Texting and E-mail with Patients: Patient Requests and Complying with HIPAA
With the recent advances in portable technology, more and more organizations and their users are taking advantage of mobile devices to save time and get work done more efficiently. Texting, portable e-mail, and Apps are revolutionizing the ways health care providers interact with their patients and get their work done.
But the use of these devices comes with hidden costs of compliance, especially if they lead to a reportable breach under HIPAA or state laws. HIPAA Privacy and Security Officers have been struggling to keep up with the use of the devices to protect patient privacy and avoid compliance issues. Even if these devices arenīt in formal use in your organization, you need to act now to anticipate their use and make sure they are used properly.
This session is designed to provide intensive, two-day training in HIPAA compliance as it relates to the use of mobile devices, including how to use them with Protected Health Information, the policies and procedures you need to have in place to use them securely, and how to manage issues of the "BYOD" phenomenon.
The session provides the background and details for any manager of health information privacy and security to know what issues to look for with mobile devices, what needs to be done for HIPAA compliance, and what can happen when compliance is not adequate. Audits and enforcement will be explained, as well as privacy and security breaches and how to prevent them. Numerous references and sample documents will be provided.
Day 1 Schedule:
Day one sets the stage with an overview of the HIPAA regulations and then continues with presentation of the specifics of the Privacy Rule, the communication rights of individuals, and the basics of the Security Rule.
Overview of HIPAA Regulations
The Origins and Purposes of HIPAA
Privacy Rule History and Objectives
Security Rule History and Objectives
Breach Notification Requirements, Benefits, and Results
HIPAA Privacy Rule Principles, Policies and Procedures
Patient Rights under HIPAA
Limitations on Uses and Disclosures
Required Policies and Procedures
Training and Documentation Requirements
HIPAA and Rights of Communication
Right to Request Alternative Communications
Impacts of Using Alternative Communications
Considering Risks and Security
Communications Guidance from HHS
HIPAA Security Rule Principles
General Rules and Flexibility Provisions
The Role of Risk Analysis
Training and Documentation
Day 2 Schedule:
Day two begins with a detailed examination of HIPAA Security Rule requirements, with particular attention to the issues of mobile devices and the applications that may be used on them, such as Texting and e-mail, and BYOD issues.
The day continues with what must be done to survive audits by the US Department of Health and Human Services, including an examination of how risk analysis can be used to drive compliance by the systematic examination of information flows and mitigation of risks discovered, and an exploration of the official HHS HIPAA Audit Protocol, including how to use the protocol to help manage your compliance work and its documentation.
Typical risk issues pertaining to mobile devices will be discussed, and the use of risk analysis for the evaluation of devices and systems will be emphasized. Finally, the day concludes with a session on the essential activities of documenting policies, procedures, and activities, training staff and managers in the issues and policies they need to know about, and examining compliance readiness through drills and self-audits.
HIPAA Security Policies and Procedures and Audits
HIPAA Security Policy Framework
Sample Security Policy Content
BYOD and Mobile Device Policies
The New HIPAA Compliance Audit Protocol
Risk Analysis and Mobile Devices
Principles of Risk Analysis for Information Security
Information Security Management Process
Risk Analysis Methods
Risk Analysis and Mobile Devices
Risk Mitigation and Compliance Remediation
Typical Security Risks for Mobile Devices
Social Media, Texting, e-mail, and Privacy
Dealing with Portable Devices and Remote Access
Documentation, Training, Drills and Self-Audits
How to Organize and Use Documentation to Your Advantage
Training Methods and Compliance Improvement
Conducting Drills in Incident Response
Using the HIPAA Audit Protocol for Documentation and Self-Auditing
Jim Sheldon Dean
Director of Compliance Services, Lewis Creek Systems, LLC
Jim Sheldon-Dean is the founder and director of compliance services at Lewis Creek Systems, LLC, a Vermont-based consulting firm founded in 1982, providing information privacy and security regulatory compliance services to a wide variety of health care entities.
Sheldon-Dean serves on the HIMSS Information Systems Security Workgroup, has co-chaired the Workgroup for Electronic Data Interchange Privacy and Security Workgroup, and is a recipient of the WEDI 2011 Award of Merit. He is a frequent speaker regarding HIPAA and information privacy and security compliance issues at seminars and conferences, including speaking engagements at numerous regional and national healthcare association conferences and conventions and the annual NIST/OCR HIPAA Security Conference in Washington, D.C.
Sheldon-Dean has more than 30 years of experience in policy analysis and implementation, business process analysis, information systems and software development. His experience includes leading the development of health care related Web sites; award-winning, best-selling commercial utility software; and mission-critical, fault-tolerant communications satellite control systems. In addition, he has eight years of experience doing hands-on medical work as a Vermont certified volunteer emergency medical technician. Sheldon-Dean received his B.S. degree, summa cum laude, from the University of Vermont and his masterīs degree from the Massachusetts Institute of Technology.