# Presentation: 937156

## HealthTrack

- El Paso County, Colorado
- (Colorado Springs)

- HCAP Conference
- January 21, 2004

- Presented by:
- Karen Williamson
- Lead System Project Manager
- El Paso County Department of Health & Environment

## In the beginning...

- Denver Health & Hospital Authority (DHHA) had an application tracking system
- Available only within their organization
- Tracks the status of Medicaid applications
- Updated by Human Services employees working at DHHA
- Willing to license the system design business rules

## Our Situation

- Multiple independent agencies
- Clients completing paperwork everywhere
- No way to know status of pending applications
- No common network
- No common medical records system
- Clients being seen in multiple agencies
- No inter-agency communication

- Effective? No

- Efficient? No

- Coordinated Care? No

## Once it was our Vision--Now it is our Reality

**(applications only)**

** **

**Both Local Hospitals**
- city owned
- private

** **

**Community**
**Health Centers**
**(single agency, multiple sites)**** **

** **

**El Paso County Department of Health & Environment**

** **

**Faith-Based **
**Clinics**
**(1 now; 2 planned)**** **

**Future **
**agencies:**
**Medical Society**
**  ****(Project Access)**
**Pharmacy feed**
**Private Physician****  (Project Access ****   billing feed;**
**   ****Perhaps some **
**   ****direct access)**

**Once it was our Vision--Now it is our Reality**

## 5

## Timeline

- Sept. 2001 	Award grant
- Oct. 2001 	Began design
- May 2002 	System ready
- Dec. 2002 	First entry of	applications/people
- Feb. 2003 	First visits entered
- Apr. 2004 	Project Access

## HealthTrack Today

- Operating in 6 partner agencies
- Web-based
- Robust SQL database
- Server and System Administrator located at Public Health Department
- Shared development with DHHA
-  Master Business Associate Agreement (HIPAA) signed

## Functionality

- Application Tracking  (CHP+, CICP, Medicaid)
- Medical Visit History Summary
- Track Charges Pending Determination
- Community Statistical Data Collection
- Inter-agency Communication
- Project Access (in development)
- Chronic Disease Management Pathway (planned)
- Healthdoc (mobile platform – DHHA)

## 9

## 10

## 11

## 12

## 13

## 14

## Reporting

- 8 Standard Reports
- Most reports have multiple filtering options
- Access restricted by role
- Custom report capability
- System Administrator can build report using Crystal Reports
- Dynamic table selection
- Option for background restriction to organization data only
- Access restricted by role, organization, and/or individual

## Standard Report Filters

## Custom Reports

## After one year of operation

- 27,065 clients
- 8,627 applications
- 14,783 benefits being applied for
- 16,967 visits (still ramping up)
- 17 clients have visited 3 of 4 organizations

## Demographics

## Demographics

## Provider Benefits 

- Improve the Quality of Care
- Coordination of care through access to health history from many locations
- Community-wide Chronic Disease Management
- Improve patient care outcomes
- Financial Benefits
- Provides application information for more timely billing
- Helps reduce costs by not repeating medical tests

## Client Benefits 

- Improves timely access to services by tracking application status for public health insurance (Medicaid, CICP, CHP+)
- Helps avoid filling out paperwork many times
- Allows doctors to see benefits
- Makes it more likely doctor will get paid so client doesn’t get a bill
- Enhances quality of life through consistent Chronic Disease Management
- Improves coordination of care between hospitals and doctors by providing medical facts

## Community Benefits

- Decreases the number of uninsured children and adults in El Paso County
- Saves tax dollars
- Saves money for hospitals and doctors from unpaid bills and care redundancies
- Reduces the cost of care for the insured

*Result: A Healthy Community with improved access to care*

## HIPAA Compliant System

- HealthTrack is HIPAA Compliant
- Audit tracking
- Flexible security structure
- Role-based logins
- Master Business Associate Agreement
- Planned Year-3 Enhancement
- Organizational and visit specific security

## Security Infrastructure

- All Transactions use SSL (http**s**://)
- Web server secure certificate
- Virus protection on server
- Authentication, Authorization, Auditing
- All unnecessary services disabled

## Security Architecture

- Flexible role-based security
- Additional ability to restrict capability by site

## Master Business Associate Agreement

- Written by attorney specializing in HIPAA
- Required before an organization granted access
- Provides for how the business associates will use the system
- Specifies an oversight committee

## Lessons Learned

- Funded Data Specialists
- Competent Contractor
- Communication
- Buy-in of CEO and CIO
- “Worker Bees” (user group meeting)
- Don’t forget the mid-management

## Contact Information

- Karen Williamson
- El Paso County Department of Health and Environment
- 301 S. Union Blvd.
- Colorado Springs, CO 80919
- 719-593-2130
- _[karenwilliamson@epchealth.org](mailto:karenwilliamson@epchealth.org)_
- Craig Dahl
- Healthcare Practice Lead
- Interlink Group, Inc.
- 98 Inverness Drive East, Suite 150
- Englewood, CO 80112
- direct: (303) 542-7098
- main: (303) 542-7100
- _[Craig.Dahl@](mailto:craig.dahl@ilg.com)__[ilg](mailto:craig.dahl@ilg.com)__[.com](mailto:craig.dahl@ilg.com)_