How Does Your Organization Ensure That Protected Patient Data Is Not Released Inadvertently

We still have both paper and computer charting, so for the paper part of the charts we have a secure medical records department, where every chart needs to be signed out and the reason the chart is needed is documented. For those records that are on the computer, are computers are password protected, and each employee is given appropriate access, for example, the PCA that documents vital signs doesn't have access to OR notes or lab results. Passwords are changed every 6 weeks

Paper charts that are still on the floors are kept behind the nurses' station so visitors or other patients can't see the names on them

We have shred box on each unit, it's a locked box with just enough of an opening to put paper through, and every week or so it's taken away and the contents shredded

We have signs in the hallways and elevators, reminding employees not to discuss patients in common areas. Also to speak quietly in hallways when rounding and discussing patients outside patient rooms

We use a cover sheet to all outgoing faxes that have patients' medical information on them. The cover sheet allows the recipient to deliver the fax to the appropriate person without having to scan the papers in order to see to whom the fax should go or what the fax is about.

Our case management office can be accessed by several other people, so we make sure to turn off our computers and lock up any patient information we may have such as PRI's or home care referrals, we also have outgoing messages on our phones stating if the line is confidential or not

We used to use personal cell phones to communicate with each other about discharge plans, but realized what a big mistake that was, and stopped!

Every year as part of our mandatory education we have a review of our HIPPA rules and regulations