High-Level Timeline and Information Flows

1) 45 Days Prior to Release—On a periodic basis, health providers in the Region automatically upload their availability to a regional health providers database, which is available to

Department of Corrections (DOC) reentry staff statewide. When planning for John Doe’s reentry, the reentry planning personnel at State Prison check the Regional Health Providers Database for available treatment providers in Gammons (the locale that Doe will be moving to in this

example). In this case, reentry staff select the Sunset House, based on their availability, criteria, and fees, to continue Doe’s treatment. Once selected, reentry staff makes a treatment referral, reentry staff confirms the pending placement with Sunset House, and the Reentry Plan is updated. As part of the reentry planning process, reentry staff obtain Doe’s consent to share his health information (including prison case management records to include medical, mental health and relevant substance abuse treatment assessments, and services received while incarcerated) with Sunset House.

a) A service specification44 (see glossary for more information) built for Exchange Synopsis 30 was used by Sunset House’s system to automatically upload their information on a daily basis.

b) The figure below illustrates the process for a requesting program status.

FIGURE 3.BPMNDIAGRAM:REQUESTING PROGRAM STATUS

TABLE 6.EXCHANGE CONTENT SAMPLE:REQUESTING PROGRAM STATUS

DATA CATEGORY DATA ELEMENT SAMPLE DATA

Message Information Message Type Health Treatment Program Status Update

Current Date 01-01-2013

To Agency Agency Name Regional Health Providers Database

From Agency Agency Name Sunset House

Agency Street 222 W. Scotts Road

Agency City Gammons

Agency State Arizona

Agency Zip 85002

POC Name Mark Manager

POC Phone 602-555-2222

POC Email [email protected]

Target Information Current Openings 4

Est. Openings in 1 week 4 Est. Openings in 2 week 5 Est. Openings in 3 week 5 Est. Openings in 4 week 5 Est. Openings in 5 week 5 Est. Openings in 6 week 5 Est. Openings in 7 week 5

DATA CATEGORY DATA ELEMENT SAMPLE DATA

Est. Openings in 8 week 5

Eligibility criteria eligibility criteria (text field or attachment depending on implementation)

Service fees service fees (text field or attachment depending on implementation) Notes other notes (text field or attachment

depending on implementation)

2) 30 Days Prior to Release—State Prison reentry planning personnel finalize the Reentry Plan and electronically provide a copy to the appropriate providers – Sunset House in this case.

Additionally, since the release date is solidifying, the expected release date is also provided. a) A service specification built for a combination of Exchange Synopsis 19 and Exchange

Synopsis 34 was used by the State Prison Reentry personnel’s system to send the information to Sunset House.

NOTE: Exchange Synopses #19 and #34 could be implemented separately as well, but in this implementation, they are combined.

b) The figure below illustrates the process for sharing an expected release date notification and a Reentry Plan.

TABLE 7.EXCHANGE CONTENT SAMPLE:SHARING AN EXPECTED RELEASE DATE NOTIFICATION AND A REENTRY PLAN

DATA CATEGORY DATA ELEMENT SAMPLE DATA

Message Information Message Type Reentry Plan & Expected Release Date

Current Date 01-15-2013

To Agency Agency Name Sunset House

POC Name Mark Manager

POC Phone 602-555-2222

POC Email [email protected]

From Agency Agency Name State Prison

Agency Street 123 Corrections Road

Agency City Batesville

Agency State Arizona

Agency Zip 85001

POC Name Officer William

POC Phone 602-555-1111

POC Email [email protected]

Person Information Offender Name John Doe

Offender DOB 10-22-1968

Offender Sex M

Offender SSN 123-45-6789

Offender Charges Armed Robbery Offender State ID 1234567890

Target Information Expected Release Date 02-15-2013

Reentry Plan Reentry plan including substance abuse info and treatment to date (text field or attachment depending on

implementation)

3) 7 Days Prior to Release—State Prison reentry planning personnel electronically send John Doe’s health records (the prison’s complete health file) to the Sunset House. (In this case, consent had been given by Doe during the reentry planning process.)

a) A service specification built for Exchange Synopsis 20 was used by the State Prison Reentry personnel’s system to send the information to the Sunset House.

FIGURE 5.BPMNDIAGRAM:SHARING HEALTH RECORDS

TABLE 8.EXCHANGE CONTENT SAMPLE:SHARING HEALTH RECORDS

DATA CATEGORY DATA ELEMENT SAMPLE DATA

Message Information Message Type Health Records

Current Date 02-09-2013

To Agency Agency Name Sunset House

POC Name Mark Manager

POC Phone 602-555-2222

POC Email [email protected]

From Agency Agency Name State Prison

Agency Street 123 Corrections Road

Agency City Batesville

Agency State Arizona

Agency Zip 85001

POC Name Officer William

POC Phone 602-555-1111

POC Email [email protected]

Person Information Offender Name John Doe

Offender DOB 10-22-1968

Offender Sex M

DATA CATEGORY DATA ELEMENT SAMPLE DATA

Health Records Health Information Medical records information (including

prison case management records to include medical, mental health and relevant treatment assessment and services received while incarcerated) (text field or attachment depending on implementation)

Consent Consent Info Consent to share health information (text

field or attachment depending on implementation)

4) At Release—State Prison reentry planning personnel electronically send John Doe’s discharge summaries and health records to the Sunset House. (In this case, consent had been given by Doe during the reentry planning process.)

a) A service specification built for Exchange Synopsis 21 was used by the State Prison Reentry personnel’s system to send the information to the Sunset House.

b) The figure below illustrates the process for sharing the discharge summary and health records.

TABLE 9.EXCHANGE CONTENT SAMPLE:SHARING THE DISCHARGE SUMMARY AND HEALTH RECORDS

DATA CATEGORY DATA ELEMENT SAMPLE DATA

Message Information Message Type Health Records

Current Date 02-15-2013

To Agency* Agency Name Sunset House

POC Name Mark Manager

POC Phone 602-555-2222

POC Email [email protected]

From Agency Agency Name State Prison

Agency Street 123 Corrections Road

Agency City Batesville

Agency State Arizona

Agency Zip 85001

POC Name Officer William

POC Phone 602-555-1111

POC Email [email protected]

Person Information Offender Name John Doe

Offender DOB 10-22-1968

Offender Sex M

Offender SSN 123-45-6789

Discharge Summary Discharge Information Discharge report (text field or attachment

depending on implementation)

Health Records Update Health Update Medical records information (including

prison case management records to include medical, mental health and relevant treatment assessment and services received while incarcerated) (text field or attachment depending on implementation)

Consent Consent Info Consent to share health information (text

field or attachment depending on implementation)