HIPAA Quick Reference
Guide For Employees
What is the Notice of
Privacy Practices (Notice)? This Notice is required by law to inform patients how their health information will be protected, how the University of Chicago OHCA may use or disclose their health information, and about the patients' rights regarding their health information.
Why are patients
required to sign an Acknowledgement Form?Patients are asked to sign an acknowledgement of receipt of the Notice of Privacy Practices because we are required to demonstrate that we have given our Notice of Privacy Practices to each patient at the first point of service. We ask patients to sign the form that simply says they received the Notice.
How do I know when to
issue a Notice of Privacy Practices booklet to a patient?We are required to give our Notice of Privacy Practices to each patient at the first point of service. Before issuing a Notice (booklet), you should check the EPIC and/or Lastword systems to see if it has already been issued. If the system indicates a Notice has not been given, the Notice and acknowledgement form should be issued to the patient. If the system indicates a Notice has been issued, do not provide it again. At a patient's first point of service, a Notice of Privacy Practices booklet should be issued and a signed acknowledgement form obtained. We are only required to issue the Notice once provided there have been no significant changes made to the content of the Notice.
Where can I get a copy
of the Notice of Privacy Practices?You can access our Notice of Privacy Practices as well as the Acknowledgement form by clicking here. Select the Acknowledgement or the Notice that you would like.
Is the Notice of
Privacy Practices available in languages other than English?Yes, it is available in Spanish and Arabic.
Where can I get more
'Notice of Privacy Practices' booklets and Acknowledgement Forms?To re-order booklets and forms:
- UC Medical Center Intranet site
- Employee Tools Tab
- Under Purchasing heading, click WorkflowOne
- Log on using company ID 3664. All managers should already have a user ID and password to enter
- NPP Booklet- Product ID: HIPAABOOK - it is packaged in single quantities, not bundled
- NPP Acknowledgement Form- Product ID: 10.26 in bundles of 100/pk
Where should I send the
signed Acknowledgement Forms?Once the patient has signed the Acknowledgement Form, your department should have a process in place which these forms are collected and forwarded to the HIPAA Program Office located in L-147. Please ask your manager for specific instructions on your location's process.
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