Committee Meetings and Minutes

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HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Final
Date	October 11, 2005
Time	11:00 AM - 1:00 PM
Location	EVC Room 8358

Members Present
Kay Barclay, Susan Corbett, Theresa Harkins, Jana Israel, Eileen Klein, Susan Pearce, Kyle Pierce, Robyn Richter, Gerry Tucker, Yvonne VanDyke
Guests Present
Norma Mercado

Item # 1:	Review of minutes
Presenter	Eileen Klein
Discussion	Discussion: Minutes from the September 13, 2005 Meeting Decision/Actions: Approved Follow-Up items: None

Item # 2:	Medical Coding - Acquisition of physician records
Presenter	Norma Mercado
Discussion	Discussion: Receipt of Protected Health Information for Medical Coding from potential donation of medical records from retiring physician. Discussed records, amount of usable information for educational purposes, who and who could not d-identify the data and destruction of records. Decision/Actions: The processing of d-identifying the data would be would not be realistic for the amount of information the program could use. Action is to decline donation of the records for the Health Information Technology program. Follow-up items: >Department Chair of Program to decline offer with thanks to potential donor. Person responsible: Norma Mercado, Deadline: October 2005

Item # 3:	Education update. A. ACC Supervisor training
Presenter	Kirk White written report presented by Eileen Klein
Discussion	Decisions/Actions: Adaptation of Training Module for education of supervisors and employees. Susan Hamende in HR recommended to enrich the training. Follow-up Items: >Explore the use of Blackboard as a delivery method for employee training. Person Responsible Kirk White /Susan Hamende Deadline: TBA >Gather data about HR resources needs for both on-line and in person training options. Person Responsible: Kirk White/Susan Hamende. Deadline: Nov. 2005 >Explore departmental resources needed for implementation and tracking document of employee HIPAA training. Person Responsible: Kirk/Susan/Gerry Tucker Deadline:Nov. 2005 >New versions of HIPAA post test have been developed; so tests can be rotated every year. Person responsible: Kirk White Deadline: Jan. 2006

Item # 4:	Education update. B. HIPAA posting to website
Presenter	Eileen Klein
Discussion	Decisions/Actions: HIPAA web site has been established at http://www.austincc.edu/ehs/HIPAA.htm An overview of HIPAA and composition of the Task Force have been posted to the site. Additional postings will be developed as needed. Follow-up Items: None

Item # 5:	HR overview of Insurance/HIPAA process
Presenter	Gerry Tucker
Discussion	Discussion: HIPAA compliance processes related to health insurance for employees and staff information. Decisions/Actions: HIPAA compliance is maintained by the implementation of a separate filing system for confidential data including: FMLA, sick leave pool, employee payroll deduction and premium payments. Follow-up Items: None

Item # 6:	Compliance /Sanctions
Presenter	All
Discussion	Decisions/Actions: Sanctions Procedures were reviewed related to employee recurrent disclosure of health data. Task Force recommended that a sanction should be implemented. Sanctions officer, Privacy officer and EVP of Human Resources should collaborate on this situation since there are overlapping HIPAA and employee issues. Follow-up Items: >Procedure recommendations and review Person responsible: Task Force Members

Item # 7:	Compliance Manual Update
Presenter	Eileen
Discussion	Discussion: >Compliance Manual >Beginning of writing assignment >Bring back training piece for next meeting Follow-up Items: >Compliance Manual resource #1 -each member received a disk with a copy of information for their writing assignment Person responsible: Task Force members Deadline: Done >Compliance Manual resource #2 – receipt of purchase is being tracked and this information will be distributed upon arrival. Person responsible: Becky Cole/Eileen Deadline: On-going >Writing assignments reviewed Person responsible: Each member as assigned Deadline: On-going

Item # 8:	Training for audit visits
Presenter	Eileen
Discussion	Discussion: Five programs/departments are to be audited this semester. Electronic copies of audit forms, assignments and deadlines were reviewed. Questions related to audits process were addressed. Follow-up Items: >Audits deadlines Person responsible: Task Force members as assigned Deadline: December, 2005 >Analysis of audit data Person responsible: Eileen Deadline: Spring 2006 >Task Force to review audit data during spring semester. Person Responsible: Task Force Deadline: Spring 2006

Item # 9:	Announcements
Presenter	All
Discussion	Discussion: None

Item # 10:	Next Meeting Date:
Presenter
Discussion	November 8, 2005 11:00 a.m. - 1:00 p.m. EVC, Room 8356

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