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HIPAA Security and Electronic Records

Sets out how the Agency protects electronic patient information under the HIPAA Security Rule and Louisiana’s rule that electronic clinical records be password protected: the Security Official, annual risk analysis, workforce access, passwords and encrypted devices, secure email and messaging, physical and technical safeguards, backups and downtime procedures, security incidents and vendors.

Preview: full text with a package
About this policy
Policy number
LA-HSP-PRV-02
Version
1.0
Main rule
45 CFR Part 164, Subpart C
Library
Louisiana hospice · 60 policies
Category
Privacy
Sections
22

In short

  • Use only your own log-in. Never share a password or let anyone use your device while you are signed in.
  • Lock your screen whenever you step away. Agency phones, tablets and laptops that hold patient information are encrypted.
  • Send patient information only from Agency accounts and the Agency’s secure messaging app. Never use ordinary texts, personal email or personal cloud storage.
  • Check a fax number before you send, and use the cover sheet.
  • If a device is lost or stolen, or you click a suspicious link, tell the Security Official at once.

What's inside

22 sections. The full text comes with the One-time Policy Pack.

Full text with a package
  • Terms of Reference
  • 1. Purpose
  • 2. Scope
  • 3. Definitions
  • 4. Policy Statement (45 CFR Part 164, Subpart C)
  • 5. Security Management
  • 6. Workforce Access
  • 7. Passwords, Log-in and Devices
  • 8. Email, Texting, Fax and Cloud Services
  • 9. Physical Safeguards
  • 10. Technical Safeguards
  • 11. Contingency Plan and Downtime
  • 12. Security Incidents
  • 13. Business Associates and Vendors
  • 14. Changes Under Consideration
  • 15. Responsibilities
  • 16. Records and Compliance Monitoring
  • 17. Staff Training
  • 18. References
  • 19. Related Policies and Forms
  • 20. Approval
  • 21. Revision History

An inspector may ask

  • How are your electronic clinical records password protected, and does each staff member have a unique log-in?
  • Show me your most recent security risk analysis and what you have done about the risks it found.

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