Committee Meetings and Minutes

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HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Final
Date	October 9, 2006
Time	11:30 AM - 12:30 PM
Location	EVC 8000-8358

Members Present
Rebecca Cole, Sanctions Officer, Susan Corbett, Renee Cornett, Security Officer, Theresa Harkins, Jana Israel, Eileen Klein, Susan Pearce, Marilyn Rehm-Skewis, Support Staff, Robyn Richter, Regina Swearengin, Nancy Walters, Privacy Officer
Guests Present
No guest attendance has been recorded.

Item # 1:	Review of minutes
Presenter	Pat Recek
Discussion	Approved by committee

Item # 2:	Fire Academy at Taylor
Presenter	Pat Recek
Discussion	Dr. Kinslow inquired about the Taylor Fire Academy and any HIPAA implications of that program. Gary Hampton confirmed the following: * Students do not have contact with patient data * Students receive HIPAA training in EMT Training – ACC training or training at another facility. Concerns: Proprietary EMT programs may not have to abide by HIPAA regulations and also the length of time since training for students that did have training in EMT Program. Becky Cole introduced another area of possible concern. Fire fighters are required to have Commercial Drivers Licenses (CDL) and that requires random drug testing. ? if academy students have to have CDL. Questions related to security of this information – application, information, health information data Drug Screening/Random Drug Testing – Mobile unit to provide different locations for testing, ProMed, others. Some discussion around ACC HIPAA Training to all students in Fire Academy Decision/Actions: Recommend that all Fire Academy students take HIPAA Training at beginning of class. Rationale: In the course of their duties as firefighters, it is very likely that they will access client information that is covered by HIPAA. The committee feels that it is appropriate to be proactive in training these individuals in HIPAA while in the program and maintain those training records for 6 years. Faculty will continue to receive HIPAA training. Follow-up items: >Link HIPAA online training acknowledgment to Fire Academy Department Chair. Person responsible: Kirk White. Deadline None >Security for student files for Fire Academy drug testing. Person responsible: Becky Cole. Deadline: None >Make committee recommendations to Fire Academy. Person responsible: Pat Recek. Deadline: None.

Item # 3:	Human Resources and Medical Files
Presenter	Pat Recek
Discussion	Susan Smith confirms that HR collects PHI * FEMLA * Sick Pool Request The information is kept separate from the regular personnel files. Secured. Staff HIPAA trained. S. Smith informed the committee that HR is moving to an electronic system in which that information is scanned into the computer. Discussion related to the ability to make access to PHI a specific access level in Datatel/Fortis and access would be denied to all but select HR staff. HR is the owner of the data. Some discussion about the storage of Insurance Benefit information prior to HIPAA Storage of Insurance Benefit information after HIPAA Time limit on storage of information Destruction of expired personnel data Decisions/Actions: Require all personnel who review files and scan personnel files to be HIPAA Trained. Require scanned personnel files to be under computer security levels Require all security levels be HIPAA Trained Follow-up Items: >Check with Kay Barclay concerning levels of security for personnel files and HIPAA training for staff with security access. Person responsible: Pat Recek. Deadline: None >Check with Susan Smith concerning HIPAA Training for HR Staff. Person Responsible: Kirk White. Deadline: None

Item # 4:	Audit Assignments
Presenter	Pat Recek
Discussion	Programs to be Audited – Sonography, Occupational Therapy, Surgical Technology, Human Services, Human Resources, Child Care, and HPI. Decisions/Actions:Committee Members who are auditing will send out checklist to departments along with link to HIPAA web site and train module. Follow-up Items: >Sonography Audit Assignment. Person responsible Jana Israel. Deadline 1-32-07. >Occupational Therapy. Person responsible: Jana Israel. Deadline: 1-31-07 >Surgical Technology. Person responsible: Regina Swearengin. Deadline: 1-31-07. >Human Services. Person responsible: Kirk White. Deadline 1-31-07. >Human Resources. Person responsible: Pat Recek. Deadline 1-31-07. >Child Care. Person responsible: Eileen Klein. Deadline: 1-31-07. >HPI. Person Responsible: Susan Pearce. Deadline 1-31-07.

Item # 5:	Web page review/update
Presenter	Pat Recek
Discussion	Linking HIPAA definitions Alphabetizing link to definitions Linking EHS HIPAA information page to the HIPAA Web page Posting Audit Forms A & B to web page for department chair and staff Decisions/Actions: Ask Ed Terry web Develop Specialist to check out HIPAA web site. Ask Susan Hamende to look over web page for style wording, etc. Follow-up Items: >Web page for definitions show a –z for faster connection to locating words. Person responsible: Kerry Corley. Deadline 10-31-06. >Linking EHS HIPAA information to HIPAA Web Page. Person responsible: Becky Cole. Deadline: 10-31-06. >Committee to review web page one more time and give feedback. Person responsible: Committee. Deadline: 10-31-06. >Reviewing web page for looks, wording, setup, style, etc. Person responsible: Susan Hammon. Deadline: PR will forward on 11-1-06. >Review web page for accessibility. Person responsible: Ed Terry. Deadline PR will forward on 11-1-06.

Item # 6:	HPI-Placement on HIPAA Organizational Chart
Presenter	Pat Recek
Discussion	Should HPI be on HIPAA Organizational Chart Does it need to be audited as a department HIPAA & FERPA information Privacy of student data Should it be included in HIPAA policies or under department policies Student information and how it is secured. Maintenance of student health records. Decisions/Actions: Should be listed under frequently asked questions. Should be put in manual Should be listed under maintenance of student health records in department Manuel Follow-up Items: >Destruction of HIPAA information. Person responsible: Kay Barclay. Deadline: 1-31-07. >How to batch, send with destruction date. Person responsible: None. Deadline: None

Item # 7:	Additional Discussion: Campus Police Reports
Presenter	Becky Cole
Discussion	Storage of reports Information listed on reports Two types of information – employee information/visitor information Distribution of reports HIPAA Training Do they need to be audited? Decisions/Actions: Continue Discussion

Item # 8:	Announcements
Presenter	Presenter: Eileen Klein, Kirk White, Susan Smith
Discussion	Eileen's meeting with Dr. Kinslow Dr. Kinslow expressed appreciation for dedication and work on web page and HIPAA for ACC. Continue good work. Kirk White announced November 7, 2006 Professional Development Class for HIPAA – Check web page for time and location Susan M. Smith will be taking Geraldine (Gerry) Tucker's place on the Committee Eileen announced that Pat Recek will Chair the HIPAA Task Force Committee and Eileen will continue her duties as privacy officer.

Item # 9:	Other Information: Next Meeting
Presenter
Discussion	Requested email with several suggested dates for February meeting. Time and Location to be announced. Expect mid January email from Marilyn with choices for February Meeting.

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