Minnesota CAREWare Policies and Procedures Title: Permissions Levels Issue Date: August 21, 2009 Revised: May 27, 2104 (no revisions) Purpose: The Ryan White Program requires client level data for reporting to HRSA and for Parts A, B and state HIV services grant management. In Minnesota, these data are collected in Minnesota CAREWare. Policy: To promote the security of client data providers have different levels of permissions for the Ryan White client database. Levels of permission are designed to ensure providers have the minimum amount of client information necessary to do their jobs. Procedures: Providers request the minimum permission level necessary for new or changing staff members to conduct their work effectively. The Provider’s Authorized Representative (PAR) completes the User Registration Form and submits it to MDH. On the form, the Authorized Representative requests one or more of the following levels for permissions: 1. Agency Administrators: Agency Administrators access Ryan White data for program oversight. They are able to run reports, grant permission to share service data between providers when requested by a client, and view non‐clinical client data only. They will not be able to enter or edit data. For PDI providers (agencies that continue to use their own data systems), the Agency Administrator is also responsible for ensuring timely uploads of data files. Examples: The executive director of an AIDS service organization or the manager of the HIV program in a community‐based organization. 2. Case Management Administrator: Case Management Administrators have the same permissions as Agency Administrators with the additional ability to view Form II and client case notes, request the sharing of clinical data and view shared clinical data (with client permission), and run case notes and clinical reports. Examples: The executive director of an AIDS service organization or the manager of a case management program in a community based organization. 3. Clinical Agency Administrators: Clinical Agency Administrators have the same permissions as Agency Administrators with the additional ability to view client clinical data, run clinical reports, and request and grant the sharing of clinical data (with client permission). Example: The manager of the HIV program in a hospital or clinic. 4. General Service Providers (GSP): General Service Providers use Ryan White data in the provision of direct services to consumers. They have the ability to view, enter, and edit non‐clinical client data, including Form I, and to run reports. General Service Providers include all direct service providers except for Medical Case Managers and Clinical Providers. Examples: Emotional support group leader, benefits counselor, emergency financial assistance worker. 5. Medical Case Managers (MCM): Medical Case Managers have the same permissions as General Service Providers. In addition, they are able to view, enter, and edit case notes; view, enter, and edit Form II data; and view clinical data (with client permission). 6. Clinical Provider: Clinical Providers have the same permissions as General Service Providers and in addition, they are able to view, enter, and edit all clinical data and run clinical reports. Examples: All primary care staff, medication adherence staff, and early intervention services staff. Attachments: User Registration Form, located at: http://www.health.state.mn.us/divs/idepc/diseases/hiv/careware/forms.html