Training and Capacity Building for Electronic Health Information Access

Developing a sustainable electronic health information (EHI) access program requires not only building technical systems and legal frameworks but also investing in the workforce that will use them. Training public health staff ensures proper, secure, and effective use of EHI for disease surveillance and investigation and positions the public health authority (PHA) for long-term success even as technologies evolve. 

Training Needs for Public Health Staff

To effectively build and maintain EHI access, public health staff may require training in the following areas: 

Legal and Regulatory Knowledge
  • Understanding the HIPAA Public Health Exception (45 CFR §164.512(b)). 
  • Using data sharing agreements and data use limitations. 
  • Respecting Tribal sovereignty and privacy considerations. 

For more information see the “Understanding HIPAA and Public Health Access to EHI” section of this toolkit. Many of these topics are covered in general HIPAA training. 

To learn more about privacy risk in public health, see the CSTE Learn training courses on this topic. 

The U.S. Department of Health and Human Services (DHHS) provides training resources for HIPAA, see their Training and Resources site. 

Technical Skills
  • Navigating provider electronic health record (EHR) portals. 
  • Querying Health Information Exchanges (HIEs). 

For more information see the “Accessing Electronic Health Information” section of this toolkit.​

CDC published resources for workforce capacity building highlighting several informatics and technology related areas. 

Data Interpretation and Integration
  • Interpreting laboratory and clinical EHI. 
  • Mapping and entering data into internal surveillance systems. 
  • Identifying data quality issues (i.e., missing or conflicting information). 

For more information on working with healthcare data see this 10-hour training course. 

Communication and Collaboration
  • Engaging healthcare providers and HCO technology staff. 
  • Communicating data needs clearly and respectfully. 
  • Advocating for data access during urgent situations. 

For more information see the “Partner Engagement Strategies” section of this toolkit.

Case and Outbreak Management Practices
  • Applying EHI in real-time case investigations. 
  • Integrating findings into public health decision-making workflows. 
  • Documenting actions taken based on EHR insights. 

For more information see the “Operationalizing EHI Access” section of this toolkit. 

Capacity Building Strategies
  • Cross-training: Ensure multiple staff members are trained to use EHI systems in case of turnover. 
  • Simulation exercises: Conduct mock outbreak scenarios and other public health events that require real-time EHI access. 
  • Onboarding protocols: Include EHI orientation in new employee training. 
  • Create partnerships with information technology and legal teams to promote a shared understanding of data needs and risks. 
  • Use of champions: Identify internal EHI champions to facilitate access, provide mentorship, and troubleshoot any issues. 
Elements of a Sustainable EHI Access Program

To ensure long-term success and continuity, PHAs should build EHI access programs that are functional and also sustainable. The following elements outline key operational, legal, and relational practices that help maintain readiness, foster trust with data partners, and promote effective use of EHI in routine and emergency public health activities. 

  • Designated EHI access coordinator or point of contact. 
  • Standing legal agreements with health care providers (HCPs), healthcare organizations (HCOs), or HIEs. 
  • Documented standard operating procedures (SOPs) for requesting and using EHR data. 
  • Annual training for public health professionals on EHI tools and privacy rules. 
  • Information technology infrastructure to support secure access and data storage, including processes for tracking access, and deactivating staff who no longer require access due to changing roles and responsibilities. 
  • Defined escalation paths for delayed or denied access. 
  • Engagement plan to maintain relationships with providers and facilities. 
  • Performance metrics for evaluating timeliness and effectiveness of EHI use. 
  • Inclusion of EHI workflows in public health emergency preparedness plans. 
  • Consideration of other programs within the PHA that could benefit from EHI access (i.e., chronic disease, occupational health, maternal and child health). 
  • Feedback loop for improving workflows and updating policies as needed. 
  • A long-term vision and strategy to establish interoperability between EHR and public health systems, enabling automatic, real-time data exchange without requiring manual logins or repeated access requests. 

Toolkit Navigation

what Is EHI

Training and Capacity Building

Benefits and Rationale

Accessing EHI

Understanding hipaa

Operationalizing EHI Access

Partner Engagement Strategies

Resources