University of Southern California Ostrow School of Dentistry

Transcription

1 University of Southern California Ostrow School of Dentistry INFORMATION TECHNOLOGY PLANNING AND STEERING COMMITTEE BY-LAWS (Revised July 2014, Approved by DFA 7/28/2014) I. Name The name of this committee is Information Technology Planning and Steering Committee (ITPSC) II. Authority The Information Technology Planning and Steering Committee is a standing committee of the Ostrow School of Dentistry of USC. The Committee derives its authority from the Dean and the Dental Faculty Assembly. III. Powers A. The Information Technology Planning and Steering Committee has executory, investigatory, and advisory powers. B. The Committee is empowered, through the Dean, and/or the Dental Faculty Assembly, to develop and implement policies and procedures for the improvement and enhancement of information technology services in the School of Dentistry. C. The Committee is further empowered to recommend to the office of the Dean and/or the Dental Faculty Assembly enactment of new procedures or practices that the Information Technology Planning and Steering Committee believes will improve the utilization of information technology within the School of Dentistry. IV. Responsibilities A. Review, investigate and approve proposals for information technology services, programs or policies within the School of Dentistry. B. Review the information technology budget and present budget recommendations to the Associate Dean for Finance. C. Provide oversight responsibility for the implementation and dissemination of new developments in information technology, and the integration of new and advanced information system into the School of Dentistry. Page 1

2 V. Subcommittees A. Standing subcommittees 1. Requests for the addition of standing subcommittees should be directed to the Dental Faculty Assembly. Such requests should be accompanied by a proposed revised version of these by-laws outlining the responsibilities and membership requirements. 2. Request of addition of standing Electronic Health Records (EHR) Subcommittee (see attached). B. Ad-Hoc Subcommittees 1. The Information Technology Planning and Steering Committee, may, by majority vote, create ad-hoc subcommittees to perform specific tasks. 2. An ad-hoc subcommittee is automatically dissolved when the parent committee determines the assigned task is completed. VI. Membership A. The Information Technology Planning and Steering Committee shall be composed of 13 members: 1. Associate Dean for Clinical Affairs 2. Chief Financial officer rd or 4 th year dental student 4. 1 Group Practice Director 5. 1 Advanced Clinic Director 6. 1 Full-time faculty member 7. 1 Full-time or part-time faculty member 8. Director of JA Wilson Dental Library and Learning Center 9. Director of Information Technology department 10. CCMB IT Representative 11. Chair, Electronic Health Records (EHR) Subcommittee 12. Director of Healthcare Compliance Program. 13. Director of CAD/CAM Dentistry. B. Selection of Members 1. Faculty Members Nominated by the Dental Faculty Assembly and selected by the Information Technology Planning and Steering Committee 2. Students a. Students will be nominated in their 3 rd or 4 th year by Student Government and selected by the Information Technology Planning and Steering Committee Page 2

3 b. Students must be in good academic standing which will be verified by the Associate Dean of Clinical Affairs. C. Length of Membership 1. Faculty members will serve (2) two years; faculty may be reappointed to serve two additional, consecutive two-year terms. 2. Student members will serve (2) years; students may be reappointed to serve two additional, consecutive two-year terms. VII. Chairperson A. The chairperson of the Information Technology Planning and Steering Committee will be appointed from the membership by the Dean in consultation with the Dental Faculty Assembly. B. Usually, the chairperson will be selected from the ranks of members who have served over one year. VIII. Meetings A. Information Technology Planning and Steering Committee will meet at least once a month. B. Meetings may be called by the chairperson with 48 hours notice IX. Voting All members of the Information Technology Planning and Steering Committee may vote. X. Appeals A. Decisions of the Information Technology Planning and Steering Committee are final (subject to motions to reconsider outlined in Roberts Rules of Order). B. Appeals of the Committee decisions should be directed in writing to the Dental Faculty Assembly. C. A member of the Information Technology Planning and Steering Committee is disqualified from adjudicating an appeal of any case in which the member has participated. XI. Quorum Fifty percent of the voting eligible members constitute a quorum. XII. Amendments Page 3

4 Amendments to the Bylaws must be approved by a two-thirds majority of the voting members of the Information Technology Planning and Steering Committee and submitted to the Dental Faculty Assembly for approval. Page 4

5 ELECTRONIC HEALTH RECORDS (EHR) SUBCOMMITTEE BY-LAWS I. Name The name of this subcommittee is Electronic Health Records (EHR) Subcommittee. II. Authority The EHR Subcommittee is a standing subcommittee of the Information Technology (IT) Planning and Steering Committee. The subcommittee derives its authority from the Dean and the Dental Faculty Assembly. III. Powers A. The EHR Subcommittee has executory, investigatory, and advisory powers. B. The Subcommittee is empowered, through the Dean, the Dental Faculty Assembly and/or the IT Planning and Steering Committee to develop and implement policies and procedures for the improvement and enhancement of axium services in the Ostrow School of Dentistry of USC (The School). C. The Subcommittee is further empowered to recommend to the office of the Dean, the Dental Faculty Assembly and/or the IT Planning and Steering Committee enactment of new procedures or practices that the EHR Subcommittee believes will improve the utilization of axium within the School. IV. Responsibilities A. The purpose of the subcommittee includes but not limited to making sure EHR database is used appropriately which means; users understand why they use EHR, how to use it and what they have access to (HIPAA Minimum Necessary Rule). V. Membership A. The EHR Subcommittee shall be composed of 15 members: 1. Associate Dean of Clinical Affairs 2. Director of Healthcare Compliance 3. Director of Quality Assurance & Patient Relations 4. Director of Clinical Finance 5. Director of Dental Hygiene Program 6. 3 Full-time Faculty 7. Senior Clinical Administrator Faculty Practice 8. Graduate Orthodontics Program Manager Page 5

6 9. 1 st Floor Manager Clinic Shared Services nd floor Clinical Office Manager 11. Administrative Services Manager, Community Health Programs 12. Computer Consultant Specialist (Crystal Reports) 13. Director of Clinical Application (axium)/supervisor Information Technology (IT) Helpdent, CHAIR B. Selection of Members 1. Faculty Members: Nominated by the EHR Subcommittee and approved by the IT Planning and Steering Committee. 2. Staff Members: Nominated by the EHR Subcommittee and approved by the IT Planning and Steering Committee. C. Length of Membership 1. Faculty members will serve (2) two years; faculty may be reappointed to serve two additional, consecutive two-year terms. 2. Staff members will serve (2) two years; staff may be reappointed to serve two additional, consecutive two-year terms. VI. Chairperson A. The chairperson of the EHR Subcommittee will be the Director of Clinical Application (axium). VII. Meetings A. EHR Subcommittee will meet monthly or as needed. B. Meetings may be called by the chairperson with 48 hour notice. VIII. Voting All members of the EHR Subcommittee may vote. IX. Appeals A. Decisions of the EHR Subcommittee are final (subject to motions to reconsider outlined in Roberts Rules of Order). B. Appeals of the Subcommittee decisions should be directed in writing to the IT Steering and Planning Committee. Page 6

7 C. A member of the EHR Subcommittee is disqualified from adjudicating an appeal of any case in which the member has participated. X. Quorum Fifty percent of the voting eligible members constitute a quorum. XI. Amendments Amendments to the bylaws must be approved by a two-thirds majority of the voting members of the EHR Subcommittee and submitted to the IT Planning and Steering Committee for approval and forwarding to the Dental Faculty Assembly. Page 7