Public Notice on Data Collection

   The Oklahoma State Board of Examiners for Long-Term Care Administrators (OSBELTCA) may collect personally identifiable data/information in the course of its licensure and renewal processes, and investigations, as supplied by victims, complainants, respondents, news articles/reports, other agencies or law enforcement personnel, or other means.  This personally identifiable information (PII) is securely stored in compliance with the Oklahoma Office of Management and Enterprise Services (OMES) guidelines, policies, procedures and state contracts with software vendors overseen and coordinated by OMES.   Compliance with OMES policies and procedures  assures the system stores and protects this data in a manner consistent with the State’s security policy and applicable regulatory requirements.  Personally identifiable data is stored securely in accordance with Oklahoma law, including the State of Oklahoma’s Information Security Policies, Procedures, and Guidelines, available at Policy, Standards & Publications (oklahoma.gov).  Licensed administrators serving as Administrator-of-Record (AOR) are required (see OAC 490:10-13-2(g)) to inform OSBELTCA of that employment and their employment information is required to be kept current.  This employment information is made available to the public through OSBELTCA’s website.  All PII and personal health information (PHI) is securely stored in compliance with 74 O.S. §3106.4.    

   The OMES’ Data Collection Notice is available at: https://oklahoma.gov/content/dam/ok/en/omes/documents/LegislationComplianceHB2618F.pdf.

   “Personally identifiable data” means information which can identify an individual including, but not limited to, name, birth date, place of birth, mother’s maiden name, biometric records, Social Security number, official state- or government-issued driver license or identification number, alien registration number, government passport number, employer or taxpayer identification number or any other information that is linked to linkable to an individual, such as medical, educational, financial or employment information. 74 O.S. § 3106.4

   “Personal Health Information” (PHI) includes but is not limited to name, date of birth, home address, email address, office address, personal and/or business phone number(s),  Social Security number, Employee/Employer ID Number(s), Employment information, Medicare ID, Tax ID numbers and National Provider Identifiers of healthcare providers.  All PHI of facility residents is redacted from the adjudicated case information that is made publicly viewable online.

   OSBELTCA considers and is committed to safeguarding the personal information of Oklahoma citizens among its highest priorities. This commitment to protecting personally identifiable data remains paramount to the way this agency conducts business on behalf of the public and its members,  volunteers, interns, staff, and patrons. OSBELTCA primarily limits the sharing of its data internally with staff and Board members but also shares the contact information (mailing lists and/or email lists) for its licensees upon request by entities such as stakeholder associations.

   OSBELTCA is subject to and complies with the Oklahoma Open Records Act, 51 OS §24A.1 et seq. In accordance with said law, some records referenced above must be made available for review and copying upon request. Where required or allowed by law, particular elements of personally identifiable data will be redacted before making the records available. OSBELTCA will also share personally identifiable data in response to a properly issued Court Order or subpoena.