HEALTH INSURANCE PORTABLITY AND
ACCOUNTABILITY ACT (HIPAA) COMPLIANCE TIPS
From: Cornett, B. (2002, Feb. 5). The HIPAA privacy rule in everyday life. The ASHA Leader, pp.2, 22.
Abbreviations:
HIPAA - Health Insurance Portability and Accountability Act
PHI - Protected Health Information
TPO - Treatment, Payment, and Operation
q Be certain that the client (or his/her representative) has signed all needed consent forms before using and disclosing PHI.
q Make every attempt to keep oral communication with or about a client private, as circumstances allow (e.g., move to a private room; do not do consultations in the waiting area).
q Do not discuss clients in hallways, elevators, classrooms, or other public spaces.
q Turn computer screens inward or provide protective screens so that passersby can’t read client information.
q Keep paper medical records in locked rooms and/or locked cabinets. Limit access to authorized staff members.
q Be aware of posting client information (e.g., treatment schedules or charts showing results of activities) on walls.
q Dispose of unneeded client information in confidential shredding containers, never place in unsecured waste bins.
q Account for all client lists, reports, lesson plans, and other loose records in conference/staffing rooms, work rooms, etc.
q Account for all recordings of clients (i.e., videotapes and audiotapes). Never leave unattended in an unsecured area.
q Never remove client records from the health care facility.
q Do not leave client records in computer printers.
CONFIDENTIALITY
1. All information concerning clients is confidential. Instruction in specific guidelines regarding Protected Health Information (PHI) as it relates to HIPAA (Health Insurance Portability and Accountability Act) will occur during orientation.
2. Clients may be discussed with supervisors, CSDO faculty members, and CSDO students only when such discussions serve a clinical or educational purpose.
3. Clients are not to be identified or discussed with friends, roommates, or any other person outside of the Clinic.
4. Extreme care should be taken when having conversations in the Clinic facility as clients and families are likely to be within hearing distance. Please follow confidentiality guidelines.
5. Information in the client chart(s)/file(s) may never be taken from the designated/appropriate areas or left unattended.
6. Materials from a client’s folder MAY NOT BE PHOTOCOPIED.
7. Written drafts of reports and other client information must be destroyed. Take these items to the main office to shred or give to a secretary for proper disposal.
8. Student clinicians are not to exchange information regarding clients with other agencies without permission from the supervisor and a signed release from the client/guardian.
9. At no time should student clinicians be engaging in speech/language-related discussion about and/or regarding clients outside of the Clinic facility. Nor should suggestions/materials be provided to the client or family unless done so under the direction of the supervisor during the time therapy services are being provided at the Clinic.
Thomas A. Fields, PH.D.
Program Director, Communication Sciences and Disorders
Professor, Department of Biological and Health Sciences
361 593 2193