Important information about the HITECH Act

As an Examiner who uses Protected Health Information (“PHI”) as defined by HIPAA, it is your responsibility to stay informed of and comply with your obligations to protect the security and privacy of such data. The Health Information Technology for Economic and Clinical Health Act (the “HITECH Act”) has broadened the scope of privacy protection, expanded enforcement, and increased potential legal liability for non-compliance.

To assist you in complying with the HITECH Act, Superior Mobile Medics, Inc. (“SMM”) offers the suggestions below, which are not intended to be comprehensive guidelines.

What information do you need to protect?

By way of example, and not limitation, you must protect any order, completed exam, or other hard-copy or electronic document containing any of the following information concerning an applicant:

• Names
• Addresses
• Dates
• Social Security, Medical Record, License, or other Account Numbers
• Any biometric identifier, including voice, fingerprint, or photograph
• Phone/Fax numbers or Email addresses

How can you protect yourself?

By way of example, and not limitation, you should take the following steps:

• Do not discuss an applicant or order in a public area; you never know who might overhear you.
• Keep paperwork and computer screens out of view from:
  • Applicants in the office
  • Janitorial Services
  • Equipment Maintenance Personnel
  • Visiting Agents
  • Bio Waste Handlers
  • Examiners
  • Any other third party, including anyone in your home!
• Keep paperwork secure while in the field, and do not store or retain any documents containing order information or completed paperwork, beyond what is necessary for completion of an exam.
  • If you are scanning any paperwork electronically to SMM, you must delete any related file from on your computer once you have successfully uploaded to us. Be sure to empty your "Recycle Bin" on your computer after deleting so the file is permanently and safely deleted.
  • Upon completion of an order, you must shred (see below) any information containing PHI.
• Shred any paperwork containing any PHI, using a quality "CROSS-CUT" Paper Shredder. Shred – DO NOT THROW AWAY – any of the following:
  • Duplicate Orders
  • Cancelled Orders
  • Notes that contain any PHI (for example, a post-it note with the applicant’s name and phone number)
  • Billing Research
  • Any other document, record or thing that has PHI.
• Keep your computer safe and virus free
  • Have up-to-date Virus protection on your computer. There are inexpensive ones from McAfee, www.mcafee.com, and you can run a free quick-scan on your computer by visiting home.mcafee.com/downloads/freescan.aspx
  • Scan your computer regularly for malware and spyware. There are free scanners from reputable companies such as Lavasoft, www.lavasoft.com

Be sure to avoid the following mistakes!

• Do not fax any record, exam, report or other document to the wrong fax number or recipient.
• Do not mail or deliver via overnight courier any APS or exam to the wrong address or insurance carrier.
• Do not send an application to the wrong address or applicant for signature.

If any of the mistakes listed above or any other unauthorized disclosure takes place, notify SMM immediately.