Volume 10 Visual and Instructional Design
Chapter 05 –Patient Confidentiality Policy
Responsible Office: Visual and Instructional Design
Originally issued: 2001
Revised: December 2007
In accordance with the Health Insurance Portability and Accountability Act (HIPAA), all customers using the services of the Division of Visual and Instructional Design must complete a form ensuring that all materials to be used in the design of the project meet HIPAA requirements for release of confidential protected health information (PHI).
Reason for Policy
Customers are required to obtain appropriate permissions to use patient protected health information in any projects completed by the Division of Visual and Instructional Design.
Entities Affected By This Policy
All Visual and Instructional Design customers, including university administrators, Georgia Health Sciences University faculty and staff, and outside entities seeking visual arts services that work in conjunction or cooperation with Georgia Health Sciences University, are covered by this policy.
Who Should Read This Policy
This policy should be known and understood by all customers of Georgia Health Sciences University Visual and Instructional Design Division, whether they be internal or external entities.
|Director, Visual and Instructional Design||706-721-3967||http://www.georgiahealth.edu/VID|
Georgia Health Sciences University’s Administrative Policies & Procedures, 9.0.02, Privacy of Health Information Policy: http://policy.georgiahealth.edu/2010/09/22/privacy-of-health-information-policy/.
These definitions apply to these terms as they are used in this policy.
|Health Insurance Portability and Accountability Act(HIPAA)||A covered entity may disclose Protected Health Information (PHI) to facilitate treatment, payment, or health care operations or if the covered entity has obtained authorization from the individual. However, when a covered entity discloses any PHI, it must make a reasonable effort to disclose only the minimum necessary information required to achieve its purpose.|
|Protected Health Information (PHI)||Any information that is transmitted or maintained in any form or medium that relates to the past, present, or future physical or mental health or condition of an individual or the past, present, or future payment for the provisions of health care to an individual that identifies the individual, or could identify the individual, and that is not an educational or employment record. This includes information created by a health-care provider, health plan, public health authority, employer, life insurer, school or university, or health-care clearinghouse. PHI, as described by HIPAA, includes any individually identifiable health information.|
All customers using the services of the Division of Visual and Instructional Design must ensure that all materials used in the project comply with HIPAA requirements regarding protected health information (PHI).
When patient information or materials that fall under the categories of PHI are used in any project undertaken by the Division of Visual and Instructional Design, the customer must ensure that any identifying information that is deemed as protected health information has been deleted from the project or that the customer has permission from the patient to release the protected health information.
The responsibilities each party has in connection with Academic, Research, and Student Affairs Policy 10.05, Patient Confidentiality Policy, are:
|Director of Visual and Instructional Design||Provides oversight and ensures compliance with Georgia Health Sciences University’s patient confidentiality policy.|
|Graphic Artist||Ensures patient confidentiality by requiring documentation from the customer that the project is HIPAA compliant.|
|Medical Illustrator||Ensures patient confidentiality by requiring documentation from the customer that the project is HIPAA compliant.|
|Photographer||Ensures patient confidentiality by requiring documentation from the customer that the project is HIPAA compliant.|
|Video production specialist|
|Senior Video Production Specialist|
HIPAA Compliance Form: http://www.georgiahealth.edu/VID/documents/vid_compliance_form.pdf