POLICY AND PROCEDURE NOTICE: PPPN-061 CAREWare ACCESS

Summary and Purpose of PPN: To guide the administration of the Ryan White Part A Program in facilitating client-level data management.

Authority: . HRSA Part A Manual . HAB National Monitoring Standards – Universal - Part A & B . Fulton County Ryan White Part A Contract/Agreement

Overview:

CAREWare is a secure, centralized, software application designed to report client-level data. CAREWare is accessed via a secure server maintained by the Fulton County Department of Information Technology. Access is restricted to those individuals to whom rights have been granted by the Ryan White Part A Program Office. In order to access the server, Virtual Private Network (VPN) access must be granted by the Ryan White Part A Program Office and Fulton County Department of Information Technology.

Policy and Procedure:

Access to CAREWare will be restricted to individuals with a legitimate need to access client data and who have agreed to follow confidentiality rules and regulations.

CAREWare Access

1. The subrecipient’s Data Designee and/or Programmatic Designee must request CAREWare access for those subrecipient staff with a legitimate need to access client level data. 2. The “CAREWare Add or Drop User” form must be completed, signed, and submitted to the Ryan White Part A Program Data Manager. The form is available on the Program’s website: www.ryanwhiteatl.org A. The form may be e-mailed or delivered by mail or in-person. B. The form must indicate the user profile: Clerical, Data Entry, Client Management, or Administration. C. The form must include a justification for why the individual needs to access CAREWare.

PPPN-061 CAREWare Access Page 1 D. The agency designee must certify that the user being added has signed the appropriate confidentiality agreements documentation of which is maintained on file. 3. The written request will then be sent to Fulton County Ryan White Part A via email to the data specialist. a. If there are any special user request this is also when they should be made. 4. Upon receiving and approving the request, the Data Manager will create a user name and assign user permission (rights). 5. The Data Manager will establish a generic password for the user which must be reset upon first use. The Data Manager will notify the user (via e-mail) of the user name and temporary password. 6. The subrecipient must complete the “drop user” portion of the “CAREWare Add or Drop User” and submit to the Program Office’s Data Manager within three days of the date upon which a user no longer should have access to CAREWare (e.g., upon change of job duties, resignation, termination, etc.).

VPN Access

1. The subrecipient’s Data Designee and/or Programmatic Designee must request VPN access for those subrecipient staff with a legitimate need to access client level data. 2. Fulton County’s Acceptable Use Policy (AUP) form and the VPN Remote Access Request (VRAR) form must both be filed out by the user requesting access. . The agency’s Designee does not need to sign these forms. . These forms are available on the Program’s website: www.ryanwhiteatl.org 3. Once received, the VPN Remote Access Request form will be submitted to either the Ryan White Director or the Assistant Ryan White Director for approval. 4. Upon signature of the Director, the AUP and the VRAR will be submitted to Fulton County Department of Information Technology for set-up. 5. The password and user name will be sent to the user in separate emails. The link to download and install the VPN will also be sent.

Technical Assistance with the completion of ant of these forms is available from the Program Office’s Data Manager.

Verification: . Validate presence of signed confidentiality documents during site visit.

Approved: May 2016

PPPN-061 CAREWare Access Page 2

Approved: June 2016