Committee Meetings and Minutes

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HIPAA Task Force Committee

Meeting Minutes

Current Status of Minutes: Draft
Date	December 3, 2015
Time	11:30 PM - 1:00 PM
Location	EVC, Bldg. 8000, Room 8358

Members Present
Renee Cornett, Security Officer, Rudolph (Rudy) Garza, Kaitlyn Goin, Ross Greves, Nancy Jenkins, Mary Keeton, Durwood (Alex) Matthews, Jose Milan, Patricia Recek, Nancy Walters, Privacy Officer
Guests Present
Michelle Hamilton substitute for Rudy Garza Committee Member

Item # 1:	Approval of Agenda
Presenter	Nancy Walters
Discussion	Discussion: *Nancy Walters requested the members present review the agenda. A request for a motion for approval of the agenda as printed. Nancy Jenkins moved approval, Mary Keeton seconded the motion and the agenda was approved by consent. Decision/Actions: Agenda approved by committee Follow-up items: None

Item # 2:	Approval of October 9, 2014 Minutes
Presenter	Nancy Walters
Discussion	Discussion: *.The committee was given the opportunity to review the minutes as printed. No additions or corrections were suggested. Renee Cornett moved the minutes be approved as printed. Jose Milan seconded. No opposition to motion expressed. Decisions/Actions: Minutes for the October 9, 2014 meeting approved by Committee Follow-up Items: None

Item # 3:	Introduction of new and current members
Presenter	Nancy Walters
Discussion	Discussion: *Nancy Walters welcomed all members to the meeting. Each member was asked to introduce themselves by name, department and role. Decisions/Actions: None Follow-up: None

Item # 4:	Overview of role of the Task Force and the Members
Presenter	Pat Recek
Discussion	Discussion: Members were requested to review the ACC HIPAA web sites for currency and new data. Components of the Organizational Guidelines from the website were displayed via overhead, Pat briefly discussed the Business Associate, Non-Business Associate and covered Entitles for clarity. *Pat Recek discussed the HIPAA Training and the importance of maintaining records on all students and staff members. The following web sites were linked with a brief description http://www.austincc.edu/hipaa/index.php Health Insurance Portability and Accountability Act of 1996 (HIPAA) http://www.austincc.edu/hipaa/training.php HIPAA Training http://www.austincc.edu/hipaa/Intro.php HIPAA Introduction & Components http://www.austincc.edu/hipaa/orgchart.php Components Organizational Guidelines Decisions/Actions: Committee Members: To review HIPAA at Austin Community College web sites before the next meeting.

Item # 5:	Old Business - HIPAA Compliance
Presenter	Pat Recek
Discussion	Discussion: The departments/programs that completed since the October 2014 meeting were discussed. Reviews not completed will be rescheduled and reviewed at the next meeting. The importance of the review for each of the departments and the importance of keeping training records for students, faculty and staff. The Compliance Review was briefly discussed: how to contact a Program/Department, going over the paperwork, and writing up the review, and submitting the report to Nancy Walters. An area of development was expressed for maintaining records with the HIPAA signed Confidentiality Certificate that is presented after the training. How to house the certification, how long to house the certification and what to do with records when students have graduated, or faculty/staff are no longer employed. *The number of years required for HIPAA, Department's Accreditation, and ACC regulations to house records. Decisions/Actions: All unreported scheduled Compliance Reviews will be posted for completion on the Spring Schedule. Follow-up Items 1. Send out new schedule for Compliance Review Person responsible: Nancy Walters Deadline: As soon as possible

Item # 5:	Old Business - HIPAA Compliance - Fax/Copy Machines
Presenter	Pat Recek
Discussion	Discussion: * Containers for disposal of documents– Locked Shredded and Recycled Contract Service Bin/s for Confidential Information are in the Dean's area at Eastview and Round Rock Campuses. Fax numbers have been removed from fax stationary. Message on fax cover sheets stating "not secure for PHI is complete. * Signs posted on Fax/Copy Machine to return all items that were picked up in error. Decisions/Actions: *Continue to monitor use of Fax/Copy machines related to PHI.  Person responsible: Nancy Walters Deadline: Ongoing

Item # 5:	Old Business - Update to Website New Health Science PowerPoint
Presenter	Pat Recek
Discussion	Discussion: *Additional slides relating to the Texas House Bill 300 were added to the HIPAA training module. Questions will be added to update. Decisions/Actions: Follow-up Items Add to HIPAA Training with information relating to the Texas House Bill 300 Person responsible: Nancy Walters Deadline: TBA

Item # 6:	New Business
Presenter	Nancy Walters
Discussion	No new business was included on the agenda or brought forth by members in attendance

Item # 7:	HIPAA Events - Overview and Recommendations
Presenter	Nancy Walters
Discussion	Discussion: Eight (8) events and actions were reviewed from Associate Degree Nursing, Emergency Medical Services Professions, Sonography, Surgical Technology, Medical Lab Technology, and Vocational Nursing. Vocational Nursing action was pending. List Attached No additional recommendations for actions made by committee members. Follow-up Items: Review importance of students not accessing own medical records when in a student role at an agency. Person responsible: Pat Recek Deadline: TBA

Item # 8:	Announcements
Presenter
Discussion	Discussion: None

Item # 9:	Next Meeting
Presenter	Nancy Walters A meeting date will be set in April
Discussion	TBA Time: TBA Location: EVC, Bldg. 8000, Third Floor, Room 8358

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