Community Mental Health and Substance Abuse Services of St Joseph County

TECHNOLOGY AND SYSTEM PLAN FY 2016/17

Introduction: Information technology is an integral part of the CMHSAS-SJC business strategies and practices. CMHSAS-SJC proactively plans and takes measures to avoid potential threats and ensure uninterrupted access to its systems. CMHSAS-SJC continually considers how to use various types of technology to manage information support and advance effective and efficient service and business practices.

Area Current Status/Response(s) Needed Planned Action(s) Timelines 1. Hardware - System/Hardware A. Implementation of new EHR (PCE) requires A. Ensure all signature pads are working by A. March 1, description and Inventory, including working signature pads. March 1, 2017 with onset of PCE 2017 off-site use. implementation B. Storage space is nearing capacity. B. 1) Move some storage to new drive. 2) B. 5-1-17 Develop archive strategies of older data. C. Improve printer utility. C. Move network printers from cmhdc2 to C. 5-1-17 cmhdc1. D. Update servers D. Decommission old servers (2003) and move D. 9-30-17 historical data to the new 2012 server. E. Clean out old hardware from utility closet E. Wipe hard drives and disposal of old work E. Start 2-1- and eliminate potential risk of data on old station computers and Wyse thin clients. 17. Finish hard drives 6-30-17 2. Software - General description, Move to Windows 10 as system platform 1) Test Windows 10 through Group Policy 7-1-17 Uses, Inventory (Licenses), Object (GPO). 2) Make adjustments where Approval, Purchase, Installation. needed and implement if determined feasible

3. Security - General description, the A. Provide a means to better monitor security A. Develop monitoring tool and for IT staff to A. April 2017 processes and methodologies and confidentiality of clinical and other initiate monitoring throughout agency. protect print, electronic, or any other business information B. Incorporate into the monitoring process B. April 2017 form of confidential, private and B. Refresher/retrain staff on IT security and reminders and retraining of staff where sensitive information or data from confidentiality policies indicated. unauthorized access, use, misuse, C. Concern of any business email that may get C. Encryption of all business email C. Feb 2018 disclosure, destruction, routed to provider without adequate modification, or disruption. controls. 4. Confidentiality - Use of passwords, See “security” above. See “security” above. Ongoing Screen Savers, Encryption, etc. to New threats are routinely introduced into the Rubix (Jason & Ryan) send out security alerts protect the right of an individual to work environment when new threats are made aware have personal, identifiable health information kept private

1 1 Community Mental Health and Substance Abuse Services of St Joseph County

TECHNOLOGY AND SYSTEM PLAN FY 2016/17

5. Back-up Policies - General EHR: SWMBH holds information for Streamline. With change of EHR to move to PCE backup March 1, 2017 description of policies and system needs to be changed - which is PCE processes to back-up all agency backs-up to their location with Chicago site information to another location back-up to them and sent back nightly to our location Other Business Information: Back-up on location, one in Grand Rapids to cloud.

6. Assistive Technology - General Provide assistive technology as needs are Continue to provide assistive technology such Ongoing description of any use of assistive made aware and it is feasible as large screens, hearing adaptive equipment technology, i.e. TTY/TDD, etc. This may include a Wii game console, eBook readers, screen reading software, voice recognition software.

7. Disaster Recovery Preparedness - With change to PCE and other changes – to Bryanna of Rubix to update disaster recovery 7-1-17 General description of steps, update disaster recovery plan plan actions, and precautions taken to ensure the data integrity and continuity of operations, in the event of a disaster. 8. Virus Protection CMHSAS-SJC uses the Sophos virus software Rubix to ensure Sophos virus software is Ongoing (viruses, worms and Trojan horse– for total protection always up-to-date and protecting all relevant -phishing, malware, etc) Describe all sources of incoming data protection software, and the use of portable media and internet etc.

9. Assessment of current and potential Internet speed not adequate for PCE Get with vendor and increase (approx. 2x) 3-1-17 uses of technology: to enhance speed of internet services, improve efficiency, communicate with stakeholders, and improve services to isolated populations.