HIPAA

1. HIPAA

2. Health Insurance Portability & Accountability Act – HIPPA HIPPA is a federal law enacted to: Protect the privacy of a client’s personal and health information. Provide for electronic and physical security of personal and health information Protect health insurance coverage for workers and their families when they change or lose their jobs. Standardize coding to simplify billing and other transactions.

3. HIPAA Compliance • AGC shall operate in compliance with all the requirements of HIPAA. • AGC shall provide information to patients about their privacy Rights and how their confidential health information can be used, in the form of a Notice of Privacy Practices. • AGC shall train employees so that they understand privacy procedures and requirements. • AGC shall designate an individual to be responsible for ensuring that the privacy procedures are adopted and followed. • AGC shall secure client records containing identifiable health information so that they are protected from both accidental and deliberate misuse.

4. PROVIDER RESPONSIBILTIES...PROTECT PRIVATE INFORMATION • Keep confidential information locked/secured and out of sight. • Only access information you need to do your job. • Documents with client information should be shredded – not put out with regular trash. • Don’t talk in areas where your conversation can be overhead. • If you hear a confidential conversation that does not involve you, walk away! • Log off your computer and never share your passwords. • If you see any other staff violating these responsibilities, give them a helpful/gentle reminder – don’t just ignore it. • If appropriate, report the violation!

5. HIPPA Requires AGC to: • Give each client a Notice of Privacy Practices that describes: • - How AGC can use and share protected information • - A client’s privacy rights • - Ask every client to sign an Acknowledgement that they received • the Notice of Privacy Practices

6. What is Confidential? Any information about clients is considered private or “confidential,” whether written on paper, saved on a computer, or spoken aloud. This includes the reason a client is in the care of AGC, the treatments and medications she receives, caregivers’ notes – including Treatment Team notes. If you reveal any of this information to someone who does not need to know it, you have violated a client’s confidentiality and you have broken the law!

7. All information must be protected. HIPPA states this is Protected Health Information. • Photos • Certificate/License # • Finger or voice prints • Any “other identifying number, characteristic or code • Name • Address • DOB • SS# • Email • Employer • Fax/Phone#

8. LIMIT ACCESS – NEED TO KNOW Most of HIPPA is common sense, just follow the simple “need to know” rule. If you need to see client information to perform your job – you are allowed to do so. Before looking at a client’s confidential information, ask yourself one simple questions, “Do I need to know this to do my job?” If the answer is no, stop. If the answer is yes, you have nothing to worry about. Limiting access to those with a need to know and giving them no more access than necessary for performance of their duties will help AGC comply with the privacy regulations “minimum necessary” rule.

9. AVOID • Sharing information with co-workers who may not have a “need” to know. • Discussing health information in public areas, or in telephone conversations that can be easily overhead by others. • Disclosures made to the eyes of others who do not need the information in order to perform their assigned job. • Make sure that casual visitors can’t wander into areas where confidential client information is kept.

10. DATA Backup Policy This policy supplements the facility’s overall security policy, which is intended to protect data integrity, confidentiality and availability. All personnel (employees, staff, contract works and so forth) who have access to health information must read, understand and comply with this policy. Daily backups are performed on All God’s Children’s network, including shared drives containing application data, patient information, financial data and crucial system information.

11. Accessing Information Clients have the right to: • Access or inspect their health record • Requests must be made in writing • We have 30 days to respond to requests Obtain a copy of their health record • AGC only releases information generated • Restrictions may apply (Therapy Notes) • Reasonable fees may be charged for copying

12. Amending Information Clients have the right to: Request an amendment of their health record • Requests must be made in writing • We have 60 days to review and respond to requests • Requests for amendment become part of the permanent record

13. Releasing Information Clients have the right to: Request a list of when and where their confidential information was released. Requests may include: • Date of disclosure • Name of person/entity who received information • Brief description of reason for disclosure • Exceptions: releases for treatment, payment or health care operations

14. Client – Filing a Complaint Clients have the right to: • File a complaint if they believe their privacy rights have been violated. • Covered entities must provide a contact for filing complaints. • Complaints may be made to the covered entities designated individual or • Security of the Department of Health and Human Services

15. Complaint Resolution All God’s Children has a sincere desire and commitment to successfully resolve all complaints at the local level and in the timeliest manner.A complaint must be filed in writing, either on paper or electronically. A complaint must name who is the subject of the complaint and describe in detail why they are believed to be in violation of the applicable requirements of HIPAA regulations. A complaint must be filed within 180 days of when the complainant knew or should have known that the act or omission complained of occurred.

16. Why Protect Privacy & Security? • It is the right and ethical thing to do. • It is the legal thing to do – HIPPA and the state law requires it. REMEMBER – If it isn’t your business, it’s NONE of your business!

17. Statement of Agreement As a new employee of AGC, you MUST AGREE with the following statement: I will not disclose or discuss any confidential information with others, including friends or family. I will not in divulge, copy, release, alter, or destroy any confidential information except as properly authorized to do so within my job responsibilities. I will not discuss confidential information where others can overhear the conversation. It is not acceptable to discuss confidential information even if the client's name is not used. I will not make any unauthorized transmissions, inquiries, modification, or purging of confidential information. I agree that my obligations under this agreement will continue after termination of my employment, expiration of my contract, or my relationship ceases with the agency. Upon termination, I will immediately return any documents or media containing confidential information to the agency. I understand that I have no right to any ownership interest in any information accessed or created by me during my relationship with the agency.

18. Please sign your HIPPA Confidentiality Statement and return to HR Dept. Statement of Agreement (Cont) I will act in the best interest of the agency and in accordance with our policies at all times during my relationship with AGC. I understand that violation of the agreement may result in disciplinary action, up to and including termination of employment, suspension and loss of privileges, and/or termination of authorization to work with AGC, in accordance with AGC policies.