Accounting for Disclosures
This is not an Incident Reporting System - to file an Incident Report, please click on 'Report an Incident' or 'File a Complaint' in the menu at left.
The purpose of this online system is to be able to account, if requested, for Certain disclosures of protected health information (PHI), specifically those:
- that were not related to treatment and/or health
care operations, and
- that were not authorized by the patient.
UF uses a web-based Disclosure Accounting System for this purpose because it can be accessed by authorized users in multiple locations, providing a more accurate means of compiling such an accounting.
Every UF clinic, department, division, and other patient service areas in all UF healthcare components should have at least two people designated as authorized users - one primary user and one back-up user. Users receive a unique login and password to enter data into the system.
Since these types of disclosures do not happen very often, it is imperative that unit administrators routinely review the criteria with staff to be sure disclosures are accounted for. Examples of the types of disclosures included in this definition are available in the Disclosure Accounting Guidelines.
To receive a User ID for access into the system:
1. Complete the Disclosure Accounting Tutorial ,
2. Complete the Request for Access form, and then
3. Fax, mail or email the form
to the Privacy Office.
Include a copy of the training certificate with the request form.
The Privacy Office will then assign the user a login and a password. (The
password should be changed the first time the user logs into the system.)
NOTE: The Privacy Office will send a test email to the user and wait for a response before sending the login and password.
If the user does not receive a response from the Privacy Office within 2 business days, please call the office to follow up. (352-273-5094)
Disclosure Accounting Tutorial: This Role-based HIPAA Training module
is a brief self-directed tutorial that describes the basics about UF's On-line Disclosure Tracking System and gives
a brief overview of how to use it. Please register after viewing the tutorial and print out the Certificate of
Completion.
Request for Access Form: Fill in this application
to request new access or modify an existing access to the Disclosure Tracking System.
Enter the System: A direct link for
authorized users to the log-in page of the on-line Disclosure Tracking System.
The DTS User Guide is a detailed step-by-step
instruction manual, with screen-shots and advice, for using the Disclosure Tracking System.
Disclosure Accounting Guidelines: Detailed examples of the types of
disclosures that should be included in Tracking Log.
