ARIES Database Access and Deactivation Processes


***PLEASE NOTE*** The forms below MUST be completed in Adobe Reader. Completing the form in Chrome or another web browser window will prevent use of some functionalities and could cause issues completing and submitting the forms.


Select from the following options for detailed instructions and associated forms needed to fulfill the requirements for each task: 


Requesting a New ARIES Account

The following steps explain the steps for requesting a new ARIES account for a potential new user. Please read carefully and follow as described.

All fields on this form in the Employee and Manager/Registration Authority sections must be complete before sending to the Data Manager for account provisioning.

 

Instructions for Perspective User and Manager:

  1. Complete security training
    • A certificate or documentation of successfully passing a HIPAA training within the past six months, OR
    • You may take the TB/HIV/STD Section’s Security and Confidentiality Training [TRAIN Texas].  Instructions for completing this course (PDF : 215 kB).
      • If you take this online security and confidentiality course:
        • Complete the training and pass with an 85%
        • Save a copy of your completed course certificate
    • Save documentation of security training as Lastname_Firstname_Agency_SecYear.pdf (e.g. Smith_John_TarrantCo_Sec2020.pdf)  

  2. Complete and sign the Confidentiality Agreement (PDF : 126 kB)
    • The Confidentiality Agreement must be completed in Adobe. Completing the agreement in Chrome or another web browser window will prevent you from signing the form.
    • If you are submitting a request for a new ARIES account (meaning that you do not currently have an active ARIES account), you do not need to fill out the Account Renewal box underneath the person information section on page 1. Everything else on the form must be completed.
    • Save form as Lastname_Firstname_Agency_CON.pdf  

  3. Complete and sign the Acceptable Use Agreement (PDF : 180 kB)
    • Save form as Lastname_Firstname_Agency_AUAyear.pdf
    • Saving and sending only  page 7 (PDF : 97 kB) of this document will be accepted  

  4. Employees who plan to have the ARIES certificate installed on a laptop instead of a desktop must contact the Data Manager at their Administrative Agency to request a Laptop Agreement Form. This document must be completed, signed, and submitted with the other required documentation.

  5. Complete pages 1 and 2 of the ARIES Account Request form (PDF : 942 kB)
    • The Account Request Form must be completed in Adobe. Completing the form in Chrome or another web browser window will prevent you from signing the form.
    • The employee requesting a new ARIES account must complete the Employee Information section of the form. Once completed, the form and all completed documents mentioned in 1-3 above should be sent to the employee’s supervisor and/or the registration authority for that HIV service provider to fill out the Manager/Registration Authority section (see definition of Registration Authority in Section 4 of the ARIES Security Policy).
    • Fill out the form electronically. Please do not submit scanned copies of the document.
    • Save form as Lastname_Firstname_Agency_AccRq.pdf  

  6. Attach and email ALL completed required documents listed above to the Data Manager at your Administrative Agency. The prospective new user will be contacted by the Data Manager when next steps are ready to be taken.  

  7. Save all documents for future reference.


Instructions for Administrative Agency Data Managers:

  1. Open the Account Request Form in Adobe. Completing the form in Chrome or another web browser window will prevent you from signing the form.

  2. Check to ensure all required documentation has been submitted and is complete (proof of security training, confidentiality agreement, acceptable use agreement, the employee and manager/registration authority sections of the account request form, and the Laptop Agreement form if employee is requesting installation on a laptop).  

  3. Create a file (either electronically or using hard copies) where you will save all ARIES-related documentation for this user. Save the proof of security training, signed confidentiality agreement, acceptable use agreement, and laptop agreement (if applicable) in the file.  

  4. Using the information provided in the first two sections of the account request form, determine the potential new user’s role and complete the Data Manager Part 1 component of the Administrative Agency section on the form.  

  5. Send account request form and other required documents listed above to the designated Local Responsible Party (LRP) for the Administrative Agency. LRP must provide a signature on the account request form and return to the data manager if s/he approves of the individual receiving an ARIES account. Direct the LRP to the LRP Section below for details on their responsibility in this process.  

  6. Once approval from the LRP is received, Data Manager creates a user profile and initiates an ARIES certificate request on the potential new user’s computer.  

  7. Complete the Data Manager Part 2 component of the Administrative Agency section on the account request form (this is where the ARIES Request ID/Certificate Number is provided).  

  8. Take a screenshot of the Users Permissions screen to document all the permissions assigned to this new user. Save this screenshot in the ARIES documentation file for this user.  

  9. Once form is completed and ready to be sent to DSHS/HHSC IT, the DM will insert an electronic signature at the bottom of the Data Manager Part 2 Section and save the document.  

  10. Send an email to help@hhsc.state.tx.us using the template below and attach the fully completed account request form.

    Email Template:

    Hello,

    Please create a ticket carefully following instructions below.

    Assigned group: ITPHA-LIDS
    Type: WO - WORK ORDER
    Summary: ARIES Certificate Request
    Important Note: Please attach this email and all its attachments when forwarding this request 

    Request description:

    Please issue an ARIES Certificate to the following: UserName ARIESClient, Certificate Request #XXXXX.

    Thanks,


  11. When Data Manager receives an email from DSHS IT staff that the user certificate has been issued, work with the new user to install the ARIES certificate(s) and access the database.  

  12. Enter the date the ARIES certificate was installed for the user in the respective field on the bottom of the Data Manager Part 2 section on the Account Request form and save the completed form in the user’s ARIES documentation file.  

  13. Log details about user account in the user account log.


Instructions for Local Responsible Party (LRP):

When you receive an ARIES Account Request Form from a Data Manager:

  1. Open the Account Request Form in Adobe. Completing the form in Chrome or another web browser window will prevent you from signing the form.

  2. Review the form to gain an understanding of:
    • Who is requesting access (found on p.1 of Account Request form);
    • Why they need access (found on p.2);
    • What kind of access they will receive (found in the bottom of the Data Manager – Part 1 Section on p.3, “Based on job responsibilities described above, select the user’s group or role in ARIES”)

  3. If you approve of the individual being granted access and the role assigned, complete the LRP Section on p.4 of the Account Request Form electronically. Use an electronic signature in Adobe to complete the signature field.

  4. Email the form with the completed LRP Section back to the Data Manager so s/he can create an account for the new user.

  5. If you do not approve of the individual getting access to ARIES and/or of the role the DM plans to assign to the new user, do not complete the LRP Section on p.4 of the form. Instead, email the Data Manager and explain your reason(s) for not approving so they can document accordingly and update the form if necessary.


Annual Renewal for EXISTING ARIES Account

The following steps are applicable for individuals who have an EXISTING ARIES account and need to complete the annual ARIES certificate renewal. Please read carefully and follow as described.

 

Account User and Manager/Registration Authority Instructions:

  1. Provide proof of annual security training
    • A certificate or documentation of successfully passing a HIPAA training within the past six months, OR
    • You may take the TB/HIV/STD Section’s Security and Confidentiality Training [TRAIN Texas] (or have taken it within six months prior to submitting this account renewal request).  Instructions for completing this course (PDF : 215 kB).
      • If you take this online security and confidentiality course:
        • Complete the training and pass with an 85%
        • Save a copy of your completed course certificate
    • Save documentation of security training as Lastname_Firstname_Agency_SecYear.pdf (e.g. Smith_John_AIDSOutreach_Sec2020.pdf)  

  2. Complete and sign the Confidentiality Agreement (PDF : 126 kB)
    • The Confidentiality Agreement must be completed in Adobe. Completing the agreement in Chrome or another web browser window will prevent you from signing the form.
      • Save form as Lastname_Firstname_Agency_CONyear.pdf
    • This document is required to be signed annually.

  3. Complete and sign the Acceptable Use Agreement (PDF : 180 kB)
    • Save form as Lastname_Firstname_Agency_AUAyear.pdf
    • Saving and sending only page 7 (PDF : 97 kB) of this document will be accepted
    • This document is required to be signed annually.

  4. Employees who plan to have the ARIES certificate installed on a laptop instead of a desktop must contact the Data Manager at their Administrative Agency to request a Laptop Agreement Form. This document must be completed, signed, and submitted with the other required documentation.

  5. Complete pages 1 and 2 of the ARIES Account Update and Renewal Form (PDF : 871 kB)
    • Open the form in Adobe. Completing the form in Chrome or another web browser window will prevent you from signing the form.
    • Complete Reason for Submitting Form section.
      • The annual renewal option should always be selected
      • If any changes need to be made to the user’s account (such as adding or removing permissions in ARIES), check the box ‘Update or change to ARIES account’ as well
    • Complete Employee Information section
    • Once completed, the form and proof of current security training, signed confidentiality agreement, acceptable use agreement, and laptop agreement (if applicable) should be sent to the employee’s supervisor and/or the registration authority for that HIV service provider to fill out the Manager/Registration Authority section (see definition of Registration Authority in Section 4 of the ARIES Security Policy).
    • If changes are being requested for the user’s ARIES account in addition to the annual renewal, the manager/registration authority must provide a brief explanation/justification in the designated field on page 2 of the account request form.
    • Fill out the form electronically. Please do not submit scanned copies of the document.
    • Save form as Lastname_Firstname_Agency_AccRenew.pdf  

  6. Attach and email ALL completed required documents listed above to the Data Manager at your Administrative Agency. The user will be contacted by the Data Manager when next steps are ready to be taken.

  7. Save all documents for future reference.


Instructions for Administrative Agency Data Managers:

  1. Open the form using Adobe. Completing the form in Chrome or another web browser window will prevent you from signing the form.

  2. Check to ensure all required documentation has been submitted and is complete (proof of security training, confidentiality agreement, acceptable use agreement, the first two pages of the account request form, and the laptop agreement if applicable).

  3. Save the updated proof of security training, signed confidentiality agreement, acceptable use agreement, and laptop agreement (if applicable) in the user’s ARIES documentation file.

  4. If the form indicates that changes need to be made to the user’s ARIES account in addition to the annual renewal, complete the Data Manager Part 1 component of the Administrative Agency section on the form.
    • Added permissions or changes in group/role that provide increased access to patient information and/or advanced permission in ARIES must be forwarded to the AA’s Local Responsible Party (LRP) for approval prior to making the change—refer him/her to the LRP instructions for approving account change requests. Once approved and signed, the LRP should return the account request form back to the Data Manager.
    • If permissions have changed, take a screenshot of the updated permissions and save to the user’s ARIES documentation file using the date in the file name.

  5. Complete the Data Manager Part 2 component of the Administrative Agency section on the account request form (this is where the ARIES Request ID/Certificate Number is provided).

  6. Once form is completed and ready to be sent to DSHS/HHSC IT, the DM will insert an electronic signature at the bottom of the Data Manager Part 2 Section and save the document.

  7. Send an email to help@hhsc.state.tx.us using the template below and attach the fully completed account request form.

    Email Template:

    Hello,

    Please create a ticket carefully following instructions highlighted below.

    Assigned group: ITPHA-LIDS
    Type: WO - WORK ORDER
    Summary: ARIES Certificate Renewal Request
    Important Note: Please attach this email and all its attachments when forwarding this request

    Request description:

    Please issue an ARIES Certificate to the following: UserName ARIESClient, Certificate Request # XXXXX.

    Thanks,


  8. When Data Manager receives an email from DSHS IT staff that the user certificate has been issued, work with the new user to install the ARIES certificate(s) and access the database.

  9. Enter the date the ARIES certificate was installed for the user in the respective field on the bottom of the Data Manager Part 2 section on the Account Request form and save the completed form in the user’s ARIES documentation file.

  10. Log details about user account in the user account log.

Request for Change to Active ARIES Account

The following steps are applicable for individuals who have an EXISTING ARIES account and need to request changes to their account. Please read carefully and follow as described.

 

Account User and Manager/Registration Authority Instructions:

  1. Complete pages 1 and 2 of the ARIES Account Update and Renewal Form (PDF : 871 kB)
    • Open the form in Adobe. Completing the form in Chrome or another web browser window will prevent you from signing the form.
    • Complete Reason for Submitting Form section.
      • Check the box ‘Update or change to ARIES account’
    • Complete Employee Information section
    • Once completed, send the form to the employee’s supervisor and/or the registration authority for that HIV service provider to fill out the Manager/Registration Authority section (see definition of Registration Authority in Section 4 of the ARIES Security Policy).
    • The manager/registration authority must provide a brief explanation/justification in the designated field on page 2 of the account request form.
    • Fill out the form electronically. Please do not submit scanned copies of the document.
    • Save form as Lastname_Firstname_Agency_AccUpdate_Date.pdf

  2. Attach the completed Account Update form and email to the Data Manager at your Administrative Agency. The user will be contacted by the Data Manager when changes to the account have been completed.

  3. Save all documents for future reference.


Instructions for Administrative Agency Data Managers:

  1. Open the form in Adobe. Completing the form in Chrome or another web browser window will prevent you from signing the form.

  2. Check to ensure all required fields on the Account Update and Renewal Form are completed.

  3. Review the information provided. Determine if changes to account are justified/necessary. If yes, determine appropriate changes to be made.

  4. Complete the Data Manager Part 1 component of the Administrative Agency section on the form.

  5. Added permissions or changes in group/role that provide increased access to patient information and/or advanced permission in ARIES must be forwarded to the AA’s Local Responsible Party (LRP) for approval prior to making the change—refer him/her to the LRP instructions for approving account change requests. Once approved and signed, the LRP should return the account request form back to the Data Manager.

  6. If permissions have changed, take a screenshot of the updated permissions and save to the user’s ARIES documentation file using the date in the file name.

  7. Complete the Data Manager Part 2 component of the Administrative Agency section on the account Renewal/Request form.

  8. Update the user’s ARIES account as necessary. Contact the user (and cc his/her manager) to inform them about the updates.

  9. Enter the date the changes to the user’s account was made in the respective field on the bottom of the Data Manager Part 2 section on the Account Renewal/Update form, insert electronic signature, and save the completed form in the user’s ARIES documentation file.

  10. Log details about user account in the user account log.

Instructions for Local Responsible Party (LRP):

When you receive an ARIES Account Update and Renewal Form from a Data Manager:

  1. Open the Account Request Form in Adobe. Completing the form in Chrome or another web browser window will prevent you from signing the form.

  2. Review the form to gain an understanding of:
    • Who is requesting change in account access (found on p.1 of Account Update and Renewal form);
    • Why they need change in access (found on p.2);
    • What kind of changes will occur with their account (found in the Data Manager – Part 1 Section on p.3)

  3. If you approve of the individual being granted access and the role assigned, complete the LRP Section on p.4 of the Account Request Form electronically. Use an electronic signature in Adobe to complete the signature field.

  4. Email the form with the completed LRP Section back to the Data Manager so s/he can create an account for the new user.

  5. If you do not approve of the individual getting access to ARIES and/or of the role the DM plans to assign to the new user, do not complete the LRP Section on p.4 of the form. Instead, email the Data Manager and explain your reason(s) for not approving so they can document accordingly and update the form if necessary.


Deactivate a User from ARIES

A user’s supervisor is responsible for notifying the Data Manager at their assigned Administrative Agency anytime an employee ends employment with the agency or changes to a new department or role that will no longer require the individual to access ARIES.

Instructions for Former User's Manager/Registration Authority:

  1. The supervisor or registration authority over the user who’s ARIES account is being deactivated must complete sections 1 and 2 of the ARIES Deactivation Request Form (PDF : 674 kB) .

  2. Email the completed form to the Data Manager at your Administrative Agency.

  3. Save for your records.

Instructions for Administrative Agency Data Managers:

  1. Review form and take necessary steps to deactivate the user’s account.
    • Log into ARIES and change permission for former user to ‘Inactive Staff’. You may add ‘Inactive’ to the user’s last name as well if desired.
    • Send an email to help@hhsc.state.tx.us using the template below and attach the completed account deactivation request form.

      Email Template:

      Hello,

      Please create a ticket carefully following instructions highlighted below.

      Assigned group: ITPHA-LIDS
      Type: WO - WORK ORDER
      Summary: ARIES Certificate Deactivation Request
      Important Note: Please attach this email and all its attachments when forwarding this request

      Request description:

      Please deactivate the ARIES Certificate for the following: UserName ARIESClient, Certificate # XXXXX.

      Thanks,


  2. Save deactivation form in the user’s ARIES documentation file.

  3. Log the deactivation in the user account log.


Data Manager Roles & Responsibilities (Overview)

ARIES houses PHI, and thus, due to HIPAA laws, CDC regulations, and the sensitive subject matter of the disease, all parties affiliated with ARIES in any way must take significant measures to protect the database and all information stored in it. As the Administrative Agency representative who maintains regular contact with ARIES users (sub-contractors), Data Managers (DM) are the gatekeepers for ARIES access.

Data Managers are responsible for keeping record of database access and security and confidentiality requirements (proof of training, confidentiality agreement, acceptable use agreement) for all their sub-contractors working with ARIES. The processes and forms explained on this page are intended to create a consistent and uniform process for requesting, approving, documenting, and tracking ARIES accounts and DSHS TB/HIV/STD Section requirements. Be sure to follow the instructions provided for each of the processes described on this page to assist in completing the steps as quickly and efficiently as possible. The User Account Log template is an option for your site to use for keeping track of all users’ accounts and submitted documents.

The purpose of the new processes for requesting, managing, and tracking ARIES access is to improve our efforts in protecting the sensitive information stored in the database. While some of the steps may seem cumbersome, the TB/HIV/STD Section (the Section) feel that taking measures to enhance the security of the database is a better tradeoff than risking a serious breach that could result in large fines, loss in trust from the community, and/or detrimental impacts to affected individuals. Section staff want to work with you to make the process as efficient as possible. Please communicate with us if you have any suggestions for improvement that allow us to maintain the highest level of privacy, security, and confidentiality as possible (email ARIESHelp@dshs.texas.gov).

 

Local Responsible Party (LRP) Roles & Responsibilities (Overview)

As an LRP, you have accepted the responsibility of implementing and enforcing HIPAA rules and regulations as well as DSHS TB/HIV/STD Section Security and Confidentiality policies and procedures within your agency. As the beholder of this responsibility, it is important that you are aware of and have granted approval for everyone under your authority who is accessing a secure database. For this reason, DSHS will not provide individuals with access to our databases without confirmation (signature) from you.

As the entity that manages contracts with ARIES users, the Administrative Agencies are responsible for overseeing, managing, and maintaining records of Security and Confidentiality and database access for all sub-contracted entities. The data manager or other responsible party will need to keep record of all database users, their user status/roles/permissions, dates of security/HIPAA training, and renewal and deactivation dates. Given that the LRP is still the overall responsible individual for the Administrative Agency, the Section strongly recommends that the LRP and DM have an arrangement in which the database access information is shared with the LRP on a regular basis. The LRP will also still be responsible for ensuring anyone who has access to or is in the vicinity of patient information stays up to date on security/HIPAA training (within their own agency as well as all sub-contractors).

Detailed instructions for the LRP’s role and requirements for requesting new accounts and requesting changes to existing accounts are explained above. Annual ARIES account renewals that are not requesting a change in account access and account deactivations do not need LRP approval prior to being submitted, but the Data Manager must keep record of these occurrences so the LRP can stay informed of all account status activity by viewing the User Account Log (maintained by the Data Manager).

 

How to create a digital signature in Adobe (PDF : 573 kB)



Last updated July 10, 2020