HIPAA Policy

Policy:

The Health Insurance Portability and Accountability Act (HIPAA) is enforced at F/EA per F/EA’s HIPAA policy. All F/EA operations are performed in accordance with the HIPAA policy. F/EA staff must complete HIPAA training within 2 weeks of hiring a staff member.

F/EA shares their HIPAA policy with Counselors. Counselors educate consumers on F/EA’s HIPAA policy. After reviewing the policy, consumers sign the HIPAA Policy form included in the Fiscal/Employer Agent Start-Up package (See Policy and Procedure document <<X>>).

Per Policy and Procedure document <<X>>, F/EA’s processes each executed Receipt of Privacy Practices form. A copy of each form is maintained separately and forwarded to the F/EA <<Staff Title>> monthly.

Following the procedure, F/EA's HIPAA Policy is attached.

Procedure:

Counselors share the F/EA HIPAA policy during the in-take and orientation session
The signed HIPAA Policy Form is returned to the <<department>> with the Fiscal/Employer Agent Start up Package
The <<Staff Title>> follows Policy and Procedure document <<X>> to process the HIPAA Policy Form
<<Staff Title>> selects the HIPAA Policy Form from Fiscal/Employer Agent Start-Up packages
<<Staff Title>> forwards copies of executed forms to:

Privacy Officer’s address

Privacy Officer maintains all forms for a minimum of 7 years per File Retention Policy.

Internal Controls:

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

Counselors share the F/EA HIPAA policy during the in-take and orientation session.
The signed HIPAA Policy Form is returned to the <<department>> with the Fiscal/Employer Agent Start-up Package.
<<Staff Title>> forwards copies of executed forms to F/EA Privacy Officer.
Privacy Officer maintains all forms for a minimum of 7 years per File Retention Policy.