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10/1/2015 12:52:31 AM
Official Document Type
Agenda Item Number
County Health DepartmentCounty Emergency Management
Letter of Agreement
Special Needs Shelter Client Record
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LETTER OF AGREEMENT (LOA) <br /> BETWEEN <br /> Indian River County Health Department and Indian River County Emergency Management <br /> FOR <br /> Custody , Use and Management of Special Needs Shelter (SANS) Client Record <br /> This Letter of Agreement (LOA) describes the roles , responsibilities of Indian River County <br /> Health Department (CHD) and Indian River County Emergency Management (EM) Agency in <br /> regard to the custody, use and management of the SpNS client record . <br /> For the purposes of this LOA , the parties represented are Indian River County Health <br /> Department (CHD) and Indian River County Emergency Management. <br /> SpNS client record is an extension of the EM registry documentation and is thus covered under <br /> F . S . 252 and the county emergency management agency is thus responsible for the record . <br /> If a client partakes of the SpNS , he/she is by default placed on the county EM SpNS registry <br /> and the pertinent client information will be provided to the county EM by the CHD to ensure that <br /> the client remains on the list for any future event. <br /> By virtue of this agreement the county EM agency is granting custodial responsibility to the CHD <br /> for the SpNS client record . <br /> As the custodian of the SpNS client record , the CHD is delegated the following authority and <br /> responsibility : <br /> ❑ Maintaining the SpNS client record with the confidentiality/security required for a <br /> medical record <br /> ❑ Sharing the client record or portions of the record as needed for the client' s care <br /> before , during or after the sheltering event <br /> ❑ Retaining the SpNS client record for the 7 years required for a medical record <br /> ❑ Returning the SpNS client record to county EM agency after the required 7 years <br /> retention required for medical records for disposal , <br /> This LOA shall commence upon signature of all parties indicated below, and shall remajnin <br /> effect until terminated in writing by mutual agreement of Indian River CWpty Health Department <br /> (CHD) and Indian River County Emergency Management (EM) Agency : <br /> q ' <br /> 4f20/09 <br /> llni <br /> nda Swanson , Administrator Date Wesley S . Davis, Chairman Date <br /> an River County Health Department Indian River County <br /> Emergency Management Agency <br /> APPROVED APPROVED AS TO FORM <br /> AND LEGAL SUFFI EW Attest : J. K . Barton , Clerk <br /> BY kk " & °j <br /> gmq WILLIAM . DEBRAAL <br /> DEPUTY COUNTY ATTORNEY <br /> Rys .G' <br /> C unty Adftnihistrator De P u- t y Clerk <br /> ✓f <br />
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