Committee Meetings and Minutes

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HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Final
Date	October 9, 2003
Time	11:00 AM - 1:00 PM
Location	EVC Room 8358

Members Present
Rebecca Cole, Sanctions Officer, Susan Corbett, Jana Israel, Eileen Klein, Regina Swearengin, Kirk White
Guests Present
Kyle Pierce

Item # 1:	I. Review of minutes
Presenter	Eileen Klein
Discussion	Kirk White asked that a correction be made on the minutes for Item II. B. Correction for miscellaneous B Item should read as follows: Administrative staff will be trained in spring semester of 2004.

Item # 2:	II. A. Records Destruction
Presenter	Kay Barclay
Discussion	Tabled – unable to attend meeting

Item # 3:	B. Fall HIPAA training summary
Presenter	Eileen Klein
Discussion	Fall HIPAA training summary – student faculty training going well; administrative staff still need to be trained. Eileen Klein reported that with HIPAA, each affiliate takes a different approach. The group discussed Regulatory Requirements, Seton's Review of online training, and safety of privacy issues. It was said that at present time no student is asked to participate in the HIPAA training. Kirk White announced a date for training: This training would be advertised for those in the long-term care, private practice, and Dental Hygiene Careers. The following dates are: Two Contact Hours Saturday, Feb 28, 2003, 10 a.m. – noon. Saturday, April 24, 10 a.m. – noon.

Item # 4:	C. Update on Dental Hygiene forms
Presenter	Renee Cornett
Discussion	Defined invasive procedures, rules and regulations & patient rights. The information on procedures caused more question on exposure as a patient and as a student. Discussed the barriers that take place when a student becomes a patient. Information is collected on the now patient/former student and how the information is viewed by the class/student performing the training procedure. * Mark White passed on the information that masage therapy does not allow a student to become a patient. Gina Swearengin stated that sonography students could not be a patient. Renee Cornett went on to discuss the problem of a student who needs medication in order to be treated in the Dental Hygiene program. * Renee Cornett led a discussion of HIV and the disclosure law. All agreed to ask Mira what procedures to take when a student is informed of the law for HIV but does not follow the law. * Renee Cornett showed new patient records folder that would be used and discussed an electronic labeling system with the last name, first initial and year of initial of treatment. Charts are designed as a pocket that paperwork cannot fall out of.

Item # 5:	D. Update on Massage Therapy, KINE and Sonography forms
Presenter	Eileen Klein
Discussion	It was reported that Kinesiology Forms would be new. The form puts the burden on the student/patient/client. It will have a list of items for student to review. A signature will confirm that the student has read the information and if questions arise from the list the student will contact a doctor. Kirk White discussed a form for his program with some type of documentation of illness/mystery conditions. This form would be taken to the patient's doctor and be signed off by their doctor. Kirk White discussed having a list for students. This list would state the areas that a client would not be touched. Questions arose and a discussion followed: "should the programs be doing work on patients with high risks". The conclusion was to refer the question to Mira. Regina Swearengin– Talked about only performing sonograms on students who had no history of problems/normal and what procedures they used if the patient was found with some type of problem. The Sonography Program uses a worksheet and ask the client to sign a waiver. Regina stated that the work sheet must be complete by the client before any procedures and that sheet is returned to the client with only the documentation that the procedure was done. If a problem was shown Darnell Army Hospital is contacted and the patient is notified and the problem is indicated on the work sheet. Eileen stated that Sonography forms were revised by Mira and were ok as long as Song. Did Not keep the information.

Item # 6:	E. EMS database
Presenter	Bill Carter & Theresa Harkins
Discussion	EMS Kyle Pierce: Discussed that the data that had been previously used by their dept. was electronically lost. This gives the dept. an opportunity to find a program that benefits them. They are checking with FISDAP that was developed in San Antonio. Eileen asked if the department had looked into the ACC Skills Manager Program. She suggested that Buffy help him with reviewing this program. Eileen discussed what the program allowed a department to do and could be adjusted for EMS. Kyle stated that the department has 200 students a year and they need clinical data. Kyle explained clinical data and what the student form listed. Eileen asked if there were patient names and there were no names just patients listed as a type. Kyle left meeting after his part.

Item # 7:	F. Student Assignment security
Presenter	Eileen Klein
Discussion	Unlocked mailroom shows potential for problems with security breach. Renee Cornett suggested the mail slots she has for her program be used. Punch code locks and mailrooms in secure areas with full time staff were discussed. A committee was suggested to look into the problem. Kirk White suggested that one procedure be used rather than each teacher or department doing something different

Item # 8:	G. HR Adjunct Faculty Insurance Update
Presenter	Becky Cole
Discussion	Becky sitting in for Jim Burgess Health Insurance for Adjunct Faculty Two Companies. First will come to the campus with their staff and enroll those who need the insurance. The second company will ask that the campus do the paper work. Both are being reviewed. Both companies will have to follow HIPAA procedures or be left out.

Item # 9:	H. Student Field Trip Health Forms
Presenter	Becky Cole
Discussion	Field Trips – Handout. Page 2 of form is in question. First Aid Kits - A variety of scenarios were discussed about what to have in First Aide Kits and who would be responsible if that scenario took place. A variety of supplies were discussed and a recommendation of no medication was advised with the participant on the field trip to be responsible for their own health needs.

Item # 10:	I. Athletic insurance requirements
Presenter	Becky Cole
Discussion	Baseball: An insurance form was handed out. Questions on the program were brought up. Students would sign up for a Baseball class under Keinsology. Games would be scheduled with other facilities. Many questions on insurance were discussed: Age, adult/student and whether the parents of the students or the student would pay. Would the paperwork go through the database or directly from student to insurance co? It was stated that the procedures were being written up. And that some type of analyses chart would be good to keep to supervise injuries. Discussion of Liability insurance was discussed but tabled.

Item # 11:	J. Student Accident Insurance
Presenter	Becky Cole
Discussion	Liability Insurance was tabled until next time.

Item # 12:	IV. Miscellaneous
Presenter
Discussion

Item # 13:	V. Next Meeting
Presenter
Discussion	Agenda lists next meeting for November 9. After reviewing the calendar November 9th was a Sunday and Thursday, November 13th was then scheduled.

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