Committee Meetings and Minutes

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HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Final
Date	July 9, 2007
Time	11:30 AM - 1:00 PM
Location	EVC 8000-8358

Members Present
Rebecca Cole, Sanctions Officer, Susan Corbett, Eileen Klein, Marilyn Rehm-Skewis, Support Staff, Regina Swearengin, Nancy Walters, Privacy Officer
Guests Present
No guest attendance has been recorded.

Item # 1:	Approval of Agenda
Presenter	Pat Recek
Discussion	Approved by committee.

Item # 2:	Approval of February Meeting Minutes
Presenter	Pat Recek
Discussion	Addition to minutes: Add email from Kay Barclay, Instructional Records Manager Approved by committee

Item # 3:	New Business: * Audits for 2007- 2008
Presenter	Pat Recek
Discussion	P. Recek was unable to find best practice information related to the desired frequency of continuing HIPAA compliance audits. Becky Cole reported that the Crisis Management Team was looking at internal procedures, vulnerability assessment, procedures assessment, building security/equipment. There will be a district wide security audit – including HIPAA, qualified contractors/subcontractors, department walk-through, addition of security deterrents/equipment, procedures assessment Decisions/Actions: Audits for 2007 - 2008 - Recommend no HIPAA audits this academic year. Committee to make recommendations for the HIPAA Audits after reviewing the Crisis Management Team report and any recommendations related to HIPAA. B. Cole reports that those audits will begin in the fall. Follow-up Items: >Continue to update HIPAA information with links to Faculty Staff Pages, Human Resource Benefits and Human Resource Web sites. Person responsible: Kirk White/Becky Cole. Deadline: none. >Continue to receive update from Crisis Management Team. Person responsible: Becky Cole. Deadline: none. >Continue to receive information on District Wide Security Audit. Person Responsible: Becky Cole. Deadline: none.

Item # 4:	New Business: Information set out in emails related to faculty death/illness - is it HIPAA issue
Presenter	Pat Recek
Discussion	Death of an employee on the job. Death of employee not related to work. Obligation by employer to announcement a death. Privacy information relating to the death. Second hand information distributed by employees relating to illness/death by email, newsletter announcement, verbal, memo/hand written notes. The ownership of the death announcement. Announcement Form. Official death information distributed by employer. Employment written consent form. Supervisor training relating to the death of employee. Death Announcement by family. Decisions/Actions: Statement will come from Crises Management and indicate that what is published must be public information/obituary. Draft procedures for department information. Add to Supervisor Training. Follow-up Items: >Draft procedures for departments. Person responsible: Becky Cole. Deadline: None >Addition of procedures to Supervisor Training. Person responsible: Susan Smith. Deadline: none.

Item # 5:	New Business: Dental Hygiene Department is being designated as shelter area in weather events
Presenter	Pat Recek
Discussion	Approval by Dental Hygiene Department Chair. Designated Areas in Dental Hygiene as weather events shelter area: room 8158, 8160, 8142, and out flow would be secondary with discussion concerning bathroom and skills lab. Locked areas/rooms, coded locked doors. Designated team leaders. Emergency Phone/s Decisions/Actions: Approval by Dental Hygiene Department Chair was given by Renee Cornett. Addition to Dental Hygiene Manual and procedures/policies Designated Weather Shelter Area for building 8000 Eastview Campus. Follow-up Items: >Draft procedures for Dental Hygiene Manuel. Persons responsible: Renee Cornett. Deadline: none. >Admittance into keyed/coded rooms during a weather related event. Person responsible: Renee Cornett. Deadline: none >Staff training. Person responsible: Renee Cornett. Deadline: none.

Item # 6:	HIPAA Training-additional formats
Presenter	Kirk White
Discussion	Power Point Addition Flash Form Addition Decisions/Actions: None Follow-up Items: >Monitor HIPAA Training web site. Person responsible: Kirk White. Deadline: None. >Monitor Power Point and Flash Form. Person responsible: Kirk White. Deadline None

Item # 7:	HIPAA Violations:
Presenter	Pat Recek
Discussion	E. Klein presented information about a "claim" of a HIPAA violation by a student who is no longer a student in any HS program. The original "claim" was made by the wife of a patient. E. Klein communicated with the individuals in writing indicating that the "husband" must submit a written complaint. As of the meeting time, that had not arrived. Items discussed related to this issue included: Sanctions Violation by Student Targeted School/Student School Obligations OCR Formal Complaint Multiple Violations Transfers from one academic program to another academic program Statue of Limitations Student Rights Decisions/Actions: Will await further communication from the patient.

Item # 9:	Announcements
Presenter	Pat Recek
Discussion	Completion of grant project with Texas Tech University. Decisions/Actions: Removal of link for Texas Tech students to HIPAA Training and Post Test Follow-up Items: >Letter to Texas Tech outlining the HIPAA removal of Texas Tech Link for students. Person responsible: Pat Recek. Deadline: None >Information on how Texas Tech can continue the use of the HIPAA Training without the link to ACC, HIPAA and post test. Person Responsible: Kirk White. Deadline: none.

Item # 10:	Next Meeting
Presenter	Pat Recek
Discussion	To Be Announced after Crises Management report completion

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