Implementation, Maintenance, and Data Submission

(1) Registry Implementation. (a) HCW Agencies shall provide written notice to all HCWs regarding HCW’s obligation to submit the data elements listed in 651 CMR 16.06(1) to the Registry, and the exemption process pursuant to 651 CMR 16.06(3), within 30 days after June 28, 2019. (b) HCW Agencies shall process exemption requests and compile the HCW Data for submission to EOEA within 60 days after June 28, 2019. (c) HCW Agencies shall submit their completed HCW Data to EOEA within 90 days after June 28, 2019. (d) EOEA shall aggregate all HCW Data submitted by the HCW Agencies in accordance with 651 CMR 16.03 and use it to create the Registry and provide Registry access within 90 days after the deadline for HCW Agencies to submit the required HCW Data. (2) Registry Maintenance. (a) HCW Agencies shall provide written notice to HCWs regarding an HCW’s obligation to submit the data elements listed in 651 CMR 16.06 for inclusion in the Registry, and the exemption process pursuant to 651 CMR 16.04, upon hire and at least annually thereafter. (b) HCW Agencies shall regularly update their HCW Data and maintain current HCW Data by collecting HCW Data for new hires, deleting HCW Data for former HCWs, and expediting exemption requests as received. (c) HCW Agencies shall submit complete and updated HCW Data to EOEA on a quarterly basis. A schedule of specific dates for quarterly submissions shall be issued by EOEA. (d) HCW Agencies shall immediately notify EOEA if HCW Agencies determine previously submitted HCW Data was inaccurate or included HCW Data that was exempt. HCW Agencies shall immediately notify EOEA of exemption requests when received. EOEA shall attempt to correct or remove the HCW Data as soon as is reasonably possible. (e) EOEA shall update the Registry and provide access to it within 30 days after receipt of HCW Data. (f) New HCW Agencies. 1. ASAPs shall inform EOEA of any new HCW Agency contracts since the previous reporting period. 2. New HCW Agencies shall be required to comply with the HCW Data submission requirements prior to the deadline of the next full reporting quarter after the execution of their contract with an ASAP. (3) HCW Data Transfer. The HCW Agency shall transfer the HCW Data to EOEA in accordance with instructions issued by EOEA to ensure the security and integrity of the information. (4) HCW Data Receipt. (a) EOEA will accept all properly formatted HCW Data timely submitted by HCW Agencies and prepare the information for Access as provided by 651 CMR 16.07. (b) EOEA shall assign each HCW a unique identification number and review all submitted data in an effort to eliminate duplicative entries. (c) The unique identification number created by EOEA shall be considered HCW Data after it is assigned to each HCW.