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1. Confidentiality, HIPAA
and HITECH
Brought to you by AllCEUs.com
Instructor: Dr. Dawn-Elise Snipes

2. Objectives
 Review HIPAA and HITECH regulations as they
pertain to maintaining confidentiality and security
of PHI
 Encourage critical assessment of your work
practices for compliance.
 Get through the presentation with all of you
staying awake 

3. Business Associates
 A person or entity that performs certain functions or
activities that involve the use or disclosure of PHI on
behalf of, or provides services to, a covered entity.
 Business associate functions and activities include:
 Billing, claims processing, administration, benefit
management
 Data analysis, processing or administration
 Utilization review & quality assurance
 ISPs are NOT business associates
 Software vendors providing EHR systems and
providers of virtual offices and email services will
clearly qualify as business associates

4. Requirements for PHI
 Risk analysis (Required) of the potential risks and
vulnerabilities to the confidentiality, integrity, and
availability.
 Risk management (Required). Implement security measures
sufficient to reduce risks and vulnerabilities to a reasonable
and appropriate level to comply with §164.306(a).
 Sanction policy (Required). Apply appropriate sanctions to
workforce members who fail to comply with the security
policies.
 Information system activity review (Required). Regularly
review records of information system activity, such as audit
logs, access reports, and security incident tracking reports.

5. Workforce Security
 Ensure that all members of its workforce have
appropriate access to ePHI, and prevent those
who do not from obtaining access to electronic
PHI.
 Implement procedures for the authorization and/or
supervision of workforce members who work with ePHI
or in locations where it might be accessed.
 Implement procedures to determine that the access of
a workforce member to ePHI is appropriate.
 Implement procedures for terminating access to ePHI
when the employment of, or other arrangement with, a
workforce member ends or changes.

6. Information Access Management
 Implement written policies and procedures for
authorizing access to ePHI
 Implement policies and procedures for granting access
to ePHI, for example, through access to a workstation,
transaction, program, process, or other mechanism.
 Implement policies and procedures that establish,
document, review, and modify a user's right of access
to a workstation, transaction, program, or process.
Virtual workstations
Key cards
Passwords

7. Security Awareness and Training
 Training for all members of its workforce
(including management)
 Periodic security updates.
 Procedures for guarding against, detecting, and
reporting malicious software.
 Procedures for monitoring log-in attempts and
reporting discrepancies.
 Procedures for creating, changing, and safeguarding
passwords.

8. Contingency Plan
 Establish (and implement as needed) policies and
procedures for responding to a disaster that
damages systems that contain electronic PHI.
 Data backup plan (Required).
 Disaster recovery plan including procedures to enable
continuation of critical business processes for
protection of the security of ePHI while operating in
emergency mode (Required).
 Implement procedures for periodic testing and revision
of contingency plans.

9. Facility Access Controls
 Limit physical access to its electronic information
systems and the facility or facilities in which they are
housed.
 Clinic
 Home office
 Working on laptop on unsecured wi-fi
 Workstation use. Specify:
 The proper functions to be performed
 The manner in which those functions are to be performed
 The physical attributes of the surroundings of a specific
workstation or class of workstation that can access
electronic PHI

10. Workstation Security
 Implement physical safeguards for all
workstations that access electronic PHI, to
restrict access to authorized users.
 Includes printers and fax machines
Output
Memory

11. Device and media controls
 Implement policies and procedures that govern the
receipt and removal of hardware and electronic
media (thumb drives, laptops) that contain ePHI into
and out of a facility, and the movement of these
items within the facility.
 (i) Disposal (Required). Address the final disposition of
electronic PHI, and/or the hardware or electronic media on
which it is stored.
 (ii) Media re-use (Required). Implement procedures for
removal of ePHI from electronic media before the media are
made available for re-use.
 (iii) Accountability (Addressable). Maintain a record of the
movements of hardware and electronic media and any
person responsible therefore.

12. HIPAA §164.312 Technical safeguards.
 Implement technical policies and procedures for
electronic information systems that maintain ePHI
to allow access only to those persons or software
programs that have been granted access rights as
specified in §164.308(a)(4). (Think LinkedIn or
Google)
 Unique user identification (Required)
 Emergency access procedure (Required)
Access from remote site during natural disaster
Access by staff in medical emergencies
 Automatic logoff (Addressable)

13. §164.502 Uses and Disclosures
 A covered entity is permitted to use or disclose
PHI as follows:
 To the individual:
For treatment, payment, or health care operations, as
permitted by and in compliance with §164.506;
When required by the Secretary under subpart C of part
160 of this subchapter to investigate or determine the
covered entity's compliance with this subchapter.

14. Disclosing PHI: Minimum Necessary
 When using or disclosing to or requesting PHI from
another covered entity or business associate, make
reasonable efforts to limit PHI to the minimum
necessary to accomplish the intended.
 This requirement does not apply to:
 Disclosures to or requests by a health care provider for
treatment
 Uses or disclosures made to the individual
 Uses or disclosures made pursuant to an authorization under
§164.508;
 Uses or disclosures that are required by law, as described by
§164.512(a)
 Uses or disclosures that are required for compliance with
applicable requirements of this subchapter.

15. §164.508 Uses and disclosures for which an
authorization is required.
 Authorization required: General rule. Except as otherwise
permitted or required by this subchapter, a covered entity may
not use or disclose PHI without an authorization that is valid
under this section.
 Authorization required: Psychotherapy notes. Notwithstanding
any provision of this subpart…a covered entity must obtain an
authorization for any use or disclosure of psychotherapy notes,
except:
 To carry out the following treatment, payment, or health care
operations:
 Use by the originator of the psychotherapy notes for treatment;
 Use or disclosure by the covered entity for its own training programs
 Use or disclosure by the covered entity to defend itself in a legal action or
other proceeding brought by the individual

16. Defective & Compound Authorizations
 An authorization is not valid, if the document submitted has
any of the following defects:
 The expiration date has passed or the expiration event has occurred
(i.e. discharge)
 The authorization has not been filled out completely
 The authorization is known by the covered entity to have been
revoked
 The authorization violates paragraph (b)(3) or (4) of this section, if
applicable
 Any information in the authorization is known to be false.
 Compound authorizations. An authorization for use or disclosure
of PHI may not be combined with any other document to create
a compound authorization, except as follows:
 An authorization for a use or disclosure of psychotherapy notes may
only be combined with another authorization of psychotherapy notes.

17. Revocation of Authorization
 An individual may revoke an authorization
provided under this section at any time, provided
that the revocation is in writing, except to the
extent that:
 The covered entity has taken action in reliance thereon
 If the authorization was obtained as a condition of
obtaining insurance coverage, other law provides the
insurer with the right to contest a claim under the
policy or the policy itself.

18. Core Elements of Authorizations
 A valid authorization under this section must contain at least
the following elements:
 A description of the information to be used or disclosed that identifies
the information in a specific and meaningful fashion.
 The name or other specific identification of the person(s), or class of
persons, authorized to make the requested use or disclosure.
 The name or other specific identification of the person(s), or class of
persons, to whom the covered entity may make the requested use or
disclosure.
 A description of each purpose of the requested use or disclosure. The
statement "at the request of the individual" is a sufficient description
of the purpose when an individual initiates the authorization
 An expiration date or an expiration event that relates to the
individual or the purpose of the use or disclosure.
 Signature of the individual and date. If the authorization is signed by
a personal representative of the individual, a description of such
representative's authority to act for the individual must also be
provided.

19. Additional Requirements for Authorizations
 Required statements. In addition to the core elements, the
authorization must contain statements adequate to place the
individual on notice of all of the following:
 The individual's right to revoke the authorization in writing, and the
exceptions to the right to revoke and a description of how the
individual may revoke the authorization; or
 The ability or inability to condition treatment, payment, enrollment
or eligibility for benefits on the authorization, by stating either:
 (A) The covered entity may not condition treatment on whether the
individual signs the authorization when the prohibition on conditioning of
authorizations in paragraph (b)(4) of this section applies; or
 (B) The consequences to the individual of a refusal to sign the
authorization when, in accordance with paragraph (b)(4) of this section,
the covered entity can condition treatment on failure to obtain such
authorization. (i.e. court ordered treatment)
 The potential for information disclosed pursuant to the authorization
to be subject to redisclosure by the recipient and no longer be
protected by this subpart.

20. More Requirements for Authorizations
 Plain language requirement. The authorization must be
written in plain language.
 Copy to the individual. If a covered entity seeks an
authorization from an individual for a use or disclosure of
PHI, the covered entity must provide the individual with a
copy of the signed authorization.

21. Disclosures
 HIPAA indicates which situations information may be
disclosed under HIPAA; however, many agencies and
providers are bound by other regulations such as CFR 42
part 2 as well as state regulations.
 Seek guidance from a qualified legal professional
regarding implementation of HIPAA and confidentiality
requirements
 This presentation reviews highlights from the HIPAA code
and is not a comprehensive guide for confidentiality

22. Summary
 HIPAA Requires that written and electronic PHI be
maintained with reasonable security
 Providers must implement technical policies and
procedures for electronic information systems that
maintain ePHI to allow access only to those persons or
software programs that have been granted access rights
 Providers must have policies for emergency access such as
in the case of a natural disaster or medical emergency.
 Providers are required to develop and implement written
policies and procedures that establish, document, review,
and modify a user's right of access to a workstation,
transaction, program, or process.

23. Summary
 HIPAA requires that PHI be backed up and stored in a
secure location
 HIPAA requires that electronic PHI be encrypted, wiped
from devices before re-issuing them and maintained
behind security protocols which limit access to only
approved people.
 A separate consent for release of information must be
completed for psychotherapy notes
 A valid consent for release of information must be
completely filled out and contain certain very explicit
information or it is invalid, and disclosure based on an
invalid release is prohibited.

24. Confidentiality, HIPAA
and HITECH

25. Objectives
 Review HIPAA and HITECH regulations as they
pertain to maintaining confidentiality and security
of PHI
 Encourage critical assessment of your work
practices for compliance.
 Get through the presentation with all of you
staying awake 

26. Disclosures
 HIPAA indicates which situations information may be
disclosed under HIPAA; however, many agencies and
providers are bound by other regulations such as CFR 42
part 2 as well as state regulations.
 Seek guidance from a qualified legal professional
regarding implementation of HIPAA and confidentiality
requirements
 This presentation reviews highlights from the HIPAA code
and is not a comprehensive guide for confidentiality

27. Permitted Uses and Disclosures
 A covered entity may use or disclose PHI for the public
health activities and purposes described in this paragraph
to:
 A public health authority that is authorized by law to collect or
receive such information for the purpose of preventing or
controlling disease, injury, or disability,
 A public health authority or other appropriate government
authority authorized by law to receive reports of child abuse or
neglect;
 A person subject to the jurisdiction of the Food and Drug
Administration (FDA) with respect to an FDA-regulated product or
activity to collect or report adverse events, or to track FDA-
regulated products; and enable product recalls
 A person who may have been exposed to a communicable disease
or may otherwise be at risk of contracting or spreading a disease
or condition, if the covered entity or public health authority is
authorized by law to notify such person

28. Permitted Uses and Disclosures cont…
 A covered entity may use or disclose PHI to:
 An employer, about an individual who is a member of the
workforce of the employer, if:
 (A) The covered entity is a covered health care provider who
provides health care to the individual at the request of the
employer:
 (1) To conduct an evaluation relating to medical surveillance
of the workplace (injury and or illness rates, workplace safety
enhancement)
 (2) To evaluate whether the individual has a work-related
illness or injury
 (B) The PHI that is disclosed consists of findings concerning a
work-related illness or injury or a workplace-related medical
surveillance

29. Permitted Uses and Disclosures cont…
 A covered entity may use or disclose PHI to:
 An employer, about an individual who is a member of
the workforce of the employer, if:
The employer needs such findings in order to comply with
its obligations, under the law; and
The covered health care provider provides written notice
to the individual that PHI relating to the medical
surveillance of the workplace and work-related illnesses
and injuries is disclosed to the employer at the time the
health care is provided

30. Permitted Disclosures cont…
 A covered entity may disclose PHI about an individual
whom the covered entity reasonably believes to be a
victim of abuse, neglect, or domestic violence to a
government authority authorized by law to receive
reports of such abuse, neglect, or domestic violence:
 To the extent the disclosure is required by law and the
disclosure complies with and is limited to the relevant
requirements of such law
 If the individual agrees to the disclosure
 To the extent the disclosure is expressly authorized by
statute or regulation and is believed to be necessary to
prevent serious harm to the individual or potential victims

31. Permitted Disclosures cont…
 A covered entity may disclose…
 If the individual is unable to agree because of
incapacity,
a law enforcement or other public official authorized
to receive the report represents that the information
which is sought is not intended to be used against the
individual (i.e. client under the influence of illicit
drugs) and
that an immediate enforcement activity that depends
upon the disclosure would be materially and adversely
affected by waiting until the individual is able to agree
to the disclosure. (Need for Narcan; appropriate
medical treatment; wellbeing check)

32. Informing the Individual
 A covered entity that makes a disclosure permitted by
paragraph (c)(1) of this section must promptly inform
the individual that such a report has been or will be
made, except if:
 The covered entity, in the exercise of professional
judgment, believes informing the individual would place the
individual at risk of serious harm
 Flight before EMS arrives
 The covered entity would be informing a personal
representative, and the covered entity reasonably believes
the personal representative is responsible for the abuse,
neglect, or other injury, and that informing such person
would not be in the best interests of the individual.
 Informing parent of child patient who is believed to be abused

33. Uses and disclosures for health oversight
activities
 A covered entity may disclose PHI to a health oversight
agency for oversight activities authorized by law,
including audits; civil, administrative, or criminal
investigations; inspections; licensure or disciplinary
actions; civil, administrative, or criminal proceedings or
actions; or other activities necessary for appropriate
oversight of:
 The health care system
 Government benefit programs for which health information is
relevant to beneficiary eligibility
 Entities subject to government regulatory programs for which
health information is necessary for determining compliance with
program standards
 Entities subject to civil rights laws for which health information is
necessary for determining compliance.

34. Disclosures for judicial and administrative
proceedings.
 A covered entity may disclose PHI in the course of any
judicial or administrative proceeding:
 In response to an order of a court or administrative tribunal,
provided that the covered entity discloses only the PHI expressly
authorized by such order
 In response to a subpoena, discovery request, or other lawful
process, that is not accompanied by an order of a court or
administrative tribunal, if:
 (A) The covered entity receives satisfactory assurance, as
described in paragraph (e)(1)(iii) of this section, from the party
seeking the information that reasonable efforts have been made
to ensure that the individual who is the subject of the PHI has
been given notice of the request; or
 (B) The covered entity receives satisfactory assurance, as
described in paragraph (e)(1)(iv) of this section, from the party
seeking the information that reasonable efforts have been made
by such party to secure a qualified protective order

35. Disclosures for judicial and administrative
proceedings.
 A covered entity receives satisfactory assurances from
a party seeking PHI if the covered entity receives
from such party a written statement and
accompanying documentation demonstrating that:
 The party requesting such information has made a good faith
attempt to provide written notice to the individual
 The notice included sufficient information about the [case in
which PHI] is requested to permit the individual to [object]
 The time for the individual to raise objections … has
elapsed, and no objections were filed; or all objections filed
have been resolved

36. More Disclosures
 Crime on premises. A covered entity may disclose
to a law enforcement official PHI that the
covered entity believes in good faith constitutes
evidence of criminal conduct that occurred on the
premises of the covered entity.

37. Disclosures to Law Enforcement and
Correctional Institutions
 A covered entity may disclose to a correctional institution
or a law enforcement official having lawful custody of an
inmate or other individual PHI about such person, if the
correctional institution or such law enforcement official
represents that such PHI is necessary for:
 The provision of health care to such individuals
 The health and safety of such individual, other inmates or law
enforcement officers on the premises
 The health and safety of the officers or employees of or others at
the correctional institution (This likely does not include HIV status
or progress notes)
 The administration and maintenance of the safety, security, and
good order of the correctional institution.

38. Providing Client’s Access to Records
 The covered entity must provide the access requested
by individuals, including inspection or obtaining a
copy, or both, of the PHI about them in designated
record sets within 30 days
 The covered entity may provide the individual with a
summary of the PHI requested, in lieu of providing
access to the PHI or may provide an explanation of
the PHI to which access has been provided, if:
 The individual agrees in advance to such a summary or
explanation; and
 The individual agrees in advance to the fees imposed

39. Client Access
 The individual's request must be in writing, signed by the
individual, and clearly identify the designated person and
where to send the copy of PHI.
 Fees. The covered entity may impose a reasonable, cost-
based fee, provided that the fee includes only the cost of:
 Labor for copying the PHI requested by the individual, whether in
paper or electronic form;
 Supplies for creating the paper copy or electronic media if the
individual requests that the electronic copy be provided on
portable media;
 Postage, when the individual has requested the copy, or the
summary or explanation, be mailed; and
 Preparing an explanation or summary of the PHI, if agreed to by
the individual

40. §164.526 Amendment of PHI
 An individual has the right to have a covered entity
amend PHI or a record about the individual in a
designated record set for as long as the PHI is
maintained.
 A covered entity may deny an individual's request for
amendment, if it determines that the PHI or record
that is the subject of the request:
 Was not created by the covered entity, unless the individual
provides a reasonable basis to believe that the originator of
PHI is no longer available to act on the requested
amendment;
 Is not part of the designated record set;
 Would not be available for inspection under §164.524; or
 Is accurate and complete.

41. §164.526 Amendment of PHI
 If the covered entity grants the requested amendment, in
whole or in part, it must take the action
 If the covered entity denies the requested amendment, in
whole or in part, it must provide the individual with a written
denial.

42. Accounting of Disclosures
 An individual has a right to receive an accounting of
disclosures of PHI made by a covered entity in the six
years prior to the date on which the accounting is
requested, except for disclosures:
 To carry out treatment, payment and health care
operations
 To individuals of PHI about themselves
 Incident to a use or disclosure otherwise permitted or
required by this statute including general operations, law
enforcement, national security, part of a limited data set
 Pursuant to an signed authorization
• To the individual
• For the purposes
of continuity of
care
• As required by
statute

43. Accounting of Disclosures
 The accounting must include for each disclosure:
 The date of the disclosure;
 The name of the entity or person who received the PHI
and, if known, the address of such entity or person;
 A brief description of the PHI disclosed; and
 A brief statement of the purpose of the disclosure that
reasonably informs the individual of the basis for the
disclosure or, in lieu of such statement, a copy of a
written request for a disclosure under
§§164.502(a)(2)(ii) or 164.512, if any.

44. Summary
 HIPAA and HITECH impact every aspect of handling client
information (verbal, written, electronic)
 There are many reasons for disclosure of PHI that are exempted
from requiring a written authorization including crime,
incapacity (limited), court order and mandatory reporting
 Information transmitted on the internet must be encrypted
point to point.
 If it is able to be accessed by someone other than intended, it
is a violation of security.
 Sitting down at an unmanned desk
 Unauthorized personnel accessing records (electronic or physical)
 Using an email provider or virtual office without a business associate
agreement

45. Summary
 When in doubt, refer to the guidelines and seek
qualified counsel
 Talking to parents of unemancipated minors
 Upon law enforcement request
 With regard to reporting communicable diseases
 Upon receipt of a subpoena in a legal or criminal case
 Ability to amend PHI
 Etc…