The personalized Workforce Training Poster is an important component of the HIPAAeasy System, meant to aid both new and experienced staff.
New staff: New staff members are bound to make mistakes. Since mistakes in HIPAA compliance, or in complying with patients’ special privacy requirements could be very costly, the Workforce Training Poster provides a quick reference for new hires as they get used to their responsibilities.
• Experienced staff: While the System is designed for simplicity, certain situations will arise so infrequently that even knowledgeable staff members will occasionally need guidance. The Workforce Training Poster provides this guidance in a highly accessible format, saving time and reducing the potential for error.
The poster makes heavy use of graphics, so as to assist the worker in finding and using the correct form.
Components of the Workforce Training Poster
Section 1: First check the chart
• Instructions on how to proceed whether there is a Green chart label, a Red chart label, or no chart label.
• Instruction on how to ascertain that the Patient has not yet received a Notice of Privacy Practices, how to obtain the Acknowledgement of Receipt when the patient is given the Notice, and what to do in case the patient signature cannot be obtained for the Acknowledgement of Receipt.
Section 2: Further instructions if a Red Chart Label is found
• A Red chart label indicates that the Practice has agreed to the Patient’s special privacy conditions. This is the situation in which the most care must be taken to comply, so thorough compliance instructions are placed here, near the top of the poster, clearly marked.
• A notice that if the Staffer has not yet received privacy practices training they should contact the privacy officer for the practice, who is named on the poster.
Section 3: How to proceed when a patient wishes to make a special privacy request.
• Whether the Patient wishes to make a special privacy request at the time they sign the Acknowledgement of Receipt upon receiving the Notice, or at a later date, or if they wish to request an emendation be made in their special conditions, these requests must be documented. In the HIPAAeasy System this documentation is given order and uniformity with the HIPAAeasy Administrative Support Forms. This section lists the HIPAAeasy Administrative Forms, and elucidates the situation in which each must be used.
• Some of these situations will arise with frequency, others not so often. Even the most seasoned staff will not always know which forms fit which situations, so this section of the poster will save a trip to the HIPAA manual.
You can also call us at 1-800-995-2001. We’re happy to answer all your
questions.
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