USER AGENCY AGREEMENT for
CAREWare System
Between
Mecklenburg County Health Department (MCHD)
and
_________________________________ (USER AGENCY)
DEFINITIONS:
• User is an individual employee of a User Agency, identified by the User Agency Ryan White
primary point of contact as a trusted individual who has been authorized by the Mecklenburg
County Health Department (MCHD) to access the CAREWare system.
• User Agency is an authorized Ryan White Provider, under contract with Mecklenburg County
Health Department, and authorized through an executed USER AGENCY agreement to access
the CAREWare system to exchange information with Mecklenburg County Health Department.
MECKLENBURG COUNTY HEALTH DEPARTMENT (MCHD) AGREES TO:
1. Allow an authorized USER AGENCY access to the MCHD CAREWare system.
2. Provide or arrange training to USERS on the CAREWare system.
3. Furnish each authorized USER with a user ID and password.
USER AGENCY AGREES TO:
1. Ensure entry of information meets data integrity requirements. Quality assurance procedures
must be in place to ensure data integrity is maintained in the CAREWare system.
2. Ensure proper dissemination and logging of information available through the CAREWare
system.
3. Ensure that its USERS and other staff and employees will use, and disseminate information
available through CAREWare only when authorized and necessary.
4. Immediately report to MCHD all incidents of improper access, information misuse, or
unauthorized dissemination of information.
5. Ensure that each agency USER applying for a unique user ID and password with which to log
onto the CAREWare system provides full disclosure to MCHD of information relevant to granting
or denying authorization to access CAREWare. This user ID and password is for the exclusive
use of the assigned USER and may not be loaned to or used by anyone else. If the USER leaves
the employment of the USER AGENCY, no longer require access because of a job change, or
authorization to access CAREWare is revoked by the USER AGENCY, it is the joint responsibility
of the USER AGENCY and USER to immediately notify MCHD. Failure to do so may result in the
immediate suspension of USER AGENCY access to CAREWare under this agreement.
6. Ensure all employees using CAREWare are authorized by MCHD as USERS and trained as
required by contract.
7. Maintain and make available to all authorized USER AGENCY USERS the system user guides
and other documentation required to use the CAREWare system.
8. Comply with HIPAA regulations and all other applicable state and federal administrative rules,
laws and regulations.
9. Ensure that personal computers running CAREWare system receive regular operating system
patches and virus scans with up-to-date virus definitions.
Mecklenburg County Health Department
Rev. 7/2/2008
AGREEMENT PERIOD
1. The MCHD or the USER AGENCY, upon 30 days written notice, may cancel this agreement. Any
changes to this agreement will be valid only if made in writing and acceptable by all agencies to
this agreement.
2. This agreement will become effective upon the completion of all signatures regardless of the
order in which they are placed, and shall be valid until canceled as provided in the paragraph
above. The agreement is binding on all of the agencies that are a party to this agreement,
regardless of the future status and authority of the signatories.
3. MCHD reserves the right to immediately suspend furnishing any information provided for in this
agreement to the USER AGENCY when any rule, policy, or procedure, or any law of this state or
the federal government applicable to the security and privacy of information, is violated by the
USER AGENCY or at the discretion of MCHD pending investigation of a violation by the USER
AGENCY.
4. MCHD shall reinstate access to the CAREWare system upon the approval of the Mecklenburg
County Department of Information Services and Technology when notified that the violation has
been satisfactorily corrected.
ACKNOWLEDGMENT
We hereby acknowledge that failure to comply with these duties and responsibilities will subject the
USER AGENCY to sanctions as approved by the Mecklenburg County Health Department. These
sanctions may include termination of access to the CAREWare system. The USER AGENCY may appeal
these sanctions through the Mecklenburg County Health Department.
Name of USER AGENCY:
Printed Name/Title:
Authorized Signature:
Date:
MECKLENBURG COUNTY HEALTH DEPARTMENT USE ONLY
Printed Name:
Notation:
Mecklenburg County Health Department
Date:
Rev. 7/2/2008