How To Keep Your Staff HIPAA Compliant In The Health Field
1)Always make sure your protocols and training is all up-to-date. You never should be going on a training program that is 20 years old. You shouldn’t even be going on a program that is a few years old.
Take a look at your current program. If you need to make some changes to get them up-to-date, than you do so. Make sure all your staff is trained properly on these protocols and custom medical mobile app for your practice. Only train the staff that is required to see certain information. In other words, don’t share this stuff with everybody on your payroll. It should only be directed to those who have direct access to it on a daily basis.
2)This one kind of goes along with the first one. Never share information with someone who doesn’t have the write to see it. I don’t care if the person is a personal friend or even a partner. They have no right to see the information. This will violate many protocols.
Always keep passwords and information safe and secure. If someone requests to see the information, check it out with your superiors first.
3)Unless you need to see a patient’s record for a specific reason, you have no right to see it. It needs to be work-related. You should never be looking over a patient’s or co-worker’s file for “easy reading”.There is always someone who could easily get access to someone’s file, especially someone who shouldn’t have the access.
This puts everyone in danger, especially the patient and your job.
4)Don’t use a patient’s full name when you are within an earshot of other people. Anyone can over hear what you are saying, even people who shouldn’t have knowledge of it. This goes along with the privacy issue.
Only use the first name when in a public place. The only place that constitutes as a “public place” is the waiting room. This will cut down on lots of issues concerning privacy.
5)When you are not using the computer, keep it turned off. This will cut down on others trying to access things they shouldn’t be. There is always someone trying to breach the access codes. When this happens, a whole new can of worms is opened up. Please, shut off your computer when it’s not being used.
This is one of the biggest issues healthcare workers deal with. One way to cut down on this problem is by having different security clearances. There need to be different levels of communication and clearance.
Each level needs to have their own numbers and pass codes. Each level also needs to avoid sharing the codes with one another. Not everyone at work is your friend. When picking out the codes, try to make them as different as possible. If the codes are too similar, it will make it easier to gain access. Use something unique. Use something that will not be easily recognizable.
One final word of advice: When getting rid of work stuff, use a shredder. This way no one can access the information. Old information has a way of making its way to newer information. Shred everything!