Over the last few years, a revolution in personal communications has occurred, and the widespread adoption of mobile devices by staff and patients alike has presented new challenges in healthcare and compliance. E-mail has long been a staple of people’s lives, but as we move into the new digital age, texting is often the preferred, or sometimes the only way of communicating with patients. Practitioners are finding that texting and using mobile devices is far more flexible, convenient, and effective than paging and telephoning, and patients want to be able to use short message texting for handling of appointments, refills, updates, and the like, where even e-mail or the telephone would seem inconvenient.
This session will focus on the use of mobile devices such as smart phones in the healthcare setting. The use of mobile devices and texting services is pervasive in society today and healthcare practitioners need to be prepared to make sound decisions when considering how to use mobile devices for various purposes, such as staff personal business use (e.g., “I’m running late in traffic due to the weather”), normal business use not involving any Protected Health Information (e.g., “The copier in the back hall needs new toner ordered for it”), business or professional use involving PHI (e.g., “Patient Joe Jones is coming in for his heart event follow-up at 10 AM, and his latest blood numbers are as follows…”), and communications with patients for a wide variety of reasons. All of these uses must be considered and the appropriate procedures defined for each.
Different kinds of communication are subject to different rules. HIPAA rules call for encryption, per your risk assessment, but allow unencrypted communication if the individual requests it. TCPA (Telephone Consumer Protection Act) calls for having permission before reaching out to an individual’s cell phone, with rules for text and voice messages, different for financial or healthcare-related messages. And the Joint Commission has reaffirmed its prohibition on using even secure text messaging for patient orders.
Key Topic Areas:
In order to integrate the use of mobile devices and texting into practitioner and patient communications, it is essential to perform the proper steps in an information privacy and security compliance process to evaluate and address the risks of using the technology. This session will describe the information security compliance process, how it works, and how it can help you decide how to integrate mobile devices and texting into your organization in a compliant way. The process, including the use of information security risk analysis, will be explained, and the policies needed to support the process will be described. There have long been HIPAA requirements for covered entities to secure PHI and do their best to meet the requests of their patients for particular modes of communication, and using mobile devices is no exception.
The session will discuss the requirements, the risks, and the issues of the increasing use of mobile devices and texting for patient and provider communications and provide a road map for how to use them safely and effectively, to increase the quality of health care and patient satisfaction. In addition, the session will discuss how to be prepared for the eventuality that there is a breach, so that compliance can be assured.
Areas Covered In The Session:
- Find out the ways that patients want to use texting to communicate with providers, and the ways providers want to use texting to enable better patient care.
- Learn what are the risks of using texting, what can go wrong, and what can result when it does.
- Learn how to use an information security management process to evaluate risks and make decisions about how best to protect PHI and meet patient needs and desires.
- Find out about limitations on the use of messages and calls to cell phones under The Telephone Consumer Protection Act of 1991.
- Discover how The Joint Commission decided to allow and then withdraw allowing the use of texting for physician orders.
- Find out what policies and procedures you should have in place for dealing with texting, as well as any new technology.
- Learn about the training and education that must take place to ensure your staff uses texting properly and does not risk exposure of PHI.
- Find out the steps that must be followed in the event of a breach of PHI.
- Learn about how the HIPAA audit and enforcement activities are now being increased and what you need to do to survive a HIPAA audit.
Who will benefit:
- Healthcare CEO
- Healthcare CFO
- Compliance Director
- Privacy Officer
- Security Officer
- Information Systems Manager
- HIPAA Officer
- Chief Information Officer
- Health Information Manager
- Healthcare Counsel/lawyer
- Office Manager
About The Presenter:
Jim Sheldon-Dean is the founder and director of compliance services at Lewis Creek Systems, LLC, a Vermont-based consulting firm founded in 1982, providing information privacy and security regulatory compliance services to a wide variety of healthcare entities. He is a frequent speaker regarding HIPAA, including speaking engagements at numerous regional and national healthcare association conferences and conventions and the annual NIST/OCR HIPAA Security Conference. Jim Sheldon-Dean has more than 36 years of experience in policy analysis and implementation, business process analysis, information systems and software development, and eight years of experience doing hands-on medical work as a Vermont certified volunteer emergency medical technician. Sheldon-Dean received his B.S. degree, summa cum laude, from the University of Vermont and his master’s degree from the Massachusetts Institute of Technology.
You will receive an email with login information and handouts (presentation slides) 1 day before the live webcast that you can print and share to all participants at your location.
Operating System: Windows any version preferably above Windows Vista & Mac any version above OS X 10.6
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Headset: Any decent headset and microphone which can be used to talk and hear clearly
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