Compliance Training Presentation

Keeping Patients Records Confidental

Introduction

Managing patient’s records these days

is tricky business.

This annual training program will

detail who is authorized to view

what sensitive records

Penalties for non compliance

Agenda

• Patient’s Privacy It’s the Law.

• Government Regulations

• Compliance – Policies & Procedures

• Violations & Penalties

Overview

With EHR changing the

rules of the game, it is

more important than

ever that this practice

establishes consistent

record keeping

procedures

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Organizational Chart

CEO

Chief Compliance Officer I.T. Director Head of HR

Vocabulary

• O.S.H.A.

Occupational Safety & Health Administration

• H I P P A

The Health Insurance Portability & Accountability Act

E H R

Electronic Health Records

Patient’s Privacy

•Patient’s records are to be stored and kept secured from unauthorized viewers

•Compliance officer will ensure safety policies are upheld.

•Employees with access to records will ensure their system passwords are not shared

Accessing Patient’s Records

•Don’t view records for

which you have NO

authorization

•If you see any

unauthorized employee

accessing patients’

records, report it

immediately

Con’t

•Keep your system

passwords safe from

prying eyes.

Protecting your system password

•Make sure you have

eyes behind your head.

Don’t give your

password to anyone.

•Ensure no one is

watching you when you

access systems with

patient’s records

Accessing patient’s Record Con’t.

•Snooping.

•Don’t let the temptation

cost you your job.

•Any unauthorized

personnel accessing

patient’s records will be

immediately terminated

Record Management

• Consistent record keeping procedures that minimizes the risk of privacy violations, court sanctions & litigation

• Making record management a priority in the organization

• How long will we keep medical records, employee records, and other important documents.

Retention Period

• Patient Records – 7 – 10 years

• Record for minors – for an additional two after their age of majority, which in most states is 20 years old.

• Veterans – 75 years

• Workplace injuries – 30 years as per OSHA requirements

Retention Period Con’t.

• If the patient’s records are part of

ongoing legal proceedings they must be

kept, even if their retention period has

past.

Summary

• Keeping patients records private is not a sometimes thing, it is an all the time thing.

• Compliance training will be held annually, to ensure that all employees are aware of privacy laws at all times.

• Failure to comply with privacy requirements will result in immediate termination.

• Employees with patient record access must safeguard their security passwords.

Summary Con’t.

• Failure to protect your password could

result in disciplinary actions up to and

including termination.

More Information

• Read employee handbook on company’s

privacy policies.

• HIPPA website – www.hippa.com.101