OKSHINE FAQs

The Oklahoma State Health Information Network & Exchange (OKSHINE) is Oklahoma’s statewide initiative that facilitates the secure exchange of health information between healthcare professionals, organizations, and systems in Oklahoma. 

An HIE supports healthcare professionals by enabling secure, real-time access to comprehensive patient data, improving care coordination, enhancing patient safety, reducing administrative burdens, and helping healthcare professionals deliver more efficient, patient-centered, and cost-effective care while supporting value-based care initiatives.

Health outcomes are improved with an HIE by enabling secure, real-time access to comprehensive patient data, which enhances care coordination, reduces errors, and provides timely interventions. By addressing gaps in care, promoting preventive care, and supporting data-driven decision-making, HIEs help healthcare professionals deliver more efficient, patient-centered care, ultimately leading to better health outcomes.

The Health Information Exchange (HIE) ensures patient data privacy and security through:

• Regulatory Compliance: The HIE adheres to HIPAA and other state and federal laws, ensuring data protection and proper use.
• Access Controls: Only authorized healthcare professionals in a treatment relationship can access patient data, with attestation required for access.
• Secure Transmission: Data is encrypted during transmission, protecting it from unauthorized access.
• Audit Trails: All data access is logged and monitored for security and compliance.
• Sensitive Data Exclusions: Psychotherapy notes and substance abuse records are excluded, and healthcare professionals can flag sensitive data to prevent transmission.
• HITRUST Certification: Technology used by the HIE is HITRUST certified, ensuring high security and privacy standards.
• Private/Sensitive Data: Data such as Psychotherapy notes along with data that falls under 42 CFR part 2 should never be sent to the HIE unless the health care provider has received proper and documented consent from the patient. Additionally, healthcare professionals with electronic health records capable of marking a record as sensitive may do so to prevent certain health information from being transferred to the HIE.

All patient data is only accessible in secure, approved ways, compliant with state and federal law, including HIPAA. The HIE is set up to monitor access of all the health care information it receives to ensure patient privacy. Misuse of the system is a crime and is subject to all penalties associated with a HIPAA violation.

More information on patient privacy can be found at
myhealthaccess.net/who-we-are/faq/

The HIE includes essential health information such as:

• Allergies
• Dispensed Medications
• Clinical Documents
• Encounters
• Equipment Devices
• Family History
• Immunizations
• Insurance Information
• Labs
• Medications
• Patient Relationships
• Problems
• Procedures
• Radiology
• Social History
• Vital Signs

Only doctors, nurses, hospital clinicians, diagnostic technicians, behavioral health professionals, pharmacists and other healthcare professionals involved in the care of the patient will have access to medical records. All access within the HIE is role-based, with specific permissions assigned to each role, and each role is limited to accessing data elements relevant to their scope of care.

Roles and access include:

• Treatment: Refers to the direct relationship between an individual and a healthcare provider for the purpose of providing care, excluding indirect treatment relationships.
• Healthcare Operations: Includes activities like quality assessment, case management, and ensuring compliance with relevant regulations.
• Network Operations: Encompasses essential activities such as system maintenance, reporting, monitoring, troubleshooting, and other tasks that support the fulfillment of agreements and ensure the effective functioning of the network.

The HIE protects data through strict access controls and oversight. Only approved MyHealth participants or partner networks with compatible privacy protections can access the data. All participants receive training on privacy rules and the consequences of misuse, such as penalties or termination. Access is recorded in audit logs and is reviewed regularly to ensure compliance and safeguard patient privacy.

The excerpts below are testimonials from authorized users of Oklahoma's health information exchange:

“The ability to obtain records without having to fax a request and wait for the facility to respond is a HUGE time saver.“
     Highlights efficiency and reduced delays in obtaining records.

“Our Care Management team relies on the admission, discharge, and transfer (ADT) report, also known as the Care Fragmentation Report, to identify recently hospitalized patients and help them schedule timely follow-up appointments.”
     Demonstrates how the HIE enables proactive care coordination.

"We can validate patient medical history, confirm completed or pending treatments, and quickly access ER records and other vital patient information. This eliminates delays in obtaining medical records and allows us to provide faster care for new patients.“
     Shows comprehensive use of the HIE for faster and accurate care.

"It has allowed me to access my patients' information without having to call different hospitals or clinics. It has helped streamline patient care.
     Emphasizes streamlined access to critical patient data.

"I can find results of tests done at other facilities, allowing faster, more efficient treatment.“
     Focuses on improved treatment speed and decision-making.

The Connection Fee Assistance Program is a state-funded initiative providing financial support to cover one-time connection fees for health care organizations integrating with Oklahoma's Health Information Exchange (HIE). This program aims to enhance the exchange of health information and create more comprehensive patient health records.

Any organization employing licensed healthcare professionals within the State of Oklahoma is eligible to receive assistance through this program.

The program covers the one-time connection fee for healthcare professionals to connect to the Health Information Exchange through the State Designated Entity (SDE). It does not cover ongoing subscription fees. 

• Step 1: Apply to participate in Oklahoma’s health information exchange.
• Step 2: Complete an application through the Office of the State Coordinator to receive assistance with one-time connection fee costs.
• Step 3: Receive approval from the Office of the State Coordinator.

Funding is limited and provided on a first-come, first-served basis.

Inquiries about application status can be sent to OKSHINE@okhca.org. Please be sure to include your healthcare organization name and any other identifying details related to the application. 

Once approved, the State Designated Entity, MyHealth Access Network, will facilitate a meeting to discuss the connection between your EHR (electronic health records) system and the HIE, including the technical and administrative procedures involved.

Patient privacy is taken very seriously. All information shared through the HIE is secured with the highest forms of protection, including encryption and secure connections. The HIE also complies with all state and federal privacy laws, including HIPAA, to ensure patient data is safe.

Only healthcare professionals directly involved in your care, such as doctors, nurses, diagnostic technicians, and pharmacists, are authorized to access your records. Access is strictly controlled to protect your privacy.

The HIE includes essential health information such as:

• Allergies
• Dispensed Medications
• Documents
• Encounters
• Equipment Devices
• Family History
• Immunizations
• Insurances
• Labs
• Medications
• Patient Relationships
• Problems
• Procedures
• Radiology
• Social History
• Vital Signs

The HIE does not include certain sensitive information, such as psychotherapy notes or any data restricted by federal or state laws.

Your information is automatically included in the HIE if your doctor participates. However, you have the option to opt out if you don’t want your health data shared. 

To opt out or revoke a previous opt-out:

1. Complete the appropriate form, available through your healthcare provider or MyHealth Access Network.
2. Have your identity verified by a notary.
3. Mail the notarized form to MyHealth or deliver it to your healthcare provider. After processing your request, MyHealth will send you a confirmation letter.

Opting out means your health information won't be shared through the HIE, which could limit your providers access to your complete medical history and potentially impact care coordination. However, your records will still be available within your individual provider’s systems.