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Effective Communication and Training: Navigating HIPAA Compliance in Healthcare

In today's healthcare setting, effective oral communication is crucial for maintaining HIPAA compliance. Week 4 focuses on strategies such as protecting oral communication, understanding social networking implications, and addressing incidental use and disclosure of patient information. By fostering a culture of active listening and ensuring staff confidence in HIPAA regulations, healthcare professionals can better meet patient needs. This training will prepare staff for crisis communications and emphasize the importance of ongoing education to ensure compliance and enhance patient trust in facilities.

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Effective Communication and Training: Navigating HIPAA Compliance in Healthcare

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  1. Communication, Training & Compliance HIPAA Week 4

  2. Topics for the week • Protecting Oral communication • Social networking • Incidental use & disclosure • What do patients want to know • HIPAA & confident staff • Crisis Communications management

  3. Oral Communication • Good oral communication is the best defense against complaints • Good staff training = good communications skills

  4. Communication • Best oral communication= MORE listening, LESS talking • Hearing is not LISTENING! • Hearing is a passive activity • LISTNING is active, you must pay • attention to listen

  5. Communication • Oral communication should not be lost with the addition of EHR • Patients- listening acuity higher in a health care setting • Be aware of where you are what is said & who is listening • Remember, it could be your family being talked about!!

  6. Social Networking • Who is plugged in? • Websites: facebook, myspace, YouTube, all a part of every day life • Social media used to spread news, find information, and advertise services

  7. Social networking • Know who is using what, blackberries, Palm’s, Smart phones, text messages are all subject to HIPAA • EHR needs to be protected • Covered entities and business associates need to have encrypted ways to send HER

  8. Social networking • All protected health information that is electronically transmitted is subject to the Breach Notification and HIPAA Security Rules & penalties • Needs policies and procedures for use. • Social networking is fine if SECURE

  9. Incidental uses & Disclosure • What can you do and say? • Knowledge is power • Have an internal communication plan so all employees know what they can and can not say • The standards give guidance on “legal” use and disclosure

  10. What do patients want to know?? • Patients do not want to hear about their families in the halls or elevators • Patients do not want to know how your business keeps their information private, but they want assurance it will be!

  11. What do patients want to know? • Want to know they can trust the facility and its employees • Want to know who to talk to with a complaint • Want to speak with someone who is confident and understands the HIPAA law better than they do

  12. What do patients want to know? • How to get copies of records • Who has access to their records • That the records are not going to end up in a landfill • Basically, they want to know their PATIENT RIGHTS

  13. HIPAA & confident staff • Being compliant with HIPAA means employees understand and follow the law • Employee training boosts staff confidence • HIPAA training is ONGOING-not a one time thing

  14. HIPAA & confident staff • Implement the 5 step plan • Educate Staff • Schedule regular training sessions • Develop a line of fire • Conquer the fear of conflict • Remember: People will make mistakes

  15. HIPAA & confident staff • Keep staff informed of policy changes • All staff should have an understanding of the basic HIPAA rules and how they affect the business • HIPAA should not rule employees, employees rule with HIPAA.

  16. Crisis Communications management • Crisis occurs when breaches occur • Be prepared • Staff awareness (Know what to say and to whom) • Better yet………

  17. Crisis Communications management • All staff need to know who the Privacy Officers or advisors are • Be prepared • Have a plan for mass breaches and inform employees of plan • Practice the plan

  18. Final thoughts • HIPAA is complex, but understandable • HIPAA works when employees understand it • HIPAA understanding comes from training, training and more training

  19. HIPAA is……. • Like a long and never ending highway, with detours and alternate routes. • Don’t take the wrong route!!

  20. References: • Hartley, C. & Jones, E. (2011). HIPAA Plain & Simple: A Health Care Professionals Guide to Achieve HIPAA and HITECH Compliance, Ed. 2, American Medical Association, USA • Hartley, C. & Jones, E. (2004). HIPAA Plain & Simple: A Compliance Guide for Health Care Professionals, American Medical Association, USA

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