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HIPAA Policy Templates for Public Health Departments

Disease surveillance, communicable disease management, immunization programs, lead abatement, animal bite investigations, and safety-net clinics. Finally, HIPAA policies that match how health departments work.

See what’s included

Overview

Few templates fit public health. These do.

Public health departments have unique functions, and few if any HIPAA policy templates fit them. Eagle offers expertly crafted HIPAA policies designed specifically for public health agencies working on tight budgets.

A critical feature for health districts: these policies are designed for full compliance with the State of Ohio confidentiality laws that apply to health districts. Ohio law is similar to HIPAA, but differs in certain cases, and the templates include appendices covering Ohio legal references and ORC 3701.17.

Why these templates

What you get.

Quickly bring your department into compliance with HIPAA.

Saves thousands of dollars in consulting fees.

Easily edit the templates for your agency’s unique requirements.

Satisfaction guaranteed by Eagle, a leading consultant for IT security policies in healthcare.

It happens

Health departments get fined too.

In 2014, the public health department of Skagit County, Washington agreed to pay $215,000 to settle potential violations of the HIPAA Privacy, Security, and Breach Notification Rules. The county also entered a Resolution Agreement requiring it to correct deficiencies in its HIPAA compliance program and report to HHS for three years.

Contents

What’s included.

Every policy is delivered in Microsoft Word, organized by audience so staff read only what applies to them.

Policies for all staff

1000Confidentiality, Privacy and Computer Security Definitions
1010HIPAA: General Rules
1020Minimum Necessary Policy
1030Confidentiality Safeguards (Oral and Written)
1040Speaking with the Family and Friends of a Patient Receiving Services
1050Authorizations
1060Verification
1070Minors, Personal Representatives and Deceased Patients
1080Duty to Report Violations and Security Incidents
1090Disclosures that do Not Require an Authorization
1200Patient’s Right to Access Records
1220Patient’s Right to Receive an Accounting of Disclosures
1230Patient’s Right to Request Additional Restrictions
1240Patient’s Right to Request Confidential Communications

Confidentiality policies for supervisors

1300Mitigation
1310Notice of Privacy Practices
1320Non-intimidation and Non-retaliation
1340Privacy Complaints

Shared privacy and security policies

1350Policy Updating and Staff Training
1360Sanctions for Staff Violations of Privacy/Security Policies
1370Business Associate Contracts
1380HIPAA Assignments and Documentation

Health Commissioner and Security Officer

2000HIPAA Security Officer and Security Management Process
2010Data Backup Policy
2020Disaster Recovery Plan and Emergency Mode Operation
2030Facility Security and Access Control
2040Annual Security Evaluation
2050Audit Control and Activity Review Policy
2060Malicious Software Protection Policy
2070Security Awareness Program
2080Device and Media Disposal and Re-Use
2090Technical Safeguards
2100Breach Reporting

Office manager and supervisors

3010Employee System Access and Termination Procedures

Security policies for all staff

3080Computer Usage
3082Use of Social Media
3085Portable Computing Devices and Home Computer Use
3090Security Incident Response and Reporting

Appendices and forms

Appendix A: Identifying Business Associates
Appendix B: Sample HIPAA Business Associate Agreement
Appendix C: Sample Privacy and Security Officer Duties
Appendix D: Facility Security and Safeguards for Oral and Written PHI
Appendix E: Workforce Access to PHI and Safeguards
Appendix F: Minimum Necessary: Procedures for Routine Disclosures and Requests
Appendix G: Miscellaneous
Appendix H: Ohio Legal References
Appendix I: ORC 3701.17 Protected Health Information
Authorization Form
Notice of Privacy Practices
Disclosure Log
Acknowledgement of HIPAA Policies and Procedures
Confidentiality Agreement for Cleaning Agency
Confidentiality Agreement for Disclosures Under Ohio Law

About the author

Gary Pritts, Founder and President

Gary Pritts is Founder and President of Eagle Consulting Partners. He began his HIPAA work providing technical input during the federal government's original drafting of the HIPAA regulations, and has since served more than 1,000 organizations as a consultant, as well as serving as a hospital trustee and as CSO for a cloud healthcare messaging company. Gary studied computer science at Purdue University and holds an MBA from Harvard Business School.

Gary understands public health departments from on-site consulting with multiple agencies. His knowledge of the HIPAA rules, and of how they interact with the state laws that regulate health departments, shaped these templates.

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