SAMPLE_Contract_Data_Reporting_Requirements.pdf

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EXHIBIT E – DATA REPORTING REQUIREMENT

1. Data Reporting Requirement

1.1. As a requirement of the agreement, Contractor will provide client service data of clients served by the Pierce County Behavioral Tax grants for the purpose of providing planning and quality assurance services. (PCC 4.28.010; 4.28.160)

1.2. This Exhibit identifies the type of data to be shared and the responsibilities of both parties.

2. Data To Be Reported

2.1. Data Description

2.1.1. A representative sample of the data fields and files to be reported is specified below. The County may expand the data collected without an amendment if the County provides a 30-day written notification to the Contractor and the requirements remain under the same classification identified in Section 2.2 of this Exhibit.

2.1.2. Contractor will submit required data monthly, including client satisfaction and service data occurring from past months of the Contract, using a secure mechanism and standardized data format established by the County. Contractor will provide all clients with a client satisfaction survey at minimum one time per quarter.

2.1.3. Participant File (A)

File Name: Client_[programname].xlsx

Description: This file contains a list of all participants served at the time of data submission. Data on clients should reflect information currently known at the time of data submission. There should be one record for each participant.

Field Name Allow NULL? Description Valid Codes

Program No. Data is required. Name of program funded. Distributed upon Contract finalization Client Id No. Data is required. Unique identifier for client.

ID must remain consistent for client through the duration of reporting.

If applicable organizations will keep client IDs consistent across multiple programs.

Determined by Contractor but not to exceed 10 characters in length.

Last Name No. Data is required. Last name of participant.

First Name No. Data is required. First name of participant.

Middle Initial Required when available. Middle initial of

Date of Birth No. Data is required. Date of birth of the

Must be in format: YYYY-

MM-DD.

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Social Security Number

Required when available. Social Security Number of

Gender Required when available. Gender of participant.

Gender X is used for participants who do not identify as either exclusively male or female.

Male Female Gender X Unknown

Street Address 1 Required when available, for example homeless participants will have missing values.

Residential street address of participant.

Street Address 2 Required when available, for example homeless participants will have missing values.

Additional residential street address of

City Required when available, for homeless participants please list the city they are most likely to reside in.

City of residence of

State or Province Required when available. State or province of residence of participant.

Zip/Postal Code Required when available, for example homeless participants will have missing values.

Residential zip code of

Race No. Data is required. Race of participant. Black or African American American Indian or Alaskan Native Asian Native Hawaiian or Pacific Islander White Two or More Other Race Unknown

Ethnicity No. Data is required. Ethnicity of participant. Hispanic Non-Hispanic Unknown

Housing No. Data is required. Housing status of participant.

Homeless Situations Institutional Situations Housed Other/Unknown

Veteran No. Data is required. Military veteran status of participant.

Veteran Non-Veteran Unknown

Employment No. Data is required. Employment status of participant.

Employed Unemployed Unable to work Homemaker Student Retired Unknown

Insurance No. Data is required. Type of health insurance of participant.

Medicaid Medicare Employer-sponsored disability insurance Private or group health insurance Veterans’ affairs/military No insurance/self-pay

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Unknown Referral Required when available. Source of referral to program of participant.

Court Fire Department Hospital/ED Law Enforcement Other Healthcare Provider Other Provider Outreach/Crises Team School Self/Family/Friend

Program Entry No. Data is required. The date the participant first entered the program.

Program Exit If client is still enrolled or attending the program, leave the date of program exit blank.

The date the participant exited the program.

2.1.4. Service File (B)

File Name: Service_[programname].xlsx

Description: This file contains a list of all service interactions provided to clients from the start of the Contract until the current reporting date. There should be one record for each service interaction-participant combination. For example, a client receiving three care coordination interactions will have three records, one for each interaction.

Client Id No. Data is required. Unique identifier for client.

ID must remain consistent for client through the duration of reporting.

Determined by provider but not to exceed 10 characters in length.

Service Date No. Data is required. The date of an incident of service was provided to participant.

Service No. Data required Types of service(s) received from program.

Please list all services, separated by commas, in the order of most frequently provided.

Assessment – Mental Health Assessment – SUD Care Coordination Case Management Crisis Services Engagement and Outreach Family Treatment Group Treatment – Mental Health Group Treatment – SUD Individual Treatment – Mental Health Individual Treatment – SUD Medication Management

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Nursing Care Peer Support Other

2.1.5. Client Satisfaction File (C)

File Name: Client_Satisfaction_[programname].xlsx

Description: This file contains the questions and responses from a client satisfaction survey administered by the Contractor. There should be one record for each question and answer received by the Contractor. Contractor will provide all clients with a client satisfaction survey at minimum one time per quarter.

Client Id Required when available.

If survey is anonymous, can be omitted.

Unique identifier for client.

ID must remain consistent for client through the duration of reporting.

Determined by Contractor but not to exceed 10 characters in length.

Survey Date No. Data is required. Date the survey was completed by the client.

Question No. Data is required. Full question asked in survey.

Determined by Contractor.

Answer Required when available. Respondent answer to survey question.

Determined by Contractor.

2.2. Data Classification

2.2.1. The data to be reported includes client Protected Health Information (PHI) data, which is classified as confidential and subject to regulatory protection.

2.2.2. State and federal laws may prohibit unauthorized access to, use, or disclosure of Confidential Information. Violation of these laws may result in criminal and/or civil penalties or fines.

2.2.3. Pierce County may not use or disclose the health information for any other purpose and must take appropriate steps to protect the health care information, including aligning with all privacy protections specified in state and federal law when reporting aggregate data.

3. Use of Data

3.1. Data Use

3.1.1. The data will be used to enable the County to provide the participating health care providers planning, quality assurance, quality assessment, and quality improvement services. The County will measure the impact and efficacy of their treatment programs.

3.1.2. The County will be evaluating the outcomes of the behavioral health services clients. When the Contractor submits identifiable data of clients, the County will match their information with data in the All Payer Claims Database and other data sources to determine if the treatment programs are effective. The County will provide the client data to OnPoint, the vendor that maintains the All Payer Claims Database for the Washington State Health Care

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Authority (HCA). OnPoint will return partially identifiable information for any clients that received services.

3.1.3. The County may perform public reporting of aggregate data. In this case, the County will give the Contractor up to 10 business days to review any public reporting at the Contractor or program level prior to publication.

3.2. Data Access

3.2.1. Data will be accessed by the County employees in the Research and Data Analysis team and Human Services Department. The County Council employees will also receive the partially identifiable data from OnPoint. No access shall be granted to any other individual or group without approval from the Contractor and by formal amendment of this Agreement.

3.3. Constraints on Use of Data

3.3.1. This Exhibit does not constitute a release of the data for the County’s discretionary use.

The County must use the data received or accessed under this Exhibit only to carry out the purpose and justification of this Exhibit.

3.3.2. Any analysis, use, or reporting that is not within the purpose of this Exhibit is not permitted without the Contractor’s prior written consent.

4. DATA SECURITY

4.1. Data Protection

4.1.1. The County shall protect and maintain all Confidential Information, including PHI, gained by reason of this Exhibit against unauthorized use, access, disclosure, modification, or loss. This duty requires the County to employ reasonable security measures, which include restricting access to the Confidential Information by:

4.1.1.1. Allowing access only to staff that have an authorized business requirement to view the Confidential Information; and

4.1.1.2. Physically securing any computers, documents, or other media containing the Confidential Information.

4.2. Non-Disclosure

4.2.1. This Exhibit does not constitute a release for the County to share the data with any third parties, including subcontractors, even if for authorized use(s) under this Exhibit, without the third-party release being approved by the Contractor and identified in the Agreement.

4.2.2. Non-Disclosure of Data: the County shall ensure that all employees or subcontractors who will have access to the data described in this Exhibit (including both employees who will use the data and Information Technology support staff) are instructed and made aware of the use restrictions and protection requirements of this Exhibit before gaining access to the data. The County will also instruct and make any new employee aware of the use restrictions and protection requirements of this Exhibit before they gain access to the data.

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4.3. Data Disposition

4.3.1. At the end of this Agreement period, or when no longer needed, or upon request, the client-level data must be securely disposed of, including destroying any paper records and deleting all electronic records stored. Electronic and written reports containing aggregate data will remain accessible by the County at the termination of this Agreement and may be requested at any time by the Contractor. The County will provide written certification of disposition upon request.

5. DISCLOSURES/LIABILITY

5.1. Contractor does not warranty the accuracy of the data and bears no liability for its use.

6. TERM OF THE AGREEMENT AND AMENDMENT PROCESS

6.1. This Exhibit will be effective upon execution of the Agreement and will remain in effect for the term of the Agreement or not less than one year after the Contractor receives final payment of Contract funds from the County’s behavioral health tax.

6.2. This Exhibit, or any term or condition, may be modified only by a written amendment signed by all parties. Only personnel authorized to bind each of the parties will sign an amendment.