Michael Bedrosian and Melanie Norris. Information Systems Department, Philadelphia Health Management Corporation, 260 S. Broad Street 18th Floor, Philadelphia, PA 19102, 215-790-7209, mikeb@phmc.org

Managing information is central to a public health organization’s ability to plan, monitor, and evaluate program goals and use aggregate data as a source for policymakers. Many small organizations have a significant need for a management information system, but do not have sufficient resources to develop or purchase their own. Yet in the midst of dwindling public health dollars, organizations are increasingly expected to document extensive information on clients served and services rendered. In addition, organizations often incur costs to ensure that their data tracking systems abide by HIPAA privacy standards. This presentation describes the key features of The Client Registry Service, a Web-based client tracking software created for organizations that do not have the capacity to support a customized information system, yet must meet data collection requirements mandated by HIPAA and private, local, state and Federal funders.

Designed by the Information Systems department of the Philadelphia Health Management Corporation (PHMC), a nonprofit public health agency that runs more than 200 programs aiming to improve the health of the community, The Client Registry Service records client demographics, tracks client progress toward achieving short and long-term goals, demonstrates program effectiveness to funders, meets stringent reporting and accountability requirements, and facilitates the use of aggregate data as a source of information for policymakers. The CRS supports single-program and multi-program agencies, and all data are stored at a secure server off site, reducing the risk of data loss or theft. The system ensures patient confidentiality will be protected.

Learning Objectives: At the conclusion of the session, the participant will be able to

• identify vital components of a remote-access client tracking system;
• articulate cost-effective strategies for data collection; and
• develop ways to ensure patient confidentiality while collecting information via the Internet.

Keywords: Information Technology, Evaluation

Presenting author's disclosure statement:
I have a significant financial interest/arrangement or affiliation with any organization/institution whose products or services are being discussed in this session.
Relationship: I the vice president of information systems for the Philadelphia Health Management Corporation, which designed this software.