Committee Meetings and Minutes

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HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Final
Date	March 21, 2006
Time	11:00 AM - 1:00 PM
Location	EVC Room 8358

Members Present
Kay Barclay, Lynn Beaman, Bill Carter, Rebecca Cole, Sanctions Officer, Renee Cornett, Security Officer, Jana Israel, Eileen Klein, Susan Pearce, Marilyn Rehm-Skewis, Support Staff, Robyn Richter, Regina Swearengin, Nancy Walters, Privacy Officer, Kirk White
Guests Present
Kerry Corley, Kirk White, Patricia Recek

Item # 1:	Review of minutes
Presenter	All
Discussion	Approved by committee

Item # 2:	Education update. A. ACC supervisor training launch. B. Processes for departmental staff training
Presenter	Kirk White
Discussion	In house Training scheduled April 13 and 27, 2006 - each session to last one and one half hours. Decision/Actions: Advertising of training class – not available Educational tools used in training – handouts, power point with some information on-line. Request for addition of present HIPAA issues to be used as examples in class. Sample: communication between staff in public places – elevators, restrooms, snack rooms. U.S. Army Core of Engineers request to use ACC HIPAA training on-line. Follow-up items: >Contact U.S. Army Core of Engineers to allow them to use the online training with the agreement that they acknowledge ACC as provider. Person responsible: Kirk White. Deadline: None

Item # 4:	Compliance/Sanctions. A. Approval of sanctions processes.
Presenter	Rebecca Cole
Discussion	Reviewed hand out of Final Draft 1.10.06 Austin Community College HIPAA Privacy Sanctions Procedures Discussion of pages 4, 5, 6 and 8 in reference to wording. Discussion of Confidentiality statement pertaining to medical records. Congratulations and thanks to Becky Cole for her hard work on the draft. Decisions/Actions: Motion to approve Draft 1.10.06 with corrections was made by Kirk White with second by Renee Cornett – approved unanimously as amended per group recommendations. Follow-up Items >Investigate confidentiality forms. Person Responsible: Robert Rogers. Deadline: April 11, 2006 >Electronic corrections to be submitted and will be incorporated into final document. Person Responsible: Becky Cole. Deadline: Completed. >Identify clinical facilities that 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. B. Student's copying computerized patient records
Presenter	Eileen Klein
Discussion	Hospital reported possible situation of student copying components of computerized patient records for use in care of patient. Hospital recommended a change in procedure whereby faculty only would have print capability. Quantity/quality of information to be copied for each patient (estimated up to 30 patients at one time). ACC faculty distribution of patient information to student. Decisions/Actions: Hospital/ACC to come to revisit HIPAA compliance and printing recommendations and come to mutually acceptable standards for all students. ACC recommendation that students be allowed to continue to print kardex and medication sheet for use during patient care. Faculty would be responsible to ensure that documents are shredded within the facility at the end of each clinical day. No documents to be removed from the clinical sites. Follow-up Items: >Clinical patient data procedures will be revisited with clinical site. Person responsible: Eileen Klein. Deadline: On-going.

Item # 6:	Compliance/Sanctions. C. Programs acceptance of de-identified data for teaching purposes
Presenter	Eileen Klein
Discussion	Decisions/Actions: Sonography Program – receipt and use of de-identified protected health information (phi) data for teaching. Any donated de-identified phi from clinical facilities must be assigned a departmental identification number, logged and traced by item number and course in which used. Follow-up Items: >Will include processes for use of d-identified phi for educational purposes in the HIPAA Compliance Manual. Person responsible: Renee Cornett. Deadline: On-going >Sonography Program to set up process to log and track the use of d-identify phi for educational purposes. Person responsible: Regina Swearengin. Deadline: On-going.

Item # 7:	Compliance Manual Update
Presenter	Renee Cornett
Discussion	Decisions/Actions: Renee Cornett presented, along with Kerry Corley, the sample of the on-line home page for the compliance manual. Handouts were distributed to all with discussion. Directory changes identified and links suggested. Spelling or capitalization's were discussed. Identification of what to post under a firewall and other public/employee information. Definitions and links. Follow-up Items: >Initial draft to be distributed to Task Force members in two weeks. Person responsible: Renee Cornett. Deadline: April 4, 2006. >Kerry Corley will coordinate on-going maintenance and corrections of the compliance manual. Person responsible: Kerry Corley. Deadline On-going. >Definitions confirmation. Person responsible: Regina Swearengin. Deadline On-going. >Final Review. Person responsible: Kay Barclay. Deadline: TBA

Item # 8:	ACC Student Life Travel Packet
Presenter	Rebecca Cole
Discussion	Discussion: Distribution of ACC Student Life 2006 Travel Packet, which included the following: Travel Proposal Form – Travel and accommodation information, Designated Driver Form, Waiver & Release of Liability Form. Discussion of each of the three Forms. Good Samaritan Law – what it involves related to HIPAA. Question if student gender reassignment was considered health information. Follow-up Items: >Spelling/grammar corrections to form to be emailed to review by all before April 11th. Person responsible: Rebecca Cole. Deadline: On-going >Changes to wording of last paragraph on the waiver & release of liability form to be corrected and emailed to review by all before April 11th meeting. Person responsible: Rebecca Cole. Deadline: On-going. >Student gender is not considered part of health record and thus not applicable for HIPAA Task Force consideration. Person responsible: All. deadline: none.

Item # 9:	Announcements/Next Meeting April 11, 2006 - None
Presenter
Discussion	Next Meeting Date: April 11, 2006 Time: 11:00 a.m. – 1:00 p.m. Location: EVC, Room 8256, 2nd Floor Building 8000

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