Committee Meetings and Minutes

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HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Final
Date	January 10, 2006
Time	11:00 AM - 1:00 PM
Location	EVC Room 8358

Members Present
Rebecca Cole, Sanctions Officer, Renee Cornett, Security Officer, Susan Hamende, Jana Israel, Eileen Klein, Susan Pearce, Kyle Pierce, Robyn Richter, Regina Swearengin, Gerry Tucker, Kirk White
Guests Present
Susan Hamende

Item # 1:	Review of minutes
Presenter	All
Discussion	Discussion: Last names not listed in minutes for all agenda items. Action: Minutes approved with addition of full names to minutes for first reference. Follow-up items: None

Item # 2:	Education update A. ACC Supervisor Training Launch
Presenter	Kirk White/Susan Hamende
Discussion	Discussion: ACC supervisor training launch. New on-line PowerPoint HIPAA Training Module reviewed for launch in January 2006. Acknowledgment and commendation to persons responsible for changes to the program and all their hard work: Kerry Corley, Computer Lab Manager, Kirk White, Director Continuing Education and Susan Hamende, Human Resources. Decisions/Actions: Changes to the program, which include but not limited to: photos, language, program update. Changes to submission page for students with links to other pages. Addition of campus locations to EMS. Identification of ACC Staff who need to be added to training list; for example sick leave pool, emergency pool funds staff, and staff who receive protected health information in any capacity. HIPAA training notification emails received by supervisor/department chair labeled as "Spam". Recommendation that subject line referencing students by name be added to return email notification of student completion of ACC HIPAA Training Module to facilitate sorting and tracking. Follow-up items: >HIPAA module changes will be reviewed with Department Chairs. Person responsible: Kerry Corley. Deadline: January 2006 >Gather information on changes requested by Department Chairs. Person responsible: Kirk White/Susan Hamende. Deadline: January 2006 >Add training to professional development offerings. Person responsible: Kirk White, Susan Hamende. Deadline: January 2006 >HIPAA monitoring for supervisors. Person Responsible: Susan Hamende. Deadline January 2006 >Contact IT Department about methods to prevent HIPAA training notifications being labeled as "SPAM". Person Responsible Kerry Corley. Deadline: January 2006 >Further exploration of the ability to insert specific student names in subject line of HIPAA training notification emails to department. Person Responsible: Kerry Corley. Deadline: January 2006

Item # 3:	Compliance Issue B. Student Issue
Presenter	Eileen Klein
Discussion	Public speech by student at completion ceremony of a health science program included identifiable data related to patients. Decisions/Actions: Student to receive letter from department chair with apprising student of HIPAA violation and inclusion of letter in student's academic file. Form a department/student committee to review criteria for student speakers. Written copies of all student speeches be reviewed by completion ceremony committee prior to speech. Develop a plan of an appropriate plan of action for attending department chair when a student speaker deviates from submitted speech. Student speakers will be apprised of consequences of inappropriate deviations during speech. Follow-up Items: >Department Chair talk HIPAA privacy officer and completion ceremony committee. Person responsible: Eileen Klein & Department Chair. Deadline January 2006 >Letter to student's file. Person responsible: Department Chair. Deadline: January 2006 >Develop guidelines for review and approval of student public speech processes. Person responsible: Department Chair. Deadline Spring semester 2006. >Disseminate written guidelines to student speakers from program regarding professional standards and HIPAA prior to next completion ceremony. Person responsible: Department Chair. Deadline: Spring semester 2006.

Item # 4:	Compliance/Sanctions
Presenter	All
Discussion	Use of ACC HIPAA training by clinical affiliates as acceptable method of student compliance with facility HIPAA education requirements. Decisions/Actions: Clinical affiliates requiring HIPAA training for ACC Health Sciences students will be offered the link to the ACC HIPAA Training Module for review and encouraged to use the existing training information and tracking mechanisms for meeting student compliance with facility HIPAA education requirements. Follow-up Items: >Identify clinical facilities who require HIPAA Training as a condition of clinical assignment to facility. Person responsible: Eileen Klein. Deadline: On-going >Develop an established process for clinical facilities that do not opt to use ACC HIPAA Training Module. Facilities will have to maintain their own education programs and tracking systems for student compliance. Person responsible: Eileen Klein. Deadline On-going.

Item # 5:	Compliance/Sanctions
Presenter	Rebecca Cole
Discussion	Reviewed hand out of Final Draft 1.10.06 Austin Community College HIPAA Privacy Sanctions Procedures Decisions/Actions: All committee members to complete review of sanctions procedures and submit feedback. Follow-up Items: >Final Draft to be reviewed by Task Force. Person responsible: Rebecca Cole. Deadline: February 1, 2006. >Return corrections or additions of final draft . Person responsible: Rebecca Cole. Deadline February 1, 2006. >Vote to approve Final Draft. Person responsible: Committee Members, Deadline: February 14, 2006

Item # 6:	Compliance Audits A. Analysis of data
Presenter	Eileen Klein
Discussion	Fall 2005 audit data reviewed for all five programs visited. Areas needing improvement included: faxing by students, security of departmental fax machines, secured and locked files for departmental records related to HIPAA and student health records. Decisions/Actions: All areas of concerns will be addressed in HIPAA Compliance Manual as it is developed. Follow-up Items: >Inclusion of above areas of concern in HIPAA Compliance Manual. Person responsible: Renee Cornett. Deadline: On-going.

Item # 7:	HIPAA Compliance Manual
Presenter	Renee Cornett
Discussion	Update on status of manual. Still awaiting final decision from Stanford University legal department requiring permission to use their HIPAA Manual Template. Follow-up Items'': >Will report back on results at next meeting. Person responsible: Renee Cornett. Deadline: February 2006

Item # 8:	Announcements
Presenter	Committee
Discussion	None

Item # 9:	Next Meeting. February 14, 2006. 11:00 a.m.- 1:00 p.m. EVC, Room 8358 EVC, Room 8358
Presenter
Discussion

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