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AIDS Regional Information and Evaluation System. California Department of Public Health Office of AIDS. 0.01. ARIES On Demand. Course 1: Policy and Security Primer Course 2: Design, Features and Benefits Course 3: Login and Overview Course 4: Searching and Adding New Clients

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Presentation Transcript
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AIDS Regional Information and Evaluation System

California Department of Public Health Office of AIDS

0.01


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ARIES On Demand

Course 1:Policy and Security Primer

Course 2:Design, Features and Benefits

Course 3:Login and Overview

Course 4:Searching and Adding New Clients

Course 5:Client Intake 1

Course 6:Client Intake 2

Course 7:Programs

Course 8:Care Plan

Course 9:Case Notes

Course 10: Client Services

Course 11: Generating Reports

Course 12: Agencies and Agency Support Staff

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Course 1:ARIES Policy and Security Primer- New Trainee Requirement

ARIES ON DEMAND Training

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What You’ll Learn

ARIES Defined

Understanding ARIES Security and Client Confidentiality

Communicating ARIES security to clients

Reporting security incidents

ARIES Access through Digital certificates

ARIES Policies

ARIES System Requirements

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What is ARIES?

AIDS Regional Information and Evaluation System

Real time browser-based database

Client case management information system for administration and reporting HIV/AIDS care

Tracks the delivery of care and treatment services to HIV/AIDS clients

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ARIES Support Functions

Client Search

Client Intake

Share/Non-share

Program Enrollment and Service Tracking

Creating Reports

Working With Agencies

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Programs Included in ARIES

RWCA Parts A, C & D (formerly Titles I, II, III & IV)

Care Services Program (CSP Part B)

Case Management Program (CMP) *

Medi-Cal Waiver Program (MCWP) *

Early Intervention Program (EIP) *

Bridge, Positive Changes *

* Programs required to use ARIES. Part A areas with CSP funds can import their data into ARIES.

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Programs Included in ARIES

Housing Opportunities for Persons with AIDS Program (HOPWA)

Health Insurance Premium Payment Program (CARE/HIPP) *

Enrollment in the Therapeutic Monitoring Program (TMP)

* Programs required to use ARIES. Part A areas wth CSP funds can import their data into ARIES.

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Protect confidential data

Preserve client trust

Security at the Forefront

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Multiple Layers of Security

Three tier hardware architecture

Protected by multiple firewalls

Security intrusion detection tools

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Encryption Used in ARIES

Secure communication over the network

Secure files used by SQL server

Secure the ARIES user password

Secure database connection strings stored on the web server

Secure the ARIES client ID

Secure client identifiers in the database

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Check Your Understanding

Q: What protects ARIES data?

A: Multiple Layers of Security

  • 3 Tier Hardware

  • Protected by multiple firewalls

  • Security intrusion detection tools


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Security Measures in ARIES

ARIESCLIENT

ARIESREPORTEXPORT

ARIESIMPORT

ARIESADMIN

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Dual Factor Authentication

KNOWS

Unique user login

****

UNIQUE USERLOGIN & PASSWORD

HAS

DIGITAL CERTIFICATE

Password

*******

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The Client Share/Non-Share Concept

  • Clients may choose to share or not share data with multiple service providers

  • Sharing clients must provide security “keys” to unlock ARIES records

  • Non-share clients only see their own data

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HIPAA: Health Insurance Portability and Accountability Act

Protected Health Information (PHI)

Client name

Client address

Client telephone numbers

Client fax numbers

Client E-mail addresses

Client medical record number

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HIPAA: Health Insurance Portability and Accountability Act

Protected Health Information (PHI)

Social Security number

Date of birth

Health plan beneficiary number

Account numbers

Client’s mother’s maiden name

Client’s family members’ name

Unencrypted Unique Record Number (URN)

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ARIES User Registration Form Stipulates:

Users are aware of PHI confidentiality requirements

Users agree to follow their agency’s guidelines pertaining to patient confidentiality and HIPAA

Users agree to report any breaches of security pertaining to PHI

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Reporting a Security Breach

A breach is any failure to follow confidentiality protocols and procedures

  • Agency Management / Direct Supervisor

  • County Health Department

  • Ryan White Part A Grantee

  • California Department of Public Health, Office of AIDS

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Reporting a Security Breach

A breach is any failure to follow confidentiality protocols and procedures

Contacts:

CR&E Section Chief

(916) 449-5844

ARIES System Admin.

(916) 449-5842

Email incidents to:

aries@cdph.ca.gov

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Explaining ARIES Security to Clients

Is my information safe?

ARIES is more secure than on-line banking!

Agency Supervisor (and Grantee for Part A areas) approves each staff person for ARIES access and sends a User Registration form to OA

OA then works with the staff person to install the digital certificate

“Digital certificates” limit access.

No computers used in public places

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Explaining ARIES Security to Clients

Who has access to my information?

Only State approved computers and staff can use ARIES

Staff can only view what they need to know

Sensitive information is never shared (examples: mental health, substance use, legal issues) even if you share other information

ARIES uses encryption

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Check Your Understanding

QUESTION:All ARIES securities breaches must be reported to your Agency Supervisor, but which is the truest statement?

ANSWER:

  • All ARIES securities breaches must also be reported to the CA Office of AIDS, regardless of whether they involved client PHI (Protected Health Information) or not.

  • Only ARIES securities breaches involving client PHI (Protected Health Information) must also be reported to the CA Office of AIDS.

  • ARIES is hardened against security breaches and does not require breach reporting.

2

Q


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Explaining Encryption

All information that identifies a client in ARIES is turned into a secret code

When that information travels the Internet, it is scrambled again

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Explaining Firewalls

ARIES uses 3 firewalls to protect your information

Firewall=Computer software used to keep hackers from seeing or stealing system information

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Who Can Clients Call With More Questions?

A local provider agency

California OA website at:

http://www.dhs.ca.gov/aids/Programs/ARIES/default.htm or http://projectaries.org

http://www.dhs.ca.gov/aids/Programs/ARIES/Docs/FORMS/ARIESClientInfoDoc082007.pdf

Need to update URLs

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ARIES Structure

  • ARIES System Navigation

  • CLIENT Tabs and Subtabs

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ARIES User / Role Permissions

Administrative agency ARIES admin.

Agency ARIES administrator

Agency management

Case manager

Ancillary services

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ARIES User / Role Permissions

Data entry

Medical

Peer advocate

Receptionist

Volunteer

Inactive

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ARIES Data Elements

Go Live to ARIES: Click Here

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ARIES Client Share/Non-Share Guidelines

Providers should enter data daily

At minimum, every two weeks

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ARIES User Policies

Keep Your

USER LOGIN ID & PASSWORD

Strictly Confidential

IMPORTANT:DO NOT SHARE OR REVEAL

ON-SCREEN

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User Policies

ARIES technical leads should not delete users

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ARIES LAPTOP Security Policy

Wireless connections for ARIES are approved; however …

UsersCANNOTaccess ARIES in public locales

Data encryption software must be used on all laptops that store confidential information

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ARIES LAPTOP Security Policy

Confidential client-identifying information examples:

Names, social security numbers, SSN

Unique Record Numbers (URNs)

Addresses

Phone numbers

Email

Medical record numbers

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ARIES Registration Requirements

1. Fill out the ARIES User Registration Form

2. Fax it: Attention: ARIES Administrator at the Office of AIDS (916-449-5858)

3. The OA staff person will contact you with instructions to install your digital certificate

4. The OA ARIES Administrator can revoke any digital certificate if necessary

5. The Agency Technical Lead can change a user password immediately if necessary

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Is Your Computer System ARIES-ready?

Internet Explorer 6.0 or above

JavaScript and cookies must be enabled

Windows 2000 or above

A Pentium processor

256 MB RAM

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Is Your Computer System ARIES-ready?

50 MB free space on your hard disk

Internet Access via T1, DSL, cable modem, or satellite with secure sockets layer (SSL) communication

Access with a 56 Kb modem will provide a less satisfying user experience

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FLASH Quiz – Select 5 Items that you need to use ARIES[Drag and Drop the Correct Answers]

Digital certificates

Photo ID

Unique user ID

Unique password

ARIES-ready computer system

User registration form

Voter registration card

Flash element to be inserted DRAG & DROP

Click Here

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Multiple Choice Quiz

Note:

This will be a series of QUESTIONS

using the WebExOn-Demand

environment for user tracking

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See the Help Desk Documentation for more details

Download the Guideline documents

More information, contact…

Thank You for CompletingCourse 1

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For More Information and Updates:

www.projectaries.org

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