Committee Meetings and Minutes

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HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Draft
Date	June 10, 2004
Time	11:00 AM - 1:00 PM
Location	EVC Room 8358

Members Present
James Burgess, Renee Cornett, Security Officer, Jana Israel, Eileen Klein, Kirk White
Guests Present
No guest attendance has been recorded.

Item # 1:	Review of minutes
Presenter	Eileen Klein
Discussion	Minutes approved as amended

Item # 2:	Science Department Field Trip Revised Form - attached
Presenter	Eileen Klein
Discussion	Action: Approved with the addition of student and college recipient signatures added. Will be returned Science department for implementation.

Item # 3:	KINE Information Form - Update
Presenter	E. Klein
Discussion	A. Action: Approved original form with addition of student and college recipient signatures. Will be returned to department for implementation. B. Action: Did not approve use of alternative KINE submitted; Will get clarification from PFT department on how this form is intended to be used by PFT trainee students.

Item # 4:	HIPAA Awareness. A. HIPAA Information Booklets
Presenter	Jim Burgess
Discussion	J. Burgess reported that twenty-one departments would be receiving the HIPAA booklets. The forty-two booklets would be distributed with one to two booklets per department. The committee discussed how other departmental information could be added to the booklets and the possibility of the HIPAA booklet evolving into each department's procedure manual.

Item # 5:	HIPAA Awareness. B. Publicity
Presenter	Eileen Klein
Discussion	E. Klein announced that an article on HIPAA was accepted for publication in the ACC Insider.

Item # 6:	HIPAA Privacy Assessment Checklist
Presenter	Becky Cole
Discussion	Action: Task Force approved revised versions of the checklist forms for Hybrid and Business Associates status departments. Revised checklists will be forwarded to R. Cole for input and then posted on the EHS website http://www.austincc.edu/ehs/ . Department chairs to complete the evaluations in July and return to R. Cole.

Item # 7:	Analysis of data
Presenter	Becky Cole
Discussion	Task Force will analysis data at August meeting.

Item # 8:	Compliance audits. A. Development of audit checklist
Presenter	Eileen Klein
Discussion	Action: Analysis of departmental data will be used to select programs for compliance audits to be done during the Fall 2004 semester. A. HIPAA Privacy Audit Checklists will be developed to parallel the Departmental Checklists. Audit Checklists will be reviewed at next meeting.

Item # 9:	Compliance Audits. B. Review of audit assignments
Presenter	Eileen Klein
Discussion	B. Suggested procedures to follow in the event a department, or individual within a department, is found to be non-compliant: 1. If a department is non-compliant, share findings with department chair during a formal conference. 2. Provide written recommendations with deadlines. 3. Schedule follow-up audit to assess implementation of HIPAA recommendations 4. If the department is still not compliant written notification of probation status for department and notification of next level supervisor. 5. If an individual is non-compliant, have department chair develop individual remediation plan. For continued noncompliance, discussed possibility of a note to individual's personnel file or evaluation; will need to gather additional information about if this is possible. Action: further discussion of non-compliance procedures at next meeting.

Item # 10:	Compliance Audits. C. Deadline
Presenter	Eileen Klein
Discussion	C. Review of audit assignments - compliance audit visits tentatively scheduled for October or November 2004; specific assignments will be developed at next meeting.

Item # 11:	Miscellaneous & Next meeting - TBA
Presenter
Discussion	A. HIPAA Task Force 1. Committee membership for the upcoming new term was reviewed. Attendance concern was expressed, along with recruiting new members. 2. Discussion of how the HIPAA Task Force fits into the ACC shared governance structure of the college. Recommendation was made to become a shared governance subgroup of the Environmental Health and Safety Task Force (EHS). Action: will forward this recommendation to R. Cole, EHS chair for consideration. 3. Discussion of any changes that should be made to meeting times, dates, and locations for fall. Action: meeting schedule will remain the same for fall semester. B. K. White announced that two groups from outside of the college have seen the ACC HIPAA education program on the web and requested permission to use the program. Next Meeting – August 12, 2004. 11:00 – 1:00 pm EVC conference room 8538

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