HIPAA COMPLIANCE

1
HIPAA COMPLIANCE

• PROTECT INFORMATION
• INCREASE RECYCLING
• SAVE MONEY

2
HIPAA

• SWEEPING REQUIREMENTS
• AFFECTS SEVERAL MAJOR BUSINESS SECTORS
• HEALTH CARE
• IMPACTS MANY ASPECTS OF OPERATIONS
• ASSESSMENT OF RISK FOR RELEASE OF INFORMATION

3
WASTE MANAGEMENT ISSUES

• VAST MAJORITY OF PAPER GENERATED IN HEALTH CARE
  CONTAINS CONFIDENTIAL INFORMATION
• LEGALLY PROTECTED PATIENT INFORMATION
• CONFIDENTIAL ORGANIZATIONAL INFORMATION
• PERSONAL/EMPLOYEE INFORMATION

4
HIPAA INTERPRETATIONS

• NO GUIDANCE FROM HIPAA
• WIDE VARIATION IN INTERPRETATION
• REASONABLE AND PRUDENT

5
AVAILABLE OPTIONS

• DEPARTMENTAL SHREDDING
• ON SITE CENTRAL SHREDDING
• DOCUMENT DESTRUCTION/MOBILE SHREDDING CONTRACTORS
• OFF SITE SHREDDING
• CONFIDENTIAL RECYCLING PROGRAMS
• SECURE CHAIN OF CUSTODY

6
DRIVER FOR POSITIVE CHANGE

• REGULATORY REASON TO COLLECT OFFICE PAPER
• USE EXISTING STRUCTURES AND PROCESSES
• BUILD ON EXISTING PAPER RECYCLING PROGRAM
• DEVELOP POLICY AND PROCEDURES

7
PROCESS FOR CHANGE

• ASSESSMENT
• REVIEW CURRENT PROCESSES AND PROCEDURES
• IDENTIFY VULNERABILITIES
• INCLUDE APPROPRIATE PERSONS AND DEPARTMENTS IN
  PLANNING
• EMPLOYEE CONFIDENTIALITY STATEMENTS
• CONTRACTED SERVICES

8
COLLECTION PROCESSES

• CONTAINERS
• LOCKED VS. UNLOCKED?
• FIRE CODE PROVISIONS
• COLOR CODE BAGS
• IN HOUSE TRANSPORT

9
TO SHRED OR NOT TO SHRED THAT IS THE QUESTION!

• ULTRA SECURE DOCUMENTS
• DOCUMENT SHREDDING CONTRACTOR
• ITEMS ANOTHER EMPLOYEE SHOULD NEVER SEE
• SHRED IN THE DEPARTMENT
• BASKET TOP SHREDDERS

10
SECURE CHAIN OF CUSTODY

• KNOW YOUR VENDOR
• FACILITY AUDIT/TOUR
• PROCESSES AND PROCEDURES
• VENDOR EQUIPMENT
• CONTAINERS
• OFFSITE OPTIONS
• CONFIDENTAILITY AGREEMENTS AND CONTRACTS LANGUAGE
• LEGAL REVIEW
• PRIVACY OFFICER?
• INDEMNIFICATION
• INSURANCE

11
TRAINING

• NEW EMPLOYEE ORIENTATION
• ANNUAL TRAINING
• HIPAA REQUIREMENTS
• EOC HAZARDOUS MATERIALS AND WASTE PROGRAM

12
COST SAVINGS

• DIVERSION
• COST AVOIDANCE
• REBATES

13
OTHER ISSUES

• RECORDS PURGES
• CONTAMINATING MATERIALS
• PATIENT CARDS
• IV BAGS
• MEDICINE BOTTLES
• OTHER MISC CONFIDENTIAL MATERIALS IN THE WASTE
  STREAM

14
NEXT STEPS

• CONTINUE DEVELOPMENT OF POLICY AND PROCEDURE
• CONTINUE CONNECTING COMPLIANCE TO OPPORTUNITY FOR
  MATERIAL RECOVERY
• IDENTIFY PROBLEMS AND CORRECTIVE MEASURES
• WASTE STREAM AUDITS/RECORDKEEPING
• INORMATION SHARING