Technology Information

Vision

Dawn Farm is a client-focused organization that responds to the expressed and assessed needs of our clients. We use measurable outcomes to evaluate our programs based on information provided by our clients and other stakeholders. Our vision for technology is a place where Dawn Farm staff enjoys practical technology, which minimizes paperwork-related stress and frustration, generates highly accurate and easily understood reports, minimizes the time needed for recording and processing information, and facilitates access to information and progress toward goal achievement. This environment seeks to improve communication throughout the agency and with other collaborators. We envision a comprehensive and technologically advanced MIS that routinely provides all stakeholders with data with which to make decisions.

Hardware

Dawn Farm tries to stretch technology dollars so that resources can be directed to services. We have been relying on refurbished high-end hardware that is usually a few years old. We replace hard drives within 5 years of the manufacture date.

We have contracted with Applied Imaging for printers, toner and service.

We continue to deploy Chromeboxes. Printing has become more reliable and Google's HIPAA compliance removes barriers to more widespread adoption. The biggest barrier remaining is employee attachment to Word and the lack of mail merge in Google Docs. For reasons of security and efficiency, we would like to migrate more machines to Chrome OS.

No unusual hardware needs are anticipated but several computers seem to be reaching the end of their life cycle and will need to be replaced in the coming year.

Software

Dawn Farm relies primarily on the following software:

• Google Chrome (with IE Tab, for compatibility with MCIS)
• Microsoft Office
• Windows (7, 8 & 10)

Microsoft software is obtained through TechSoup.

Software that is not free is generally obtained through TechSoup Stock.

Dawn Farm uses the following application service providers as well:

• Google Apps
• Apricot
• Doxy.me

No unusual software needs are anticipated.

Apricot was acquired by Social Solutions. Since the change, they have increased prices and we are less satisfied with their support. We are in a multiyear contract but will consider alternatives as we learn about them.

We also would like to expand use of electronic signatures, increase the portion of case file content that is in Apricot, and reduce printing.

The use of Doxy.me is new and could be considered a pilot program. There are no current plans for expansion, but it is easy to foresee using telemedicine to improve access to services like psychiatry.

Website

Dawn Farm’s website is maintained in-house, by the Clinical Director with support from 3.7 Designs. It is comprehensive and serves as a way for prospective clients and their families to learn about Dawn Farm.

Dawn Farm's website was redesigned in 2013. We are probably within a year or two of a redesign.

A client website was revamped in 2014. We hope it will serve as a resource for alumni, current clients and staff.

Security

All computers are password protected and many have guest accounts for other staff, visitors and clients.

Any wireless networking uses encryption.

Sites with internet access use a router or modem with hardware firewall protection.

All computers have Microsoft Security Essentials or Windows Defender for protection against viruses, spyware and malware.

Confidentiality

Dawn Farm policy specifies that staff are responsible for protecting confidentiality of agency information by following all given guidelines including

• logging out of workstation and/or remote connection when not in use
• not allowing any other staff or resident access to your workstation while you are logged in
• locking offices when not present
• reporting lost or stolen keys
• not copying agency information onto other media without authorization
• having confidentiality agreements signed when any agency information is shared via disk, modem or other media
• please refer to Dawn Farm’s Policy on Client Confidentiality for agency expectations on protecting client confidentiality on information systems

Furthermore, staff are required to respect confidentiality of any data not meant for their review. This includes documents left in printers and fax machines, files open on or accessible through a computer, and similar situations. Staff are prohibited from accessing another user’s files without specific authorization.

In addition, ASPs with client information are required to be HIPPA compliant.

Dawn Farm has established a HIPPA business associates agreement with Google for our Google Apps account. Establishing policies regarding the storage and transmission of PHI with Google Apps was a high priority for 2014.

Backup

Mission critical data maintained on Dawn Farm computers is backed up and maintain off-site by the primary users of those computers. We will explore options for online backup in 2011. (As of April, we are using CarbonitePro for computers with mission-critical data. CarbonitePro is automated and HIPAA compliant.)

Dawn Farm only uses ASPs with regular backup, including secure data storage at multiple sites.

Assistive Technology

Dawn Farm will provide assistive technology as needed for employees. The appropriate assistive technology will be determined with each individual employee. Windows Vista includes significant improvements in assistive technology and should be the first line resource. Essential Learning offers some compatability with assistive technology features.

Disaster Recovery Preparedness

Dawn Farm’s use of ASPs offers significant protection from data loss due to disaster.

Mission critical data maintained on Dawn Farm computers is backed up and maintain off-site by the primary users of those computers.

Google - 877-355-5787

Social Solutions - 877-441-2111

Carbonite - 855-227-2249

Sage Accounting - 866-996-7243

Virus Protection

All computers have Microsoft Security Essentials or Windows Defender for protection against viruses, spyware and malware.

Sites with internet access use a router or modem with hardware firewall protection.

Reviewed and updated on 2/26/2018 by Liz Davila-Ferrall, Cassandra James, Julie Boster, Anna Byberg & Jason Schwartz

Reviewed and updated on 10/25/2017 by Jason Schwartz

CARF Requirement: 1.J.1- 1.J.12