Discuss the following situations. Charlotte Prince, HIM Director at a small community hospital, has been given the responsibility for providing any accountings of disclosures requested by patients under the HIPAA Privacy Regulations, including information on required reporting. She first has to determine what items are required reporting under the laws and regulations of her state. She finds that the following items must be reported and determines what departments in her hospital are responsible for the reporting them as shown in the table below.
Item to be Reported | Responsible Hospital Department |
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Because these cases must be included in an accounting of disclosures under HIPAA, list two alternatives for meeting this requirement.
Research
Visit the local office or the state Office of Vital Records website. Explore the process of requesting copies of birth and death certificates. Summarize what you learned. Provide resources accessed (website address).
Expert Solution Preview
Introduction:
As a medical professor responsible for creating assignments and evaluating student performance, it is essential to understand the practical problems that students may face in a clinical environment. One such challenge is addressing HIPAA Privacy Regulations and providing an accurate accounting of disclosures requested by patients. In this assignment, we will discuss a scenario where a HIM Director is responsible for providing an accounting of disclosures and explore alternatives for meeting this requirement. Additionally, we will research the process of requesting copies of birth and death certificates and summarize our findings.
Answer:
Two alternatives for meeting the requirement of including the cases listed in the table in the accounting of disclosures under HIPAA are:
1. Develop a standard operating procedure (SOP) for reporting: The HIM Director can work with the heads of the responsible hospital departments to develop a specific SOP for reporting each case. The SOPs should identify the type of information required, the timeline for reporting, and the process of retaining records. This approach will ensure that the hospital complies with HIPAA privacy regulations while also meeting the state’s reporting requirements.
2. Automate the process of accounting for disclosures: The HIM Director can use a health information management system that automates the accounting process. Such a system will maintain a record of all disclosures made, including those required by the state. In the event of an audit, the HIM Director can quickly pull the necessary information and compile an accurate accounting of disclosures.
Research:
The process of requesting copies of birth and death certificates varies from state to state. In general, you need to contact the local office or the state Office of Vital Records to request copies of these documents. The following are the steps involved in requesting birth and death certificates from the state of California:
1. Go to the California Department of Public Health website at www.cdph.ca.gov
2. Click on the “Certificates” link under the “Vital Records” section.
3. Select “Birth” or “Death” certificate and follow the instructions provided.
4. You will need to provide a valid government-issued ID, proof of your relationship to the person on the certificate, and the necessary fees.
In conclusion, understanding HIPAA Privacy Regulations and providing an accurate accounting of disclosures is essential for healthcare professionals. Developing SOPs or automating the process of accounting for disclosures are two alternatives for meeting the requirement of including certain cases in the accounting. Additionally, the process of requesting birth and death certificates differs from state to state but can typically be done by contacting the local office or the state Office of Vital Records.
