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MS 0160 (1) Volume 1 – General Administration MS 0160 – R. 11/1/09 – OMTL-343 Health Insurance Portability and Accountability Act Compliance Requirements The Department for Community Based Services (DCBS) must comply with provisions of the Health Insurance Portability and Accountability Act (HIPAA). A. The HIPAA component which impacts DCBS staff administering Family Support programs is the safeguarding of an individual’s health information. B. The term “health information” relates to any information, whether oral or recorded in any form or medium, that is created or received by a health care provider, health plan, public health authority, employer, life insurer, school or university, or health care clearinghouse. Health information relates to: 1. The past, present, or future physical or mental health or condition of an individual; 2. To the provision of health care to an individual; or 3. To the past, present, or future payment for the provision of health care to an individual. C. Examples of safeguards that apply to covered entities and that are mentioned in the preamble to the HIPAA Privacy Rule are: 1. Shredding documents prior to disposal. 2. Locking doors or cabinets where medical records are kept. 3. Limiting access to the keys or combinations of the locks for these doors or cabinets. 4. Turning computer screens away from public view. 5. Locking or logging off computer monitors when they are not being used. 6. Never giving health information to a third party who is not an authorized representative. 7. Monitoring the duplication and transmission of health records on fax machines, photocopiers, and printers. 8. Keeping records containing health information face down on desks and tables. 9. When sending a fax containing health information, first call the recipient so the fax will be picked up immediately; and 10. Speaking softly so that others do not overhear health information.