Committee Meetings and Minutes

Administrative Login

HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Final
Date	March 24, 2005
Time	3:00 PM - 4:45 PM
Location	EVC Room 8358

Members Present
James Burgess, Jana Israel, Eileen Klein, Robyn Richter, Regina Swearengin, Kirk White
Guests Present
,

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

Item # 2:	II. Human Resources. A. Overview of Internal Revenue Review-Department of Treasury
Presenter	Jim Burgess
Discussion	Discussion: Document review is partially complete will have a summary by next meeting.

Item # 3:	II. Human Resources. B. Update on AFLCA/HIPAA implementation
Presenter	Jim Burgess
Discussion	Discussion: ACC now has full provider status under HIPAA since Feb. 2005 when AFLAC insurance benefit option was instituted. ACC has worked closely to ensure full HIPAA compliance in the electronic transfer of protected health information via secure ftp files.

Item # 4:	III. HIPAA Information Booklets
Presenter	Jim Burgess
Discussion	Action: We are holding on the distribution of the information booklets pending complete review of the Department of Treasury document to ensure that any new information is incorporated into the booklets.

Item # 5:	IV. ACC Policies and Procedures Manual. A. Template
Presenter	Eileen Klein
Discussion	Action: Based on results of email voting on template for policies and procedures manual, committee selected the University of Florida template. Template, sample document and directions were reviewed and discussed. Electronic copies will be distributed so group can begin writing assignments.

Item # 6:	IV. ACC Policies and Procedures Manual. B. Assignments
Presenter	Eileen Klein
Discussion	Action: Preliminary list to topics complied by Kirk White was reviewed and accepted by group. Additional topics may be added as needed. Writing assignments are as follows. Deadline for completion of policy and procedure manual is August 2005. The committee will have a work session in June to assess progress. Section/Topic 1. Purpose of ACC HIPAA Policy -Writer: Eileen Klein 2. Definitions-Writer: Gina Swearengin 3. Education & Training-Writer:Kirk White 4. Maintaining Confidentiality-Writer: Robyn Richter 5. Information & Record Management- Writer: Jim Burgess 6. Protected Health Information- Writer: Eileen Klein 7. Responding to Privacy Violations-Writer:Rebecca Cole 8. Retention, Archiving & Disposal PHI- Writers: Kay Barclay & Theresa Harkins 9. Patient/Client Rights- Writers:Renee Cornett, Jana Israel (entire group will assist

Item # 7:	V. Education. A. Update
Presenter	Kirk White
Discussion	Discussion: Problems with automatic email notification to designated department chairs has been resolved. Action: A second post-test for HIPAA Training module will be developed during spring 2006; post-tests will be rotated on a 2-year cycle thereafter.

Item # 8:	V. Education. B. Implementation of ACC employe education. B. Implementation of ACC employee education. a. new employees
Presenter	Eileen Klein
Discussion	a. New employees Discussion: Current process for educating new employees during orientation is working satisfactorily. Jim Burgess and Rebecca Cole will continue this process.

Item # 9:	V. Education. b. Mandatory Supervisor training
Presenter	Eileen Klein
Discussion	Discussion: Input from Susan Hamende about options for educating and updating ACC supervisory staff was provided. Action: Committee agreed to review and modify existing HIPAA training module to address education needs of current supervisory staff. We will work with Human Resources to get an electronic version of the training module posted to the web and include it as part of the mandatory education requirements for supervisors. In addition, the committee recommended that we explore with HR the possibility of having on-land human presentations at regularly scheduled HR supervisory updates.

Item # 10:	VI. Compliance: A. Library, B. International Programs Study Abroad procedures, C. Email D. Salary & Benefits request for supervisor B. International Programs Study Abroad procedures. C. email, D. Salary & Benefits request from supervisor
Presenter	Eileen Klein for Becky Cole
Discussion	Discussion: Group reviewed HIPAA issues that have arisen in various ACC departments. Information was communicated to each department apprising them of the HIPAA implications involved and necessary implementation steps to maintain HIPAA compliance.

Item # 11:	E. Dental Hygiene. Client issue E. Dental Hygiene software
Presenter	Eileen Klein
Discussion	D. Dental Hygiene client issue Discussion: The Committee examined a situation involving health data needs, relating to dental student and client, in the dental clinical. Currently, the risk manger and assistant dean of health sciences are exploring compliance issues related to both HIPAA and OSHA. Action: A status report on possible solutions will be provided at the next meeting. E. Dental Hygiene software Discussion: Current Dental Hygiene software program has capability of transmitting data electronically. Theresa Harkins submitted data that should be gathered to assess HIPAA compliance when this capability is implemented. Action: These questions will be forwarded to Renee Cornett for input and follow-up at next meeting.

Item # 12:	F. Dental Hygiene Dental Hygiene Software
Presenter	Eileen Klein
Discussion	Discussion: Current Dental Hygiene software program has capability of transmitting data electronically. Theresa Harkins submitted data that should be gathered to assess HIPAA compliance when this capability is implemented. Action: These questions will be forwarded to Renee Cornett for input and follow-up at next meeting.

Item # 14:	VII. Other
Presenter	Eileen Klein
Discussion	Discussion: On-going dissemination of HIPAA information Action: Group recommended that HIPAA information be posted on the EHS website; Group also recommended providing education information at combined department chair meetings in future. We will explore these options with administration.

Item # 15:	VIII. Next Meeting
Presenter	Eileen Klein
Discussion	Next meeting – June 10, 2005 10 – 11:30 EVC 8356. Topic: Status-check and work session for policies and procedures manual. Please submit all policies you have written electronically to Eileen Klein by June 6, 2005 so they can be complied for the June 10, 2005 meeting.

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