Meeting & Agendas

Approved by committee

By: Kay Barclay Instructional Records Manager Records Management Services Question: Both Human Resources and the daycare indicate that records(some with PHI) are sent to your department (Records Management Services) for storage of up to 7-20 years (for the day care kids). Does your staff do HIPAA training? How is the PHI secured in these records? What we (Records Management Services) Recommend to departments with sensitive information that are stored in our (RECE) Area. Answers: 1. Yes, All staff has taken the online course. 2. I recommend that departments place sensitive informaiton in a sealed envelope with a label on the outside indicating who in their department has access to the record. 3. Reocrds that are stored in the Records are housed in a box with a generic label-primarily a box number and a box series (1 of 12...). The location of the records within the Records Center is not disclosed - not even to the department owner. 4. We contact with a paper shredding company for on-site destruction,. For Records Center destructions, one of my staff members stays with the crew for the entire process.

Approved by committee

Fire Academy Student HIPAA Training - • Recommendation at the last meeting that all Fire Academy students take HIPAA Training at the beginning of class has been implemented. The Fire Academy online training was added by Kirk White with links to Faculty Staff Pages. • The deadline for all Fire Academy students to have their HIPAA training completed is April 1, 2007. HIPAA Audit for Fire Academy: • Recommendation that the Fire Academy supervisors/faculty keep documentation of student HIPAA Training on file. • Recommendation that because students do not have contact with patient data an audit of the Fire Academy not be scheduled. • Recommendation that the Fire Academy should be kept informed of any HIPAA changes in policies or procedures. Fire Academy Students with required commercial drivers licenses (CDL) and random drug testing information. • Becky Cole informed the committee that the commercial driver’s licenses will be eliminated. Recommendation that if the CDL is not discontinued discussion should resume. • Files for the CDL and drug testing storage – still under review. Follow-up Items: >HIPAA Changes and Updates. Person responsible Kirk White/Becky Cole. Deadline: None

Links to Fire Academy Training Module – Completed and continue to update. Faculty Staff Pages – Updates Continue. Susan Hammond did review web pages for style and wording with recommendations Routing Issues continue to be improved. Changes to web pages – continuously in progress Follow-up Items: >Continue to update HIPAA information with links to Faculty Staff Pages, Human Resource Benefits and Human Resource Web sites. Person Responsible: Kirk White/Becky Cole. Deadline: None. >Human Resource Staff to take class to help with changes on HIPAA Information. Person responsible: Becky Cole/ Lisa Merino. Deadline None.

Review of audit results on Sonography, Occupational Therapy, Surgical Technology, Human Resources, Child Care, and HPI • Eileen out of town on date of Audit - Completed by Pat Recek • Child Care - Posting of individual student information, Individual child record handling by staff , Parent Permission Slips • Child Care - Number of years student records are kept and storage of records. • Audits for each of the other program – Completed, No discussion Recommendations for revisions • Committee to consider and recommend a checklist for new cycle of audits or other information form for follow-up. Decisions/Actions: Audit Forms - A new form for the second phase of the audits will be produced. Audits – Audit summary will be reviewed at next meeting. Follow-up Items: >Report/Summary on Sonography, Occupational Therapy, Surgical Technology, Human Resources, Child Care and HPI audits. Person responsible: Pat Recek. Deadline: Next meeting. >Recommendations for revisions on Audit form for next cycle. Person responsible: Committee Members. Deadline: Next meeting

Types of Violations • Unintentional HIPAA violations by student Sanctions • Student Conference • Reports • Student Probation • Progress Form • Conference Forms Decisions/Actions:Handling of students was appropriate for the violation. Follow-up Items: None

Brazosport College in Lake Jackson, Texas asked permission to use our HIPAA Web Site Texas Tech University College in Lubbock, Texas has added a link to our HIPAA Web Site for their students Decisions/Actions: None