/policies/,/policies/administrative/,/policies/administrative/uwhc/,/policies/administrative/uwhc/department-specific/,/policies/administrative/uwhc/department-specific/health-link/,/policies/administrative/uwhc/department-specific/health-link/health-link-procedures/,

/policies/administrative/uwhc/department-specific/health-link/health-link-procedures/hl-022-pro.policy

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UWHC,UWMF,

Health Link,

Policies,Administrative,UWHC,Department Specific,Health Link,Health Link Procedures

Sharing Health Link-Based Intellectual Property Procedure (HL-022-PRO)

Sharing Health Link-Based Intellectual Property Procedure (HL-022-PRO) - Policies, Administrative, UWHC, Department Specific, Health Link, Health Link Procedures

HL-022-PRO

PROCEDURE



Effective Date:
1/8/2015
Administrative Manual
Nursing Manual
X Other: Health Link
Policy #: HL-
022-PRO
X Original

Total #
Pages: 3
Title: Sharing Health Link-Based
Intellectual Property (this policy is used
by UWHC and UWMF)



I. PURPOSE

This procedure describes the processes for receiving, reviewing, and fulfilling requests
to share Health Link clinical and technical content deemed to be intellectual property
(protected Health Link content) with Epic and other customers of Epic.

II. PROCEDURE

1. Requests for sharing of protected Health Link content are received from many
sources, including Epic staff and other Epic customers.
2. All requests for sharing of protected Health Link content must be submitted for
review using the Request for Sharing of UW Health Intellectual Property Form on
UConnect. If faculty or staff are uncertain as to whether requested content is
considered protected Health Link content, a request should be submitted for
review.
3. Requests are received by the Center for Clinical Knowledge Management
(CCKM) and reviewed as quickly as possible:
a. Initial review establishes that the content being requested is protected
Health Link content, as defined by the policy. If the content is not
protected, the request is approved immediately and the content is shared
with the requestor.
b. If the request is determined to include protected Health Link content, the
request is reviewed to determine if the requestor is a UW Health partner
with whom a sharing agreement is in place. For example, by agreement,
Swedish is provided with all Beacon-related content.
c. If no sharing agreement is in place between UW Health and the requesting
organization, a review is conducted to determine if the requested content
is appropriate for sharing with the requestor, using the criteria outlined in
the policy. In most cases, the CCKM reviewer consults key content owners
and leaders within UW Health (particularly service line leaders and the
leadership of University Health Care) to determine if sharing is appropriate.
4. If a request is denied, the requesting faculty or staff member is notified of the
denial and a record of the request and the denial (PDF copies of email
correspondence) are archived in a folder accessible by CCKM staff.
5. If a request is approved, the requesting faculty or staff member is notified and a
Service Now ticket is submitted to request that the appropriate Health Link team
prepare the content and provide it to the requesting organization.



Page 2 of 3

6. Most requests are fulfilled via email. CCKM must be copied on the fulfillment
email so a record of the request, approval, and fulfillment can be archived in a
folder accessible by CCKM staff. PDF copies of all email correspondence and
copies of all shared content are archived.
7. IS staff providing content to requesting organizations should include several
comments in their message when transmitting the shared content:
a. Depending on the nature of the content provided, include a UW Health
copyright statement (as a footnote or watermark). Other ways of ensuring
attribution of content to UW Health also should be included, if possible
(e.g., reference to UW Health as the source of content embedded in text of
BPA, etc.).
b. Include a clear statement that while UW Health has approved sharing this
content with the approved recipient, it has not approved that recipient to
share this content with any other person or institution. If other individuals
or institutions ask the recipient to share UW Health content, the requesting
individual or institution is instructed to make a request directly to UW
Health. Those subsequent requests are reviewed based on the criteria
established in this policy and procedure for sharing of protected intellectual
property.
c. In some situations, significant effort may be required to replicate the
functionality of UW Health content in other Epic platforms. Indicate in the
message that the content being shared may require custom programming
or other technical adjustments to make the content work in other Epic
platforms, and that while UW Health has approved sharing of this content,
the resources may not be available to provide consulting assistance
needed to operationalize the content.

III. FORMS

Request for Sharing of UW Health Intellectual Property Form (UConnect)

IV. POLICY

This procedure supports the following policy:

Sharing Health Link-Based Intellectual Property Policy




Page 3 of 3

V. COORDINATION

The details of Coordination of UWHC and UWMF are shown below. Approval and
coordination of this policy by those entities occurs per their individual processes.

UWHC Sr. Management Sponsor: UW Health Chief Information Officer
UWHC Author: Director – Center for Clinical Knowledge
Management
UWHC Reviewers: Health Link Technical Leaders
UWHC Approval committee(s): Health Link Technical Leaders

UWMF Sr. Management Sponsor: UW Health Chief Information Officer
UWMF Author: Director – Center for Clinical Knowledge
Management
UWMF Reviewers: Health Link Technical Leaders
UWMF Approval: Health Link Technical Leaders

VI. SIGNED BY


[Insert Signature Block(s) for Appropriate Signer] Date


[Insert Signature Block(s) for Appropriate Signer] Date

VII. REVISION HISTORY

Effective Date Next Review Summary of Changes Change Authors
1/8/2015 1/8/2016 Original release. L. Vermeulen, R. Rankin, S. Schroeder, J. Leonard