Updating hipaa policies and procedures
Keep up with any revisions of these regulations and then make any changes necessary in your manual to ensure that you are in full compliance. Does it discuss outdated technology, such as pagers, but not address text messaging and social media posting?Is there confusion among employees as to who enforces your policy?, director of health information and privacy officer at Cheshire Medical Center/Dartmouth-Hitchcock in Keene, N. Send your HIPAA questions to Associate Editor Jaclyn Fitzgerald at The Office for Civil Rights (OCR) and the Office of the National Coordinator for Health Information Technology (ONC) recently teamed up to develop model notices of privacy practices (NPP) for healthcare providers and plans. The NPP models reflect regulatory changes brought on by the HIPAA Omnibus Rule and should aid covered entities (CE) in complying with the requirements of the rule, according to OCR and ONC.CEs simply enter their information into the models and print or electronically post them.You asked for, and got, written or electronic signatures to confirm employees read the new changes and understand that the new policy replaces previous versions. Talk with them about suggested wording, and them research similar policies at other companies. Proofread any drafts for clarity, conciseness, and for grammatical and typing errors. Ask your attorney to review any proposed revisions or additions. Schedule a time to bring changes or revisions before your board of directors or your manual review committee. Include the approval date on all changes and revisions. Be sure to keep up with current legislation in this area. The Family and Medical Leave Act (FMLA) is a federal law that requires companies with 50 or more employees to grant certain employees up to 12 weeks of unpaid leave each year with no threat of job loss.You will have the revisions part of the hard copy given to all new employees. The FMLA also requires that employers maintain the health benefits for eligible workers just as if they were working.Important changes can be made sooner to your online document.You can let employees know about the change via email and/or company newsletter.
As a rule of thumb, plan on reviewing your manual every year or two for any necessary changes.
If you keep each policy section on a separate page, and organize your manual in a three-ring binder, these changes and updates do not have to be stressful, expensive, or time consuming.
After you have revised the online document, notify employees that they can read the updated policy online by providing them with a link to the updated section.
Depending on how your organization is structured, you can usually make these technical changes without going through the formal review process.
However, when a manual requires multiple technical updates, a thorough formal review may be needed.