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GUIDANCE


Reference materials and guidance documents are available for your use.  Please review them online or print them out. 

If you have questions about any of the documents or do not see your question in the materials below, please contact the HIPAA Privacy Program at 4-9716.

For information on HIPAA training click here.


GUIDANCES (by Subject)
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Z

Accessing PHI
bulletAccessing Personal Health Information  (HTML  |  PDF)
bulletLooking Up Information About Family and Friends  (HTML)
bulletLooking Up Your Own Information (HTML)
bulletLooking Up Patient PHI - Know the Limits and Consequences (PDF)
bulletConsequences for Accessing a Patient's PHI Without Authorization (HTML)
bulletPatient Wants All or Part of the Medical Record (HTML)
bulletInpatient Requests to View Medical Records (HTML)

Accounting for Disclosures
bulletAccounting of Disclosures  (PDF)
bulletTracking Disclosures Using "Quick Disclosure" (HTML)

Allergy Information
bulletPosting Allergy Information  (HTML)

Amending Medical Record
bulletPatient Wants to Change A Medical Record  (HTML)

Appointments
bulletUse and Disclose PHI for Patient Appointments/Telephone Messages (PDF)
bulletScheduling and Confirming Appointments  (HTML  |  PDF)

Authorizations
bulletPatient Authorization  (HTML)

Business Associates
 Arrow Guidance to determine when a third party is a Business Associate  (PDF)
 Arrow Checklist to determine when a third party is a Business Associate  (PDF)
 bullet WEDI HIPAA/HITECH Business Associate Decision Tree (PDF)

Co-Workers
bulletWhen A Co-Worker Is A UCMC Patient  (HTML  |  PDF)
bulletLooking Up Information About Family and Friends  (HTML)
bulletLooking Up Patient PHI - Know the Limits and Consequences (PDF)

Disclosure of PHI
bulletHIPAA Essentials for Storing, Disclosing, and Disposing of PHI Requested Through the Trusted Requestor Process (PDF)

Disposal of PHI
bulletDisposal of Written and Electronic PHI (PDF)
bulletHIPAA Essentials for Storing, Disclosing, and Disposing of PHI Requested Through the Trusted Requestor Process (PDF)
 


Education
bulletUse of Protected Health Information (PHI)
       bulletIn Education (HTML  |  PDF)
bulletReleasing Protected Health Information:
bulletTo UCMC Staff and/or Faculty Members (PDF)
bulletFaculty Advisory 1: HIPAA Compliance Procedures  (HTML  |  PDF)

Email
bulletE-mail Communications:  Between UCMC Providers and Patients
          bulletExecutive Summary  (PDF)
          bulletGuidelines  (PDF)
          bulletPatient - Provider E-mail Communication Form (PDF)
bulletE-mail Communications:  Including PHI In E-mail 
          bulletExecutive Summary  (PDF)
          bulletGuidelines  (HTML  |  PDF)
         
Employees Accessing PHI
bulletAccessing Personal Health Information  (HTML  |  PDF)
bulletLooking Up Information About Family and Friends  (HTML)
bulletLooking Up Patient PHI - Know the Limits and Consequences (PDF)
bulletLooking Up Your Own Information  (HTML)
bulletWhen A Co-Worker Is A UCMC Patient  (HTML  |  PDF)

Faculty Advisories
bulletFaculty Advisory 1: HIPAA Compliance Procedures  (HTML  |  PDF)
bulletFaculty Advisory 2: Vendor Representatives  (HTML  |  PDF)
bulletFaculty Advisory 3: Preceptorships for Vendors  (HTML  |  PDF)

Family Members
bulletCommunications with Family Members Present  (HTML  |  PDF)
bulletWhen A Minor Is Not A "Minor"  (HTML  |  PDF)

Faxing
bulletFaxing Patient Information  (HTML)
bulletJust the Fax Checklist  (PDF)

Fundraising
bulletReleasing Protected Health Information:
bulletTo UCMC Staff and/or Faculty Members (PDF)

Highly Confidential Information
bulletHighly Confidential Information  (HTML)

HIPAA - General
bulletA to Z: HIPAA Tips for Protecting Privacy and Security  (HTML  |  PDF)
bulletFaculty Advisory 1: HIPAA Compliance Procedures  (HTML  |  PDF)
bulletHIPAA Background  (HTML  |  PDF)
bulletHIPAA Pointers for Epic Ambulatory Go Live - May 2012 (PDF)
bulletHIPAA Privacy Review Program  (HTML  |  PDF)
bulletHIPAA Reference Sheet  (PDF)
bulletHITECH: Key Provisions of HITECH Related to HIPAA (PDF)
bulletTerms (definitions)  (HTML)

House Phones
bulletHouse Phones  (HTML)

Incidential Disclosures

bulletIncidental Disclosures of PHI  (HTML  |  PDF)

Insurance
bulletCommunications with Insurance Companies  (HTML  |  PDF)
bulletReleasing Information for Workers Compensation Purposes  (HTML  |  PDF)

Law Enforcement
bulletLaw Enforcement Access to Patients and Information   (HTML  |  PDF)
bulletVerification of Law Enforcement's Immediate Need of Information         About a Patient Victim Form   (PDF)
bulletLaw Enforcement Official Request For Protected Health Information     Form (Chicago Police Department)   (PDF)

Medical Records
bulletAccessing Personal Health Information  (HTML  |  PDF)
bulletDesignated Record Set Process  (HTML  |  PDF)
bulletInpatient Requests to View Medical Records (HTML)
bulletMedical Records Request - Overview  (HTML)
bulletRequest and Authorization Form  (PDF)
bulletInstructions for completing form  (PDF)
bulletPatient Wants All or Part of the Medical Record  (HTML)
bulletPatient Wants to Change A Medical Record  (HTML)
bulletReleasing Protected Health Information:   
bulletAt the Request of Patients or Patient Representatives (PDF)
bulletTransporting Medical Records  (PDF)

Mental Health
bulletHighly Confidential Information  (HTML)

Minors
bulletWhen A Minor Is Not A "Minor"  (HTML  |  PDF)

Notice of Privacy Practices
bulletNotice of Privacy Practices - Overview  (HTML)
bulletFAQs  (HTML)
bulletNotice of Privacy Practices - Acknowledgement  (PDF)
bulletNotice of Privacy Practices - in English  (PDF)
bulletNotice of Privacy Practices - in Espanol  (PDF)
bulletNotice of Privacy Practices - in Arabic  (PDF)

Passwords
bulletComputer Passwords  (HTML)

Patient Access Code
bulletResponding to Questions About A Patient  (HTML)

Preceptorships
bulletFaculty Advisory 3: Preceptorships for Vendors  (HTML  |  PDF)

Publications
bulletUse of Protected Health Information (PHI)
       bullet In Publications (HTMLPDF)
bulletReleasing Protected Health Information:
    bulletTo UCMC Staff and/or Faculty Members (PDF)

 Questions About a Patient
bulletResponding to Questions About A Patient  (HTML)

Releasing PHI
bulletReleasing Protected Health Information:
    bulletTo Payers, Including Insurance Companies (PDF)
    bulletAt the Request of Patients or Patient Representatives (PDF)
    bulletTo UCMC Staff and/or Faculty Members (PDF)
bulletDesignated Record Set Process  (HTML  |  PDF)

Research (Releasing PHI)
bulletReleasing Protected Health Information:
    bulletTo UCMC Staff and/or Faculty Members (PDF)

Storage of PHI
bulletHIPAA Essentials for Storing, Disclosing, and Disposing of PHI Requested Through the Trusted Requestor Process (PDF)

Support Groups
bulletPatient and Family Support Groups and PHI (PDF
bulletEmail Sign Up Sheet (Word)

Transporting Medical Records
bulletTransporting Medical Records  (PDF)

Trusted Requestors

bulletTrusted Requestor Process  (HTML)
bulletTrusted Requestor Pre-Approved List   (PDF)
bulletFaculty Advisory 1: HIPAA Compliance Procedures  (HTML  |  PDF)
bulletHIPAA Essentials for Storing, Disclosing, and Disposing of PHI Requested Through the Trusted Requestor Process (PDF)

Vendors

bullet
Vendors  (HTML)
bulletFaculty Advisory 2: Vendor Representatives  (HTML  |  PDF)
bulletFaculty Advisory 3: Preceptorships for Vendors  (HTML  |  PDF)
bulletReleasing Protected Health Information:
    bulletTo UCMC Staff and/or Faculty Members (PDF)

Virtual Private Networks (VPNs)
bulletVirtual Private Network (VPN) Establishment Procedure (PDF)
       bulletVPN Process Checklist ( PDF)
       bulletBusiness Associate Agreement (PDF
       bulletThird Party Connection Agreement (PDF
       bulletUCMC Request for Information (PDF
       bulletBusiness Partner Request for Information (PDF

Visiting Faculty (Releasing PHI)
bulletReleasing Protected Health Information:
    bulletTo UCMC Staff and/or Faculty Members (PDF)

Voicemail
bulletUse and Disclose PHI for Patient Appointments/Telephone Messages (PDF)
bulletScheduling and Confirming Appointments  (HTML  |  PDF)

White Boards
bulletWhite Boards  (HTML)

Workers Compensation
bulletReleasing Information for Workers Compensation Purposes  (HTML  |  PDF)