Committee Meetings and Minutes

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HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Final
Date	November 20, 2008
Time	TBA
Location	EVC 8000-8356

Members Present
Renee Cornett, Security Officer, Jana Israel, Eileen Klein, Kellie Murphree, Susan Pearce, Marilyn Rehm-Skewis, Support Staff, Robyn Richter, Nancy Walters, Privacy Officer, Kirk White
Guests Present
No guest attendance has been recorded.

Item # 1:	Approveal of Agenda
Presenter	Pat Recek
Discussion	Addition of PFT Waiver under Old Business

Item # 2:	Approval of April Meeting Minutes
Presenter	Pat Recek
Discussion	Correct spelling of name under Agenda Item 5. Decision/Actions: Approve minutes with the correction of spelling of name under item 5.

Item # 3:	Old Business: Compliance Audits,
Presenter	Pat Recek
Discussion	A Compliance Audits Drafts of Compliance Reviews were discussed, reviewed, and revised with input from all members present. HIPAA Compliance Review – Business Associate, two page handout. HIPAA Compliance Review – Covered Entity/Hybrid Provider, two page handout. A variety of questions were discussed during the revision of the review templates including: Difference between Covered Entity and Business Associate Departments listed under Covered Entity and departments listed under Business Associate Scheduling software, Information that is viewed on computer/laptop screen, access to computers/laptops. Use of the word "electronic devices" rather than "computers" Written Information and examples of how it can be removed from secure locations Access to Computers in department/facilities/labs by faculty/staff/students Access of information by former students Departments that work with firewalls Password accessibility only for computers/laptops Information passed on by fax machines Information on sign in sheets Information on laptops/PDF/ID Cards that are removed from classroom/campus Decisions/Actions: HIPAA Compliance Review recommendations for both Business Associate and Covered Entity/Hybrid Provider: Revise wording to reflect the following: faculty/staff/student patients/individuals ACC Policies and Procedures Electronic devices instead "computer" Add options to review: example "NA" (Not Applicable) then Explain specifics with space for explanations. Definitions - List *List responsible department contact with name and Program/Department Follow-up Items: Pat Recek-Revise Draft of HIPAA Compliance Review – Covered Entity/Hybrid Provider and Draft of HIPAA Compliance Review – Business Associate sent to all committee member for email comments. Committee:To send suggestions and revisions by email to Pat Recek patr@austincc.edu by the end of semester Pat Recek-Final questions for each review to be sent to Kirk White to be placed in "Survey Monkey" Pat Recek- Revised Compliance review to be emailed to department chairs and supervisors of all covered entities and business associates by Survey Monkey by membership of CE/HPI Renee Cornett-Request Survey Monkey for ACC College Wide Technology

Item # 4:	Old Business: Update on ''Safety Officer'' for ACC
Presenter	Pat Recek
Discussion	Discussion: Confirmation on position Confirmation on name of person hired Decisions/Actions: This information is provided as an addendum (November 26, 2008) to these meeting minutes (information not available at meeting). A position have been approved and there is an opening for a Security Director and have an opening for an Admin Assist. III that will support the Security Director. The link for the job description is http://www3.austincc.edu/it/ehire/jobdesc/public/print_job_desc.php?JDID=16304

Item # 5:	Old Business PFT Waiver
Presenter	Pat Recek
Discussion	Discussion:PFT Waiver Decisions/Actions:No action taken at this time Follow-up Items: Pam Soto/Robert Rogers-Revised Kinesiology form Committee-Report on Results of Kinesiology Form Committee-Final approval of KINE Health Information Form

Item # 6:	HIPAA Violations
Presenter	Pat Recek
Discussion	Discussion: Student violation – VNG program – handled within the department Decisions/Actions: Student under review and probation by department – no committee action taken

Item # 7:	Announcements
Presenter	Pat Recek
Discussion	No Announcements at this time

Item # 8:	Next Meeting - March 2009
Presenter	Pat Recek
Discussion	To be announced at the end of January for February Meeting.

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Austin, Texas 78752-4390
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