HomeMy WebLinkAbout2009-018 LETTER OF AGREEMENT (LOA)
BETWEEN
Indian River County Health Department and Indian River County Emergency Management
FOR
Custody , Use and Management of Special Needs Shelter (SANS) Client Record
This Letter of Agreement (LOA) describes the roles , responsibilities of Indian River County
Health Department (CHD) and Indian River County Emergency Management (EM) Agency in
regard to the custody, use and management of the SpNS client record .
For the purposes of this LOA , the parties represented are Indian River County Health
Department (CHD) and Indian River County Emergency Management.
SpNS client record is an extension of the EM registry documentation and is thus covered under
F . S . 252 and the county emergency management agency is thus responsible for the record .
If a client partakes of the SpNS , he/she is by default placed on the county EM SpNS registry
and the pertinent client information will be provided to the county EM by the CHD to ensure that
the client remains on the list for any future event.
By virtue of this agreement the county EM agency is granting custodial responsibility to the CHD
for the SpNS client record .
As the custodian of the SpNS client record , the CHD is delegated the following authority and
responsibility :
❑ Maintaining the SpNS client record with the confidentiality/security required for a
medical record
❑ Sharing the client record or portions of the record as needed for the client' s care
before , during or after the sheltering event
❑ Retaining the SpNS client record for the 7 years required for a medical record
❑ Returning the SpNS client record to county EM agency after the required 7 years
retention required for medical records for disposal ,
This LOA shall commence upon signature of all parties indicated below, and shall remajnin
effect until terminated in writing by mutual agreement of Indian River CWpty Health Department
(CHD) and Indian River County Emergency Management (EM) Agency :
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4f20/09
llni
nda Swanson , Administrator Date Wesley S . Davis, Chairman Date
an River County Health Department Indian River County
Emergency Management Agency
APPROVED APPROVED AS TO FORM
AND LEGAL SUFFI EW Attest : J. K . Barton , Clerk
BY kk " & °j
gmq WILLIAM . DEBRAAL
DEPUTY COUNTY ATTORNEY
Rys .G'
C unty Adftnihistrator De P u- t y Clerk
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