonia This is an official CDC Health Advisory Distributed via Health Alert Network March 15, 2003, 20:45 EDT (8:45 PM EDT) CDCHAN-000118-03-03-15-ADV-N FOllowing is information regarding the current WHO investigation of atypical pneumonia, Included are: a news release from the CDC, interim information and recommendations for health care providers, and text of a travelers' health alert card which will be distributed to targeted international travelers returning to the U,S, COC Issues Health Alert About Atypical Pneumonia Atlanta: In response to reports of increasing numbers of cases of an atypical pneumonia that the World Health Organization (WHO) has called Severe Acute Respiratory Syndrome (SARS), the Centers for Disease Control and Prevention (CDC) today announced several steps to alert US health authorities at local and state levels, CDC activated its emergency operations center on Friday, March 14, upon learning of several cases reported in Canada among travelers recently returned from Southeast Asia and their family members, The federal public health agency: . Issued a health alert to hospitals and clinicians on Saturday, March 15, . Briefed state health officials on Saturday, March 15, . Is investigating illness among travelers who may have passed through the United States after having potential exposure to the virus, . Is preparing health alert cards to give to travelers returning from Southeast Asia, . Is preparing guidance to assist public health departments, health care facilities and clinicians in monitoring and identifying potential cases, . Deployed eight CDC scientists to assist the WHO in the global investigation, . Is analyzing specimens to identify a cause for the illness, CDC has been working with the World Health Organization (WHO) since late February to investigate and confirm outbreaks of this severe form of pneumonia in Viet Nam, Hong Kong, and . l 4. parts of China. No cases have been identified to date in the United States. e "The emergence of two clusters of this illness on the North American continent indicates the potential for travelers who have been in the affected areas of Southeast Asia to have been exposed to this serious syndrome," said Dr Julie L. Gerberding, CDC Director "The World Health Organization has been leading a global effort, in which CDC is participating, to understand the cause of this illness and how to prevent its spread. We do know that ~ may progress rapidly and can be fatal. Therefore, we are instituting measures aimed at identifying potential cases among travelers returning to the United States and protecting the people with whom they may come into contact." The WHO issued a global alert about the outbreak on March 12, cautioning that the severe respiratory illness may spread to hospital staff. No link has been made between this illness and any known influenza, including the "bird flu" (A[H5N1]) outbreak reported in Hong Kong on February 19. ### Severe Acute Respiratory Syndrome (SARS) Interim Information and Recommendations for Health Care Providers 3/15/20036:00 pm Eastern Standard Time The Centers for Disease Control and Prevention (CDC) and the World Health Organization have received reports of patients with severe acute respiratory syndrome (SARS) from Canada, China, Hong Kong Special Administrative Region of China, Indonesia, Philippines, Singapore, Thailand, and Vietnam. The cause of these illnesses is unknown and is being investigated. Early e manifestations in these patients have included influenza-like symptoms such as fever, myalgias, headache, sore throat, dry cough, shortness of breath, or difficulty breathing. In some cases these symptoms are followed by hypoxia, pneumonia, and occasionally acute respiratory distress requiring mechanical ventilation and death. Laboratory findings may include thrombocytopenia and leukopenia. Some close contacts, including healthcare workers, have developed similar illnesses. In response to these developments, CDC is initiating surveillance for cases of SARS among recent travelers or their close contacts. Case Finding Clinicians should be alert for persons with onset of illness after February 1, 2003 with: . Fever (>380 C) ANO . One or more signs or symptoms of respiratory illness including cough, shortness of breath, difficulty breathing, hypoxia, radiographic findings of pneumonia, or respiratory distress ANO One or more of the following: . History of travel to Hong Kong or Guangdong Province in People's Republic of China, or Hanoi, Vietnam, within seven days of symptom onset . Close contact with persons with respiratory illness having the above travel history. Close contact includes having cared for, having lived with, or having had direct contact with respiratory secretions and body fluids of a person with SARS. Oiagnostic Evaluation Initial diagnostic testing should include chest radiograph, pulse oximetry, blood cultures, sputum e 4. . " e Gram's stain and culture, and testing for viral respiratory pathogens, notably influenza A and B and respiratory syncytial virus. Clinicians should save any available clinical specimens (respiratory, blood, and serum) for additional testing until a specific diagnosis is made. Clinicians should evaluate persons meeting the above description and, if indicated, admit them to the hospital. Close contacts and healthcare workers should seek medical care for symptoms of respiratory illness. Infection Control If the patient is admitted to the hospital, clinicians should notify infection control personnel immediately. Until the etiology and route of transmission are known, in addition to standard precautions(l), infection control measures for inpatients should include: . Airborne precautions (including an isolation room with negative pressure relative to the surrounding area and use of an N-95 respirator for persons entering the room) . Contact precautions (including use of gown and gloves for contact with the patient or their environment) Standard precautions routinely include careful attention to hand hygiene. When caring for patients with SARS, clinicians should wear eye protection for all patient contact. To minimize the potential of transmission outside the hospital, case patients as described above should limit interactions outside the home until the epidemiology of illness transmission is better understood. Placing a surgical mask on case patients in ambulatory healthcare settings, during transport, and during contact with others at home is prudent. e Treatment Because the etiology of these illnesses has not yet been determined, no specific treatment recommendations can be made at this time. Empiric therapy should include coverage for organisms associated with any community-acquired pneumonia of unclear etiology, including agents with activity against both typical and atypical respiratory pathogens (2). Treatment choices may be influenced by severity of the illness. Infectious disease consultation is recommended. Reporting Healthcare providers and public health personnel should report cases of SARS as described above to their state or local health departments. For more information contact your state or local health department or the CDC Emergency Operations Center 770-488-7100. Updated information will be available at htto:llwww.cdc.aov References 1 Garner JS, Hospital Infection Control Practices Advisory Committee. Guideline for isolation precautions in hospitals. Infect Control Hosp EpidemioI1996;17:53-80, and Am J Infect Control 1996;24:24-52. htto:llwww.cdc.aov/ncidod/hio/ISOLAT/lsolat.htm 2. Bartlett JG, Dowell SF, Mandell LA, File Jr, TM, Musher DM, and Fine MJ. Practice Guidelines for the Management of Community-Acquired Pneumonia in Adults. Clin Infect Dis 2000;31 :347-82. htto:llwww.iournals.uchicaao.edu/CID/iou rnal/issues/v31 n2/000441 1000441 . web.odf ### Text of a travelers' health alert card: e HEALTH ALERT NOTICE FOR INTERNATIONAL TRAVELERS ARRIVING IN OR RETURNING TO THE USA FROM HONG KONG AND GUANGDONG PROVINCE, PEOPLE'S REPUBLIC OF CHINA, AND HANOI, VIETNAM TO THE TRAVELER: During your recent travel, you may have been exposed to cases of severe acute respiratory disease syndrome. You should monitor your health for at least 7 days. If you become ill with fever accompanied by cough or difficulty in breathing, you should consult a physician. To help your physician make a diagnosis, tell him or her about your recent travel to these regions and whether you were in contact with someone who had these symptoms. Please save this card and give it to your physician if you become ill. TO THE PHYSICIAN: The patient presenting this card may have recently traveled to Hong Kong or Guangdong Province in the People's Republic of China or Hanoi, Vietnam, where cases of atypical pneumonia have been identified. If you suspect atypical pneumonia (also being called severe acute respiratory disease syndrome [SARS]), please contact your city, county, or state health officer (see htto:llwww.cdc.aov or call the CDC Emergency Operations Center 770-488-7100). For public inquiries, call Centers for Disease Control and Prevention (CDC) hotline: English 888-246-2675, EspanoI888-246-2857, TTY 866-874-2646. Categories of Health Alert messages: Health Alert: conveys the highest level of importance; warrants immediate action or attention. Health Advisory: provides important information for a specific incident or situation; may not require immediate action. Health Update: provides updated information regarding an incident or situation; unlikely to require immediate actjon. --------------------------------------- --------------------------------------- You have received this message based upon the information contained within our emergency notification data base. If you have a different or additional e-mail or fax address that you would like us to use please notify us as soon as possible bye-mail at healthalertllllcdc.oov. --------------------------------------- --------------------------------------- ~: . '. e e e '"- MIKE MciNTYRE 71rl DISTRICT, NORTH CAFlOLlNA /''Rllt!:!!m-?u',"'NG WASHINGTON. DC 20515-3307 (2021225-2731 FAX: (202) 225-5773 , COMMITTEE ON AGRICULTURE _MITTEE ON ARMED SERVICES SPECIAL OVERSIGHT PANEl ON TERRORISM ~HAIRMAN RURAL HEALTH CARE COALITION (lCongrtgg of tlJt mntttb ~tattg 1!)ouse of l'epresentattbtS 'Ballbington,1.BQC 205\5-3307 OISTRlCTOFACES; 301 GREEN STREET. ROOM 218 FAYUTEVlUE, NC 28301-5088 (910)323-0260 701 NoRTH ELM STREET LUMBERTON. NC 28358-4895 (9101671-6223 WEB PAGE: www.house.gov/mcintyre 152 NORTH fflONT STREET, ROOM 208 WILMINGTON, NC 28401-3957 (910) 815-4959 FROM: KatberineTbompson & Katby Price ~J if; 03 TO: Team Members DATE: February 6, 2003 RE: Homeland Security Advisory Team Meeting '. e As a member of the newly-created Homeland Security Advisory Team for the Seventh Congressional District, I would appreciate your attendance at a meeting on Tuesday, March 18, 2003, which will be held on the campus of the N.C. Justice Academy. I have provided directions to the facility for your reference. We will hold the meeting in Classroom 13, which is located in the Classroom Building. Our meeting will begin at 10:00 a.m. and will conclude at 11:30 a.m. Uyou would like to arrive early, light refreshments will be available at 9:30 a.m. Please contact Katherine Thompson, District Special Projects Coordinator, at 910-815- 4959 to confirm your attendance. Thank you for your commitment, and I look forward to seeing you on the 18th. e PRINTED ON RECYCU:O PAPER t ( ~ e HELPFUL WEBSITES www.readY.e:oY This is the Department of Homeland Security's (DHS) official website. It contains information on emergency kits, potential emergency situations, contact numbers and constituent handouts. www.citizencorDs.e:OY This website is a grassroots approach toward community preparedness. It provides guidance for communities that wish to set up volunteer homeland security councils. e www.ed/e:oy/emereenCVDlan This website will provide a template crisis plan for schools. This site will give examples of schools that have implemented effective emergency response plans, examples of possible threats and a bomb threat guide. e \.. , e e e Department of Homeland Security DH8 has Five Major Divisions, or "Directorates": I. Border and Transportation Security (BTS): BTS will be led by Under Secretary Asa Hutchinson, and is responsible for maintaining the security of our nation's borders and transportation systems. The largest of the Directorates, it will become home to agencies such as the Transportation Security Administration, U.S. Customs Service, the border security functions of the Immigration and Naturalization Service, Animal & Plant Health Inspection Service, and the Federal Law Enforcement Training Center. II. Emerl!:encv Preparedness and Response (EPR): This Directorate, which will be headed up by Under Secretary Designate Mike Brown, ensures that our nation is prepared for, and able to recover from, terrorist attacks and natural disasters. III. Science and Technolol!:V (8 & T): Under the direction of Under Secretary Designate Dr. Charles McQueary, this Directorate will coordinate the Department's efforts in research and development, including preparing for and responding to the full range of terrorist threats involving weapons of mass destruction. IV. Information Analvsis and Infrastructure Protection (IAIP): lAIP merges the capability to identify and assess a broad range of intelligence information concerning threats to the homeland under one roof, issue timely warnings, and take appropriate preventive and protective action. V. Manal!:ement: The Under Secretary of Management Designate, Janet Hale, will be responsible for budget, management and personnel issues in DHS. Besides the five }2irectorates ofDHS, several other critical agencies are folding into the new departmerii or being newly created: . United States Coast Guard: The Commandant of the Coast Guard will report directly to the Secretary of Homeland Security However, the USCG will also work closely with the Under Secretary of Border and Transportation Security as well as maintain its existing independent identity as a military service. Upon declaration of war or when the President so directs, the Coast Guard would operate as an element of the Department of Defense, consistent with existing law. . United States Secret Service: The primary mission of the Secret Service is the protection of the President and other government leaders, as well as security for designated national events. The Secret Service is also the primary agency responsible for protecting U.S. currency from counterfeiters and safeguarding Amencans trom credlt card traud. . Bureau of Citizenship and Immil!:ration Services: While BTS will be responsible for enforcement of our nation's immigration laws, the Bureau of Citizenship and Immigration Services will dedicate its full energies to providing efficient immigration services and easing the transition to American citizenship. . The Director of Citizenship and Immigration Services will report directly to the Deputy Secretary of Homeland Security . Office of State and Local Government Coordination: A truly secure homeland requires close coordination between local, state and federal governments. This office will ensure that close coordination takes place with state and local first responders, emergency services and governments. . Office of Private Sector Liaison: The Office of Private Sector Liaison will provide America's business community a direct line of communication to the Department of Homeland Security The office will work directly with individual businesses and through trade associations and other non-governmental organizations to foster dialogue between the Private Sector and the Department of Homeland Security on the full range of issues and challenges faced by America's business sector in the post 9-11 world. .1 e e e e - e March 2003 New Hanover County Health Department AIDS Cases Increase in North Carolina The number of new AIDS cases reported in North Carolina increased dramatically in 2002, according to the North Carolina HIV/STD Prevention and Care Branch. There were 1,014 new cases reported last year, 16 percent more than in 200 I when there were 871 new cases. More New Cases This is the first year since 1994 that more than 1000 new cases have been recorded for a single year, and the second year in a row the state has recorded an increase in new AIDS cases. This is also the sec- ond year there has been an increase in new individuals re- ported to the pub- lic health system- 49 percent having not been re- ported previously as HIV posi- tive. Why the Increase? Several possible reasons have been cited for the increase. Many persons do not have ready access to care, allowing HIV infection to go undetected and untreated. The disparity in health status between minority communities and the general population is greatest for HIVI AIDS. The closure of North Carolina's AIDS Drug Assis- tance Program may likely have contributed to this disparity. The program, which provides HIV/AIDS drugs to people who are otherwise unable to obtain treatment, was closed to new enrollees in December 200 I. Although some 600+ people on the waiting list have been moved to active status as funds have become avail- able, the program is still closed to new enrollees with a waiting list of over 175 people. In addition, North Carolina's eligibility level makes it harder to qualify than in any other state. Other possible reasons for the increase include the expected progression of disease for the high number of individuals in- fected during the mid-I 990s, changes in HIV treatment effec- tiveness, and enhanced surveil- lance efforts to better capture report information. CDC Requests Enhanced Surveillance for Human Cases of Avian Flu The Centers for Disease Control and Prevention (CDC) has issued an alert re- questing enhanced surveillance for human cases of avian flu type A (HSN I) in the United States, pursuant to cases and deaths diagnosed in China in mid-February. The World Betsy Summey, FNP, 343-6531 Health Organiza- tion reported no human flu genes in the avian flu virus that caused the deaths in China. Therefore person-to- person transmission is not ex- pected. Medical providers are reminded to: 1 Obtain viral cultures on cases of severe atypical pneumonia, 2. Obtain a travel history to Asia in the 10 days prior to disease onset, and 3. Immediately report unex- pected deaths due to respira- tory infection. Questions may be directed to Lynnette Brammer (Ibrammer@cdc.gov) or Alicia Postema (apostema@cdc.gov) at 404-639-3747. Vaccinia Now a Reportable Disease A temporary rule, NCAC 19A .0208, became effec- tive February 13, 2003, making vaccinia a reportable disease in North Carolina. Smallpox vac- cine contains live vaccinia virus that is communicable to unvac- cinated people by direct contact. continued This rule states the attending phy- Morbidity and Mortality Weekly inadvertent exposure for sician of a person vaccinated Report of the CDC. household members and oth- e against smallpox shall report to ers, including patients. the local health department the The State Health Director or a existence of any of the following. local health director may use iso- Vaccine Information lation authority pursuant to GS CDC vaccine information distrib- Report to Health Dept. 130A-14S when necessary to pre- uted by the state will be mailed to vent the spread of smallpox or physicians. This information con- vaccinia virus. tains phone numbers at the state . Autoinnoculation level to contact for medical con- . Generalized vaccinia Smallpox Vaccination sultation. Included in the infor- . Eczema vaccinatum Begins mation for vaccinees is a Physician . Progressive vaccinia Consultation Card. which they . Post vaccination encephal~is SmallPOX vaccine administra- are to carry with them should tion began at New Hanover they seek medical care. The attending physician shall County Health Department Surveillance (NHCHD) on February 25, 2003. make the report to the local There were 17 Aside from being prepared to health department within 24 =;~""', .d,;~ 11J deal with adverse events. physi- hours. The local health depart- istered. primarily ) cians should be alert and report ment shall notify the Division of to staff who will be to the Health Department any Public Health within 24 hours. vaccinators. Of unusual illnesses that might be a the 17. 16 were result of terrorist activity. Effec- The physician responsible for revaccinations. There were two tive surveillance begins with vaccinating a person against no-takes and no adverse reac- suspicion, early detection, smallpox and the physician tions. NHCHD was extremely and reporting for investiga- - diagnosing a person with vac- cautious in determining medical tion. It requires cooperation cinia disease shall instruct the contraindications for pre-event and communication among patient to follow CDC guide- vaccine and ruling out any ques- providers of medical care. lines for the prevention of tionable vaccinees. Staff was the spread of vaccinia. These trained in appropriate site guidelines can be found in The care to avoid unnecessary or Communicable Disease Statistics New Hanover County July 1, 2002 - February 28, 2003 AIDS ...................................... 24 Campylobacter .....................13 Chlamydia ........................... 395 Gonorrhea........................... 123 Hepatitis A.............................. 2 Hepatitis B (acute).................. 8 Hepatitis B (carrier) ................6 Hepatitis C (acute).................. 0 HIV Infection ......................... 35 Leglonellosls .......................... 1 Listeriosis ............................... 1 Lyme Disease ......................... 3 Meningitis Pneumococcal...... 1 Meningococcal Disease ......... 1 Pertussis .................................... 1 Rky. Mtn. Spotted Fever............ 4 Salmonellosis .......................... 70 Shiga-Toxin Producing Infection (formerly E. coli 0157:H7) ......2 Shigellosis ................................. 3 Strep, Group A Invasive............ 1 Syphilis ...................................... 3 Toxic Shock Syndrome............. 1 Tuberculosis.............................. 3 Typhoid (acute).......................... 0 Vancomycin Resistant Enterococcus......................... 9 - SANITATION TIPS FOR FOOD WORKERS SPRING 2003 " Ice: The Forgotten Food c Don't Reuse Water Bottles Disposable Page 3 Most people think that the cold temperature of ice kills bacteria. Actually, bacteria in ice are preserved, not destroyed, so they're often just waiting around until they get a chance to grow. Handlin~ ice with dirty hands or utensils is often a source of contamination. If someone uses a utensil or ice scoop and re- turns it to the ice, instead of storing the scoop outside the ice bin, contaminants can get on the ice and spread to beverages or foods through contact with the ice, explains Mike Milliorn, CEO of Daydots, a food safety products manufacturer. In the summer of 1999, an outbreak of E. coli 0157:H7 at a drill team camp in Denton, Texas, infected 58 individuals and caused severe gastrointestinal illnesses in 41 of them, Milliorn says. Investigators believe the outbreak occurred when campers used their hands to scoop ice out of an ice- machine and contaminated the ice. In another incident in 1999, 400 people in Anchorage, Alaska, were infected and one elderly man was killed by an outbreak linked to contaminated ice. A juice company had been hauling a truckload of unpasteurized orange juice from Mexico chilled with contaminated ice. Many times, ice contamination is a result of mishandling ice and the products that store the ice, Milliorn says. So, for example, it's important not to place one bucket inside another, be- cause the bottoms of buckets that have come in contact with a contaminated surface-such as the floor-can spread the contami- nant to the inside of other containers. Also in this issue ... About Hand Hygiene, Rubs and Gloves Page 2 Salmonella Linked to Raw, U ndercooked Eggs Page 3 Test Yourself Temperatures on Holding Page 4 Copyright 2003 Pike & Fischer, Inc. 1-800-255-8131 Keeping Ice Safe Here are some tips for keeping ice safe: . Use ice-only containers for transporting ice. . Avoid using containers that also are used for stor- ing food or chemicals. . Hang ice containers upside down to keep them dry and off the floor to prevent "nesting," which of- ten causes buckets to become unsanitary. . Use an ice scoop for dispensing ice. . Store the scoop outside the ice bin and not in the ice. . Clean and sanitize every utensil used in ice frequently. . 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The number one contributing factor leading to food borne illness in food establishments is: r.~ All foods that are to be held cold must be held at or below. a. improper cooling of foods. b. cross contamination. c. poor personal hygiene. d. inadequate cooking of foods. a. 410 F b. 500 F c. 320 F d. 00 F 5. All potentially hazardous foods that have been cooked and cooled need to be reheated to an internal temperature of within two hours to be safe. 2. All foods that are to be held hot must be held at or above: a. 700 F b. 980 F c. 1200 F d. 1400 F a. 1400 F b. 1450 F c. 1550 F d. 1650 F 3. Most of the bacteria that cause food borne illness grow. 6. Bacteria grow best within a temperature range called the "danger zone" which is between: a. with or without oxygen at an ideal temperature of 98.60 F. b. only without oxygen at an ideal temperature of 1100 F c. only with oxygen at an ideal temperature of 1100 F. d. only without oxygen at an ideal temperature of 98.60 F. a. 0 and 2200 F b. 0 and 1400 F c. 41 and 1400 F d. 41 and 2200 F Source: "Essentials of Food Safety and Sanitation: Prentice Hall, Inc., 2000 (3)9 '(p)s '(0)" '(O)"f (P)"l; (oh :SJ"MSUIf jU::lUljIlld::lO 41111::lH lOj:l::lI!O 411P-::lH ::l:J!'l:I. P!AP-O 10tU IN 'NOI9NIWlIM mll1s HU I HInOS 6~0~ NOISIAIO HIlV3H lYIN3WNOIIAN? IN3WI1Yd30 HI1Y3H ,UNnOl 13AONYH M3h National Association of Local Boards of Health <7 .~ United 1Ve Stand .,... . ..,. . . ~ . . . . ..... - -, -. . \. , - .-,_. , .', . ~ . . . . ( Publishedfor Members of Local Boards of Health Februmy 2003 President's Message Ken Hartke As we start a new year, let us first reflect back on the previous year NALBOH has had another successful year I would like to thank Phil Lyons, the Board, and the members for the success we had during the last twelve months. This year is going to be another challenge, but I believe that we can do great things together I' I~'\~.. The Board has just completed an update of the NALBOH II strategic plan. We are currently developing goals and action III 'I plans to address the main strategic focuses for the next few '. . I \ 'I L years. I would like to take a moment to describe the strategic plan to you. I believe that you, the members, need to know the strategic plan, the goals and the action plans that have been developed. You can become involved in the plan by giving us feedback about our actions or becoming involved in some of the committees or activities. I believe we must support, involve and listen to our members. There are five priority issues NALBOH is planning to work on during this year I do not believe that these will be completed within this year but progress will be made. These issues are: Education NALBOH is committed to developing more educational products for its members. These educational products include videos, training programs, distance learning broadcasts, and the annual meeting. These products are aimed at local board of health members. NALBOH believes that you can become a more effective board member if you have information about public health issues and your role in the public health system. Continued on Page 2 Good News for Children Submitted by Martin Wasserman, MD, JD Medical Director, Immunization Practices and Scientific Affairs, GlaxoSmithKline One of the major responsibilities of local boards of health is to assure and protect the health of their community members. Maintaining a high level of protection against communicable diseases is one of the single most important achievements a governing body can proVide to its constituents. Perhaps the most effective way of accomplishing this is to work with the local health officer and local health department to optimize the level of childhood immunizations. In fact, the United States Surgeon General has stated that immunizations save more lives and prevent more illnesses than any other medical treatment. Preventable infectious illnesses in this country are at an all-time low. This is largely because of the quality, safety, and effectiveness of vaccines and the strong policy commitment to achieve 90% immunization levels for our children. Today, children in the United States receive nearly 20 injections in the first two years of life in order to protect against 12 diseases including diphtheria; pertussis (whooping cough) and tetanus (OPT); hepatitis B; hepatitis A, polio; mumps, measles, and rubella (MMR); chicken pox; pneumococcal disease, and hemophilus influenza B bacterial infections. Many of these infections cause life-threatening illness. More than half of vaccinations are recommended during the primary immunization series. This occurs at 2, 4, and 6 months for infants during visits to their health care providers in both public and private health care settings. Young infants, being held by their parents, may endure up to 5 individual injections at a single session causing pain to the child, anxiety to the parent, and administrative stress to the Continued on Page 3 .tl " '" " '" <n";:! ~ 0 c "'''' -g a ;;t g- o.~ no- O' 0'< 0 S!.? ~ 3~Q. -~o. ~ =t'1!l" ;~[ ~ ~ o. o 0 :aQo o' ;a :: ? ~ =. ~ . ~'g 0' o=: _. 0 ~ ~ e; o' o 0 ;::z,", e; a. ~ o'!'Tl Q ~tc~ ~ - ." ~ 0 !!:..~ o~ o 0 o~ -3 ,. I I Z-l !!(", o' l'Ol o Z !!C)- :eW tJ:l~,b; [~"T1~~o;gO - C) 0 - tTl !3. :c ~ (j ?': ~ E' 1:; ~. <: ^ C) -- .. ...... - 0 ~ 1::O=:::~!;'la~~ 1::g.~::o~~g,to 1:: "" w'-' ~ rIl r-::'!. b\.l:::!JVlW~ '< O'~ C);NVlOr-I"l::: a::o=",~:cC)~rIl o 0 N-...l.J:;o.~ tD'g b?"~:::~;:t'~g: .... 0 ~ 0 0 .... _. (J!:j~ Nc)o..~ V V 0.. rIl (ll :<,0. :r'" n'< ~:;. ;.n ."." 0'. :.:=. .';'." o , o . ~ . _ii c. -;0 -~ 9~ ~ 0 0., '< . ;;; E;~ o~ '< , ~. ;::: c. - , . , ()." o , o . o =- ;;'l;' -;0 ~ ~ ::r., g ;;' _0 c~ .:j "'." o , o . :t =. ~ 0. 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III ~ .. ~ -. ~ 0 ~ ::l Ul l::=: = ':' :::J ~ ... r jz :~ 10l ,0 , :I: : ~ I", j~ ~, ~ I i , I i, , , I I n___ J I N ,8 w I [NALBOH'S 11th Annual Conference~ J Boards of Health: Stewards of Local Public Health July 16-19, 2003 Wyndham Baltimore Inner Harbor Baltimore, Maryland For more information contact the NALBOH office by phone: (419) 353-7714; fax: (419) 352-6278 e-mail: <nalboh@nalboh,org>, or visit our website at <www.nalboh.org> For a virtual tour of the Wyndham Inner Harbor Hotel, visit <www.wyndham.com/hotels/BWIIH/main.wnt#> I (' ~II 1 I , I National Association of Local Boards of Health 1840 East Gypsy Lane Road Bowling Green, OH 43402 E-mail: <nalboh@nalboh,org> Website: <www.nalboh.org> NON PROm ORG, u.s. Postage PAID Bowling Green, OH Permit No.4 7 /^) "---./