6 Colo. Code Regs. § 1009-6-5
Current through Register Vol. 47, No. 11, June 10, 2024
Section 6 CCR 1009-6-5 - HEALTH INFORMATION DATA SYSTEM STANDARDS5.1A. Only reports of initial hearing screens, hearing rescreens, and follow up services for newborns at risk of hearing loss as described in Section 3.1 and 4.1 of these rules will be maintained in the Department's health information data system.B. The Department will limit the reported data to the minimum information necessary for a health professional attending the birth or providing follow-up services for newborns at risk of hearing loss to execute their obligations under the statute and this rule. A health professional will only be able to input and view records for patients from their own facility.C. The Department approves all access to its health information data system. To receive access, the health professional attending the birth or providing follow-up services for newborns at risk of hearing loss will sign the Department's confidentiality agreement. A health professional attending the birth or providing follow-up services for newborns at risk of hearing loss may access the Department health information data system to input or retrieve their patient care data. A primary care provider of a newborn receiving follow-up services may access the system for the purpose of coordinating care regardless of whether the primary care provider is performing follow up services. The Department will log and monitor health information data system use. The only authorized use of the data is to connect newborns at risk for hearing loss to appropriate follow-up services, pursuant to § 25-4-1004.7(5) and § 25-4-1004.7(8), C.R.S., and these rules. The Department may revoke access to the health information data system at any time, including when the patient is no longer under the health professional's care, follow-up services have concluded, the individual has violated the terms of the signed confidentiality agreement, or the data are being used for a purpose that is outside the statutory and regulatory authorization.
D. Entities, including but not limited to the Department and the Colorado School for the Deaf and the Blind, Article 80, Title 22, C.R.S., CO-Hears Program may access and input data into the health information data system to coordinate care, provide referrals and similar follow-up services.E. Entities and individuals granted access have the ability to run facility-level reports for the purpose of improving the facility or individual's newborn hearing screening practices and service delivery.F. The Department may access the health information data system to identify an appropriate follow-up services provider for a child with a failed screen result when: 1. Requested by the parent, named submitter, newborn's primary care provider or follow-up service provider and the relationship with the newborn has been confirmed.2. The Department communicates to the requestor that identifying a potential provider is not an endorsement for the provider or their services.5.2 Except as authorized in Section 5.1, newborn hearing screening program data, whether recorded on paper or electronically, shall be strictly confidential and shall not be released. § 25-4-1004.7(9)(d), C.R.S., allows the Department to provide statistical reports with aggregate data; such reports will not include the name or any other patient specific data that could reasonably lead to identification of the patient. To ensure accurate assessment of prevalence, statistical reports will be comprised of data for newborns born in Colorado. A. The Department will provide statistical reports to the CIHAC to support the CIHAC's execution of its statutorily assigned duties in § 25-4-1004.7(2)(a)(I), C.R.S.B. The Department will submit de-identified, aggregate data to entities such as Centers for Disease Control and Prevention for comparison to national standards and outcomes. When appropriate, de-identified, aggregate data may also be used for the purpose of improving newborn hearing screening, evaluation, and connection to follow-up services.C. The statistical reports and de-identified, aggregate data identified in Section 5.2.A and 5.2.B can be made available to named submitters, entities with access to the health information data system and other interested persons for the purpose of comparing an entity or individual's services to state outcomes and national standards, or improving practice. 5.3 Quality Control The Department will ensure quality newborn hearing screening data by:
A. Training individuals granted access to the system to report screening results pursuant to Section 3 and follow-up services pursuant to Section 4. Training will be provided annually and more often as determined by the Department to be appropriate. Such training may be offered in conjunction with the periodic training required by § 25-4-1004.7(9)(c), C.R.S.B. Training individuals entering hearing screening data in the electronic birth certificate. Such training can be offered in conjunction with other Department training related to completing the electronic birth certificate.C. Utilizing the data identified in Rule 4.4(H) to implement quality improvement activities. Nothing in this subsection should be read to limit the CIHAC's ability to recommend best practices and guidelines as delineated in § 25-4-1004.7(2)(a)(I), C.R.S. as those activities may also concern quality improvement.
43 CR 04, February 25, 2020, effective 3/16/2020