Current through Register Vol. 56, No. 6, March 18, 2024
(a) The Department shall implement and operate a web-based Childhood Lead Information Database (the database) applicable to childhood elevated blood lead level referrals and cases initiated pursuant to this chapter.
(b) The Department's purpose of the database is to:
1. Make referrals to local boards of health;
2. Maintain a central location for local board of health case managers, environmental inspectors, and local board of health staff members to document and track their case management activities and environmental interventions activities;
3. Collect, maintain, and track Statewide childhood elevated blood lead level data, case management activities and environmental intervention activities;
4. Conduct surveillance activities based on the reported data;
5. Report non-identifying data to the following Federal agencies: Centers for Disease Control (CDC), Housing and Urban Development (HUD), and the Environmental Protection Agency (EPA);
6. Utilize the collected data, in a non-identifying manner, to publish an annual report, apply for funding for the Department's lead program or satisfy requirements of a funding source of the lead program; and
7. Share data with other Federal and State agencies according to the terms and conditions of the data sharing Memorandum of Agreement (MOA) between the Department and those agencies.
(c) The users of the database, which consist of local board of health case managers, public health nurses, environmental inspectors and supervisors that are responsible for overseeing and/or handling childhood lead poisoning referrals and cases, shall enter into the database all information collected pursuant to 8:51-3.2(a) within the timeframes specified in the Protocol for Data Entry in the Childhood Lead Poisoning Information Database and Communication, available at N.J.A.C. 8:51 Appendix D.
(d) The Department shall notify each local board of health about the upcoming training sessions for users of the database through electronic mail, with follow-up communication by telephone and/or electronic mail.
(e) Each user shall:
1. Attend a database training session;
2. Notify the Department of the jurisdiction that he or she is responsible for prior to attending the training; and
3. Have his or her supervisor or a designee provide a description of his or her job duties to the Department prior to attending the training.
i. The user's supervisor shall be responsible for notifying the Department when there is a change in the user's role and/or employment status within no more than five business days from the effective date of the change.
(f) The database training will consist of a formal classroom style instruction session, during which the Department staff shall:
1. Provide comprehensive and interactive training on the database; and
2. Provide real-time and hands-on access to the database using a computer connected to the internet.
(g) The Department shall grant access to the database through a username and password to each user.
(h) The Department shall:
1. Restrict access to the database for each user to his or her jurisdiction;
2. Define each user's role within the database according to the user's job functions; and
3. Restrict the user's access to various functions within the database according to his or her user role.
(i) Each user shall utilize the database to:
1. Check for new messages and/or notifications on each business day;
2. Review case records listed under notifications on elevated blood lead levels reported to the Department;
3. Document case management and environmental intervention activities as set forth at N.J.A.C. 8:51-3.2(a) in corresponding sections of the database, including assigning or reassigning cases to case managers;
4. Submit timely, accurate and complete information;
5. Communicate with other users about referrals or cases; and
6. Communicate with the Department, including making reports of duplicate data and system related issues.
(j) In addition to the functions set forth in (i) above, as applicable, users in supervisory positions or their designees shall complete the following additional functions:
1. Perform a quarterly quality assurance audit of the case management data and environmental intervention data entered in the database for 10 percent of the cases that are under active case management (minimum of five and no more than 20 cases), using the Quality Assurance and Improvement Form, available at N.J.A.C. 8:51 Appendix J;
2. Maintain all documentation of the quarterly quality assurance audit set forth at (j)1 above; and
3. Upon request by Department staff, submit all documentation of the quarterly quality assurance audit set forth in (j)2 above to the Department.
(k) Each existing database user shall review and sign the User Confidentiality Agreement, available at N.J.A.C. 8:51 Appendix E.
(l) Each new database user shall review and sign the User Confidentiality Agreement on the day of the training that he or she attends.
(m) Each user shall adhere to the confidentiality requirements established at 26:2-137.6, 8:51-3.3 and in the terms of the User Confidentiality Agreement.
(n) The Department may revoke a user's access to the database if the user:
1. Fails to maintain confidentiality of the information submitted to and contained in the database as set forth at (m) above; or
2. Uses the database inappropriately and contrary to the purposes for which it was established as set forth under (b), (i) and (j) above.
(Agency Note: The text of N.J.A.C. 8:51 Appendices G, K, L, and M follows without change symbolization, the appendices appear in their final form, including the changes discussed in the responses to comments above.)
