Safety Plan Training Safety Plan PortalWISHIN Pulse Wisconsin

Safety Plan Training: Safety Plan Portal/WISHIN Pulse Wisconsin Statewide Health Information Network October 7, 2020

Outline • Introduction • About WISHIN • About CA: t. CH Safety Plans • Using the Safety Plan Portal • Adding Safety Plans • Editing Safety Plans • Safety Plans: Cancellation/Expiration • Using WISHIN Pulse • HIPAA Training • For Information/Help • Q&A 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 2

About WISHIN Wisconsin Statewide Health Information Network: • Independent not-for-profit organization • Founded by WHA, WI Medical Society, WHIO, WCHQ • State-designated entity for health information exchange (HIE) in Wisconsin (2009 Wisconsin Act 274) • A health information exchange that connects physicians, clinics, hospitals, long-term/post-acute care, payers, and others involved in patient care throughout Wisconsin • Ubiquitous, vendor-neutral electronic health information exchange 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 3

About WISHIN Mission: Vision: To develop and sustain a trusted, secure statewide health information network and information-sharing services that provide value to participants and patients 2/10/2022 To promote and improve the health of individuals and communities in Wisconsin through the development of information-sharing services that facilitate electronic delivery of the right health information at the right place and right time, to the right individuals. WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 4

About CA: t. CH Safety Plans WISHIN provides a network to load and view safety plans: CA: t. CH Safety Plan Portal • • Load Safety Plans Add actions Edit participant information Cancel Safety Plans WISHIN Pulse • View Safety Plans • Print Safety Plans • View patient health information (for WISHIN Pulse members only) 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 5

The Safety Plan Process Compose Facilitator: • Compose Safety Plan and ROI • Obtain Participant signature • Scan Safety Plan (on top) and ROI into computer Load Facilitator: • Enter participant information into the CA: t. CH Safety Plan Portal • Upload Safety Plan Process WISHIN: • Convert information • Load information and Safety Plan to WISHIN Pulse View & Print 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org CA: t. CH Member: • Search for participant in WISHIN Pulse • View and/or print Safety Plan 6

The CA: TCH Safety Plan Portal https: //wishin. sharepoint. com/sites/CAt. CHSandbox

The CA: t. CH Safety Plan Portal Initial Login: • Training and Production sites • WISHIN will provide a login ID and initial password • Login ID will contain @wishin. org; but you will not have an email address at WISHIN • After entering your initial password, you’ll be required to change it 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 8

The CA: t. CH Safety Plan Portal Initial Login: • User ID: First initial last name @wishin. org • Example: lwidder@wishin. org • Password: my. Password 1234 (add a space before it) 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 9

The CA: t. CH Safety Plan Portal • Share. Point site • WISHIN will provide a login ID and initial password • Quick links: • Actions: view and add actions taken with a Participant • Participants: view, load, and edit participant information and Safety Plans • WISHIN Pulse: open the WISHIN Pulse system 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 10

The CA: t. CH Safety Plan Portal • Left Navigation: • • Home: Return to the main page Participants: participant page Actions: actions page Templates: blank ROI and safety plan forms • Training: training materials and quick-reference guides • Recycle bin: stores deleted items for a limited time • Edit: modify the items that appear in the navigation panel 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 11

CA: TCH Safety Plans - Participants • Contains list of participants with demographic information • Can customize the list view: • Make it compact or expanded • Add/remove columns • Apply filters • Can select a participant to view or edit information: • Double-click: opens read-only • Single-click: selects participant, then choose to edit information 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 12

CA: TCH Safety Plans - Participants Please do not use the following features: • • • 2/10/2022 Edit in grid view Share Power Apps Automate Copy Link (when a Participant is Selected) Delete (when a Participant is Selected) WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 13

CA: TCH Safety Plans - Participants • Adding a New Participant • Choose New from Participants page • Required Fields: • • • 2/10/2022 Plan Status: Choose Active Participant Last Name Participant First Name Date of Birth Race Gender Pronoun Phone 1 Type WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 14

CA: TCH Safety Plans - Participants Adding a New Participant • Required Fields: • Participant Has Guardian: • Defaults to “No” • If participant has a guardian, guardian’s address must be entered in an address field with relationship noted as “Guardian” • • • 2/10/2022 Plan Effective Date Primary Street Address 1 Primary City Primary State Primary Zip Code WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 15

CA: TCH Safety Plans - Participants Adding a New Participant • Optional Fields • Phone 2 Type • Primary Address Phone or Other Contact: complete if phone is different than participant’s phone numbers • Primary Address Relationship: examples are Guardian, Mother, Sister • Additional addresses 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 16

CA: TCH Safety Plans - Participants Adding a New Participant • Uploading Participant Safety Plan: • Plan must be saved on your PC or laptop • Choose Attach File • The system will open a standard Windows navigation box to allow you to navigate to the plan and insert it • Be sure to set the Plan Effective Date – workflows are based on the date 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 17

CA: TCH Safety Plans - Participants Adding a New Participant • When finished, choose Save at the top left of the page • The system will automatically: • • Add your organization, first name, and last name as the facilitator Add an Action stating you created the Safety Plan Display the Participant in the Participant list Trigger WISHIN Pulse to upload the Participant information and Safety Plan to the Participant’s Community Health Record • NOTES: • It may take the Share. Point system a couple of minutes to fill in the Facilitator, Organization, and Participant ID on the Participant page. • You may have to refresh the page to see the above information. 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 18

Exercise Add a Participant and Safety Plan: • Log in to the CA: t. CH Safety Plan Portal: https: //wishin. sharepoint. com/sites/CAt. CHSandbox • Download a blank CA: t. CH Safety Plan and ROI from the Templates section and save it to your PC or laptop • Add a Participant, and complete all of the required fields. Please choose to complete some optional fields, as well. NOTE: Please do not enter the personal information of a real person. Please use a fake name and address. • Upload the Safety Plan and ROI, and Save 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 19

CA: TCH Safety Plans - Actions document activities related to a Participant and/or Safety Plan: Action Description Safety Plan Created Automatically added when a facilitator creates a new Participant and Safety Plan Facilitator Revised Facilitator changed at request of participant or to reflect agency staff changes. Plan was used at a time of crisis, to de-escalate a potential crisis, or at participant request. Participant was referred for diversion support or program. (Not evaluation for an emergency detention) Plan Engaged Diversion Reviewed Plan w/Participant Plan was reviewed by a facilitator with the participant, no changes were made. Reviewed Plan w/Care Team Plan was reviewed by a participant care team as part of plan engagement/use followup. Reviewed and Updated Plan w/Participant Facilitator reviewed and updated plan with the participant. Contacted Personal Support/s in Plan Contacted Agency Support/s in Plan During or following use/engagement of plan, personal supports listed in plan were contacted. During or following use/engagement of plan, agency supports listed in plan were contacted. Updated Plan at Participant Request Plan details were updated at participant request (address change, support change, etc) Canceled Plan at Participant Request Automatically added when a user cancel’s a Participant’s Safety Plan not Engaged Plan was downloaded but not engaged, updated, or reviewed with participant. (Example, pulling up a plan in error or pulling a plan and not needing to engage the plan with a participant. ) 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 20

CA: TCH Safety Plans - Actions To add an Action: • Navigate to the Actions tab, and choose New: • Select the appropriate Participant from the drop-down list • Select the appropriate Action • Enter the appropriate Action Date • Select Save • Once saved, the system will: • Automatically populate the Facilitator Name and Organization • Add the Action to the Actions list • Add the Action to the Participant 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 21

CA: TCH Safety Plans - Actions You can view all Actions related to a Participant by opening the Participant from the Participant List. 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 22

CA: TCH Safety Plans - Editing To Edit Participant Information: • Select a Participant from the Participant list, and choose the Edit button • Make any necessary changes to the Participant information • You can also upload a different Safety Plan; however, be sure to remove the previous plan first, and to reset the Effective Date • When finished, select Save • Add an Action that you have modified the Safety Plan. 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 23

CA: TCH Safety Plans - Editing To Edit Participant Information: • Once saved, the system will: • Add your organization, first name, and last name as the facilitator • Display the Participant information as modified in the Participant List • Trigger WISHIN Pulse to upload the modified Participant information and Safety Plan to the Participant’s Community Health Record 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 24

Exercise Edit Participant Information and Add Action: • Navigate to the Participant and Safety Plan you added • Add another address NOTE: Please do not enter the personal information of a real person. Please use a fake name and address • • 2/10/2022 Save the edit Navigate to the Actions page Add an action to the Participant, and save Navigate back to the Participant’s information to view the action you added WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 25

Safety Plan Cancellation/Expiration

CA: TCH Safety Plans - Notifications Safety Plans remain active until: • The plan is one year old • A minor reaches the age of eighteen • A facilitator manually cancels a plan at the Participants request Notifications: • A facilitator, and organization representative, will receive notification emails if a safety plan is about to expire • Notification email are sent: • One month (30 days) prior to the expiration date • Two weeks (14 days) prior to the expiration date, if not yet renewed • One week (7 days) prior to the expiration date, if not yet renewed • One day prior to the expiration date, if not yet renewed • When the safety plan has expired 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 27

CA: TCH Safety Plans - Notifications: • If a Facilitator cancels a plan, a confirmation notification is sent to the original Facilitator, along with the Facilitator’s organization representative 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 28

CA: TCH Safety Plans - Renewing To renew a Safety Plan: • Select a Participant from the Participant list, and choose the Edit button • Make any appropriate modifications to the Participant’s demographic information • Remove the existing Safety Plan, and upload the new Safety Plan • Update the Expiration Date • If the status is Expired or Canceled, change the status to Active • Select Save • Add an action that you renewed the Safety Plan. 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 29

CA: TCH Safety Plans - Renewing Once saved the system will: • Notify WISHIN Pulse that the safety plan has been renewed • Overwrite the plan in the WISHIN Pulse system an update any Participant demographic information 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 30

CA: TCH Safety Plans - Cancelation To cancel a Safety Plan: • Select a Participant from the Participant list, and choose the Edit button • Change the status of the Safety Plan to Canceled • Select Save • Once saved, the system will: • Automatically add an Action that the plan was canceled • Notify WISHIN Pulse that the plan was canceled • Send a notification to the Facilitator and Facilitator’s organization that the plan was canceled 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 31

WISHIN Pulse https: //cert. wishinpulse. org/

WISHIN Pulse – Initial Login: • Enter user ID and Password • You will be required to accept the End-User License Agreement 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 33

WISHIN Pulse – Initial Login: • Answer security questions • WISHIN administrators will be able to see answers to questions • If you lock your account, you will contact an administrator and he/she will ask you security questions to verify your identity • Reset password • Must meet parameters shown 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 34

WISHIN Pulse – Initial Login: • User ID: same as your CA: t. CH Portal ID • Password: Password 1 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 35

WISHIN Pulse – Searching Patient Search: • Search for the Participant by one of the following: • Last Name, First Name Can enter partials • Date of Birth [1/1/2001] • Participant ID • Advanced Search: • Can enter multiple criteria to narrow results further • Uses “and” logic instead of “or” logic 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 36

WISHIN Pulse – Searching Search Results: • Results display Participants who match search criteria • Select the appropriate Participant from the list 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 37

WISHIN Pulse – Patient Summary Page: • You can configure the page to only show the Reports box, by selecting Configure 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 38

WISHIN Pulse – Patient Summary Page: • Choose the minus box to hide the Allergies Section, and select Save. • The Reports box will be the only item in the Patient Summary. 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 39

WISHIN Pulse – Viewing Safety Plans To View a Safety Plan: • Select the plan from the Reports box on the Patient Summary -or • Select the All Reports link or the Results tab from the Patient Summary and open the plan from the list. 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 40

WISHIN Pulse – Viewing Safety Plans Viewing a Safety Plan: • Displays demographics and any actions taken on the plan in initial page • To download the. pdf Safety Plan, select the CA: t. CH Safety Plan link: • The system will download the plan via standard browser functionality, and you can then view and/or print the plan 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 41

WISHIN Pulse – Demographics Participant Demographics: • Available by selecting Patient Profile on top-right of page • Displays most recent demographics of the Participant 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 42

Exercise View and Download a Safety Plan: • • • 2/10/2022 Log in to WISHIN Pulse Search for the Participant you entered Choose the Participant Open the Participant’s Safety Plan Download the. pdf version of the Safety Plan WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 43

WISHIN Pulse – Canceled or Expired Safety Plans • You will not be able to view a Participant’s Safety Plan if it has expired or been canceled. • The Participant will still appear in WISHIN Pulse; however, when you attempt to open the plan, it will display an error message. • You will still be able to view Participant demographics. 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 44

HIPAA Training

HIPAA Training – Disclaimer Please Note: This HIPAA training is intended to be a general overview of the Privacy and Security Rules as they relate to your access to the Safety Plan Portal and/or WISHIN Pulse. Neither the training nor any materials provided constitute legal advice. Your organization may have its own privacy and security policies and procedures. If you have questions about HIPAA or your privacy and security obligations, or you are unsure of your organization’s privacy and security procedures, please consult with your organization’s privacy officer or legal counsel. 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 46

HIPAA – What is it? HIPAA • Health Insurance Portability and Accountability Act of 1996 • Contains four key sections: • • 2/10/2022 Security Rule Privacy Rule Electronic transactions & code sets Breach Notifications WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 47

HIPAA – Privacy Rule/Security Rule The Privacy Rule The Security Rule • Provides patients and subscribers with rights in respect to their PHI Ensure the confidentiality, integrity, and availability of all electronic protected health information (e. PHI) that is created, received, maintained, or transmitted: • In computer systems/applications • On portable devices • In transactions Sets the standards to ensure that only those who should have access to information will actually have access. • Set boundaries on the use and disclosure of individuals’ health information • Establish appropriate safeguards for all people who are involved with healthcare to ensure they honor individuals’ rights to privacy of health information • Hold violators accountable through civil and criminal penalties • Requires protection of all protected health information (PHI): paper, faxes, emails, stored in systems, in conversations, etc. 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 48

HIPAA – Privacy Rule • Protects the privacy of PHI or Personally Individually Identifiable (PII) Health Information: • PII: Any information that can individually identify a patient • PHI: Any information that relates to past, present, or future physical or mental health of an individual, and identifies the individual in any way 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 49

HIPAA – Privacy Rule Examples of PII • • • Examples of PHI Name Social Security Number License/Certificate Number Vehicle Identifiers Internet protocol addresses Photographs Medical Record Numbers Health Plan Numbers Geographical subdivision smaller than a state 2/10/2022 • • • Medical diagnoses Medical records Medications Doctor/therapist progress notes Vital statistics WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 50

HIPAA – Privacy Rule defines and limits the circumstances in which patient information may be used or disclosed • Use: The sharing, employment application, utilization, examination, or analysis of PHI within the organization that maintains the PHI • Disclosure: The release, transfer, provision of access to, or divulging in any other manner of patient information outside of the organization that maintains the information 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 51

HIPAA – Why/how Does it Apply? Participant safety plans may include: • Personal information, such as name, date of birth, address, phone number, gender, and race • Names, addresses, and/or phone numbers of the participant legal guardians, primary care providers, and/or counselors • Medical information including diagnoses, medications, and/or mental/behavior health conditions 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 52

HIPAA – How to Comply How to Ensure You’re HIPAA Compliant: • Only allow people involved in the Safety Plan project to have access to participant safety plans • Do not share passwords or allow anyone to log in to a system with your credentials • Only view a participant’s safety plan when you need to do so • Do not discuss a participant’s safety plan unless there is a business need to do so; and only on secure channels • Only share a participant’s safety plan with others who are authorized to view them and have a need to do so 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 53

HIPAA – How to Comply How to Ensure You’re HIPAA Compliant: • Keep your computer locked with a password when you are not using it • Do not write your user IDs and/or passwords on sticky notes or paper that can be found by others • Only store electronic safety plans on an encrypted drive • Appropriately dispose of any printed materials, e. g. shredding • Only disclose safety plans via encrypted methods (secure email, encrypted thumb drives) to someone who is authorized to view safety plans 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 54

HIPAA – Breaches What constitutes a breach? Some examples include, but are not limited to: • Someone accesses your computer and views one or more safety plans when that person is not authorized to do so • One or more safety plans are stored in an unlocked drawer or on top of a desk • Someone not involved with the safety plan projects overhears a conversation that reveals information about a participant • You view a participant’s safety plan without a specific need to do so • You share a participant’s safety plan with someone who has not been authorized to receive it • You save one or more participant safety plans on a computer or drive that is not encrypted 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 55

HIPAA – Breaches HIPAA violations can result in civil and/or criminal penalties: • Civil penalties depend on the level of negligence by the actor(s), and can lead to fines between $100 to $1. 5 million • Criminal penalties for “knowingly” obtaining or disclosing PII or PHI violation of HIPAA can lead up to fines of $250, 000 and imprisonment up to 10 years, depending upon the intent/use of the disclosure 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 56

HIPAA – Breaches What to do in the event of a breach? As soon as you are aware of a potential breach, disclose it to your organization’s privacy officer. If your organization does not have a privacy officer, follow the appropriate channels to disclose it to your organization’s legal counsel. 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 57

HIPAA – Exercise Is this a potential breach? • You print out a safety plan and put it in a file folder on your desk Yes or No • A safety plan participant is going to meet with you, and you review the plan in advance of the meeting Yes or No • You provide the participant with a printed copy of his/her safety plan Yes or No • Over coffee, you talk to a colleague about an incident involving a participant, and state that the safety plan showed the participant was diagnosed with schizophrenia Yes or No • After printing and reading a participant’s safety plan, you rip it in half and throw it in the garbage Yes or No • Your colleague forgot his/her password and needs to view a participant’s safety plan. You let the colleague use your user ID and password to view the plan Yes or No • You report to your supervisor an incident involving a participant, and include how you handled certain areas of the participant’s safety plan Yes or No 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 58

For More Information/Help with passwords/system questions? • Laura Widder, Project Director, WISHIN 608 -274 -1820 or lwidder@wishin. org • WISHIN Support 608 -235 -4245 or wishin. support@wishin. org Help with policies/safety plan content? • Wendy Kloiber, Director, Resilience Alignment Beekeeprs 715 -209 -8044 or wendykloiber@gmail. com 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 59

Questions? 2/10/2022 WISCONSIN STATEWIDE HEALTH INFORMATION NETWORK www. wishin. org 60