Committee Meetings and Minutes

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HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Draft
Date	September 11, 2003
Time	11:30 AM - 1:00 PM
Location	EVC Room 8358

Members Present
James Burgess, Bill Carter, Rebecca Cole, Sanctions Officer, Renee Cornett, Security Officer, Theresa Harkins, Jana Israel, Eileen Klein, Regina Swearengin, Kirk White
Guests Present
No guest attendance has been recorded.

Item # 1:	Review of minutes
Presenter	Eileen Klein
Discussion	Approved as read.

Item # 2:	A. Administrative rule
Presenter	Eileen Klein
Discussion	Currently in ACC internal Review process.

Item # 3:	B. Fall HIPAA training summary
Presenter	Eileen Klein
Discussion	Student faculty training going well; administrative staff still need to be trained.

Item # 4:	C. Sanctions
Presenter	R. Cole
Discussion	Reviewed and accepted with minor changes by Task Force

Item # 5:	D. Update on Dental Hygiene forms
Presenter	Eileen Klein
Discussion	Tabled pending additional feedback form college attorney.

Item # 6:	E. Update on Massage Therapy, Kinesiology and Sonography forms
Presenter	Eileen Klein
Discussion	Massage Therapy and Kinesiology forms sent to Myra for review; feedback forwarded to appropriate department chair for review and comment.

Item # 7:	EMS database and HIPAA compliance
Presenter
Discussion	1. Department chair described types of data currently being stored in EMS database. 2. EMS program does not have source code or finances to change database to meet HIPAA standards 3. Issues of security were discussed such as passwords, server, firewall, responsibility for maintenance and technical support were identified. 4. Bill Carter and Theresa Hawkins will work with EMS program to formulate recommendations for solutions.

Item # 8:	G. Student assignment security
Presenter	Eileen Klein
Discussion	The committee was asked to consider any HIPAA implications for submission of student assignments to campus mailroom, which is unlocked and unsupervised at times. and to assess risk of email submission of assignments for the next meeting.

Item # 9:	H. Privacy checklist
Presenter	Eileen Klein
Discussion	Task Force affirmed the need to use a privacy checklist to evaluate HIPAA compliance; will be implemented in May 2004.

Item # 10:	I. Compliance follow-up of records destruction
Presenter	Eileen Klein
Discussion	Will monitor for compliance of directions by HIPAA Privacy Officer to department supervisor to document destruction of departmental emergency health information data by Sept. 30, 2003.

Item # 11:	Miscellaneous
Presenter	Eileen Klein
Discussion	A. J. Burgess reported that commercial insurance plans for adjunct faculty and supplemental insurance for staffing table employees will be implemented February 2004; this makes ACC a covered entity. Issues related to HIPAA compliance with new Human Resources responsibilities will be explored. B. K. White reported that continuing Education had developed a HIPAA Training Program for Healthcare Professionals that is now available. C. Recommendation was made to have Kay Barclay, Manager of Institution Records speak to Task Force about impact of HIPAA on records destruction process.

Item # 12:	Next meeting
Presenter
Discussion	October 9, 2003; 11-1p.m.; EVC Conference room 8538

Austin Community College
5930 Middle Fiskville Rd.
Austin, Texas 78752-4390
512.223.4ACC (4222)