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Tools and resources
Awareness and Education
- GroupWise Calendar: Privacy and Security Issues - GroupWise Calendars are not the place for confidential information. They may not be private or secure. Steps can be taken to determine who has, or should have, access to your calendar.
- HIPAA Enforcement Rule Summary - A short summary of the most recent federal HIPAA Rule that describes possible fines and sanctions for non-compliance with any of the HIPAA rules.
- Incident Reporting - If you've detected an information security or privacy problem we'd like to know about it. The Privacy/Information Security Incident Response Program (PSIRP) can help you with incident response.
- Mail processing - Everything you need to know about mailing private information
- Online Training - These courses are required for new DHS employees and partners. Learn about roles and responsibilities in protecting the privacy and security of DHS information. These classes are available from the DHS Learning Center.
The training is available in alternate formats ONLY for staff who do not have computer access.
- Password Security - Why we need strong passwords and how to create and change them.
- Phish Sense - "Phishing" is the act of sending an email, falsely claiming to be a legitimate business, in an attempt to scam users into surrendering private information that will be used for identity theft. Learn how to spot and avoid "Phishing" scams.
- Privacy Clarifications
- Privacy Quiz - Test your knowledge of privacy related topics that have been included in past issues of the Privacy/Security Update newsletter.
- Secure Email From DHS - DHS is now securing all outbound email containing confidential data or PHI. Instead of receiving email directly to your inbox, you will receive a notification message that DHS has an email waiting for you on a secure server. A link will take you, via a secure browser, to that server, where you will receive instructions for opening the email.
- Security tips
- Subpoena and Court Order Manual This document is on the DHS intranet and is available only to DHS employees within the DHS network.
- Trainer Guidelines: These guidelines apply to all DHS training related to client or provider data or systems.
Forms
- OMAP's Notice of TPO Exemptions (OMAP 3079) - Assists DHS staff in receiveing individual health-related information requested from other HIPAA-covered entities.
- Privacy forms - Ten forms were developed as part of the HIPAA Privacy implementation process. These forms give clients a variety of ways to specify their privacy requests, and they inform clients how their private information will be protected. *Note: Forms are also available in alternate languages. Search by using the form number listed below.
| Form Number |
Form Name |
| DHS 2090 (PDF) |
DHS Notice of Privacy Practices |
| DHS 2092 (PDF) |
DHS Notice of Privacy Practices, Acknowledgment of Receipt |
| DHS 2093 (Word) |
Request to Access Records |
| DHS 2094 (Word) |
Request for Amendment of Health Record |
| DHS 2095 (Word) |
Request for Restriction of Use and Disclosures |
| DHS 2096 (Word) |
Request for Accounting of Disclosures of Health Records |
| DHS 2097 (Word) |
Disclosures of Protected Health Information (PHI) |
| DHS 2099 (Word) |
Authorization for Use and Disclosure of Information |
| DHS 2099i (PDF) |
Instructions for Completing the Authorizations for Use and Disclosure of Information |
| DHS 2101 (Word) |
Special Handling for Confidential Communications |
| DHS 2102 (Word) |
DHS Non-Disclosure Agreement |
| DHS 3001 (Word) |
DHS Privacy and Security Incident Report |
- HIPAA Helpers - The Privacy Program has developed the "HIPAA Helpers" packet. The packet contains a variety of forms to help DHS employees effectively request health-related information needed by DHS when conducting business with other HIPAA covered entities. The information is designed to assist in moving business forward more easily and efficiently when performing activities of treatment, payment, or health care operations (TPO).
*Note: Forms are also available in alternate languages. Search by using the form number listed below.
| Form Number |
Form Name |
| DHS 2084 (pdf) |
HIPAA Helpers packet (includes all forms listed individually, below) |
| DHS 2085 (pdf) |
Request for Health Information |
| DHS 2086 (pdf) |
Request for Insurance Information |
| DHS 2087 (pdf) |
Treatment, Payment, Health Care Operations Exceptions |
| DHS 2088 (pdf) |
Treatment, Payment, Health Care Operations Exceptions (expanded) |
| DHS 2089 (pdf) |
How to Handle Phone Calls |
Rules, Policies and Procedures
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