Privacy Policy & Procedure Manual

Operational Guidelines

Complete Text, Including Table of Contents

01/01/2008

Individual Policies and Procedures
 

Policy Name

Last Revised

1.

Relationship of University of Florida Components and Entities Explained

01/01/2006

2.

Maintaining Confidentiality of Health Information
  Confidentiality Statement  Form

01/01/2008

3.

De-Identification of Protected Health Information
  (Moved from Privacy Management - 11/01/2006)

03/28/2003

4.

Reporting, Investigating, & Responding to Privacy Violations
   - The Investigation Process
   - Notification of Individuals
   - Disclosures By Whistleblowers
   - Incidental, Accidental, and Intentional Disclosures

Incident Report - Protected Health Information Form
   Fillable Form
Incident Report - Personal Identification Information  Form
   Fillable Form
Recommended Corrective Actions and Sanctions - Staff
Recommended Corrective Actions and Sanctions - Students
Reporting and Investigation Flowchart - PHI

11/01/2006











08/15/2007
08/15/2007

5.

Health Information and Record Management Policy
(See next section for Retention & Storage Guidlines)
   - Using and Disclosing Health Information
   - Management of Active Records
   - Storage and Security of Active Records
   - Removing Records from Patient Care Areas
   - Duplicating / Photocopying Records
   - Recovery of Lost and/or Damaged Paper Records

Designated Record Set Matrix

06/01/2005










06/01/2005

6.

Retention, Archiving, & Disposal of Patient Information
   - Retention of Records
   - Storing Inactive Records
   - Disposal and Destruction of Records

Record Inventory Log  Form
Record Destruction Log Form
UF Records Disposition Request Form


11/01/2006

 7.   Patient's Rights

a

Notice of Privacy Practices
Notice of Privacy Practices (English) (En Español)
Acknowledgment of Receipt of NPP (English) (En Español)

06/01/2005

b

Access to Records
Authorization to Use and Disclose PHI (Form)

06/01/2005

c

Restrictions of Uses and Disclosures
Request for Special Privacy Protections(Form)

06/01/2005

d

More Confidential Communications
Request for Special Privacy Protections (Form)

06/01/2005

e

Amendment or Correction of Records
Request for Amendment of a Medical Record (Form)
Response to Request for Amendment (Form)

06/01/2005

 8.  Uses and Disclosures of PHI

a

General Rules
- What is PHI?
- Permitted Uses and Disclosures
- Purchasing, Developing, Upgrading, or Enhancing Products
  or Systems That Use PHI
- Responding to Agencies Claiming Exemption from HIPAA
- Responding to Media Requests for Patient Information


07/01/2006

b

Marketing and Fundraising

11/01/2006

c

Subpoenas, Court Orders, and Attorney Requests
- Records for Depositions
- UF Gainesville - Processing Requests for Records
- UF Jacksonville - Requests for Records
- Requests for Super-Confidential Records (Mental Health,
  Substance Abuse, STD's/HIV/AIDS)


06/01/2005

d

Treatment, Payment, Operations

06/01/2005

e

Family Members and Friends

07/01/2004

f

Research

11/15/2007

9.

Authorizations to Use or Disclose PHI
Authorization to Use or Disclose PHI Form
Authorization to Use or Disclose PHI via Electronic Communications  Form
  Alert for Electronic Communication Form
Authorization to Use or Disclose PHI for Marketing, Fundraising, or Public Relations Form


06/01/2005

10.

Accounting for Disclosures
Request for Accounting of Disclosures (Form)

11/15/2007

11.

Verification of Identity and Authority

06/01/2005

12.

Minimum Necessary Rule

07/01/2004

13.

Complaints
Privacy Complaint Form(Form)

06/01/2005

14.

Security: General Privacy Safeguards

09/15/2005

15.

Security of Personal Portable Data Devices
Including PDA's, dictation equipment, laptop or notebook computers, blackberry devices, cell phones, camera phones, digital cameras, video recorders, and similar devices


11/01/2006

 16.  Security of E-PHI (Electronic Protected Health Information)

a

Electronic Databases

07/01/2006

b

Electronic Mail

01/01/2008

c

Video-conferences and Audio-conferences

06/01/2005

 17.  Security of Other PHI

a

Verbal and Telephone Communications
 - Use of Interpreters
 - Use of Telephone Devices for Hearing Impaired

06/01/2005

b

Faxing
Sample Fax Cover Sheet - Form

06/01/2005

18.

Education and Training
 - Level 1: General Awareness
 - Level 2: Policies & Procedures
 - Level 3: Role-Specific


01/01/2008
 
NOTICE

All of the policies listed and represented above apply to all of the following:

The University of Florida Health Science Centers, together including the UF Health Science Center clinics and physicians offices; the Florida Clinical Practice Association; the University of Florida Student Health Center, the University of Florida Speech and Hearing Clinic, the University of Florida Jacksonville Physicians, Inc.; the University of Florida Jacksonville Healthcare, Inc.; the University of Florida Colleges of Medicine, Nursing, Health Professions, Dentistry and Pharmacy; and other affiliated health care providers, including all employees, volunteers, staff and other University of Florida health services staff.
 

UF Privacy Home

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(including UFJHI and UFJPI)

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Shadowing

FAQs

NPI - National Provider Identifier
Frequently Asked Questions
"Question of The Week" Archives
HIPAA & Research at UF
Computers & Electronic Data
Emails & PHI
Disclosures Allowed By Florida Laws
Florida Disclosures Matrix

Identity Theft

How it Happens, Reduce Your Risk, What To Do If You're a Victim

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