FNHSO Privacy and Security Framework Forum October 15, 2014 BC First Nations Panorama Support

Agenda  Roll-call  Checkpoint of P&S Training  Extension of initial training  Annual re-fresh training  Checkpoint on Confidentiality and Acceptable Use process  Panorama Access Audit – Update on Privacy Reports being developed to support audit requirements  Adding Panorama Users  Removing Panorama Users  Round table discussion FNSHO P&S Framework Forum

Roll Call  Kwakiutl District Council Health Services  Seabird Island Band's Health Services Department  Three Corners Health Services Society  Tla’amin Community Health Services  Westbank First Nation Health and Wellness  Saulteau First Nation Health Services  Nuu-chah-nulth Tribal Council – Community and Human Services  Okanagan Indian Band Health Services FNSHO P&S Framework Forum

Checkpoint on P&S Awareness Training  Scope of initial training and feedback from FNHSOs currently moving through implementation process  Current status of planning and preparing for annual P&S “re-fresh” training  Are current training materials sufficient? FNSHO P&S Framework Forum

Checkpoint on Confidentiality and Acceptable Use Process  Have processes been initiated to have confidentiality and acceptable use forms re-signed by staff?  Has there been any requirement identified to extend scope of who is signing these forms?  Any other info sharing about processes in your FNHSO? FNSHO P&S Framework Forum

Access Audit Requirements  Identified in  B.C. Ministry of Health eHealth conformance Standards – Information Privacy  ISA  eHeath Best Practices  Panorama Data Governance Framework  Require each organization to conduct  Regular proactive audits  Random audits or spot checks  Reactive audits FNSHO P&S Framework Forum

Update on Privacy Reports to Support Access Audit Requirements FNSHO P&S Framework Forum

Same Name Lookup (AA005)  Purpose  Identify users who have accessed their record or a record of a family member with the same last name FNSHO P&S Framework Forum

High Volume Client Accesses All Users (AA006)  Purpose  Identify clients with an unusually high number of accesses relative to other clients accessed within the same date range and JORG FNSHO P&S Framework Forum

AA007 High Volume Client Accesses Unique Users  Purpose  Identify clients with an unusually high number of unique user accesses relative to other clients accessed within the same date range and JORG FNSHO P&S Framework Forum

AA008 High Volume User Accesses Unique Clients  Purpose  Identify users with an unusually high number of unique client accesses relative to other user access within the same date range and JORG FNSHO P&S Framework Forum

Client Notification: Telephone Privacy Script FNSHO P&S Framework Forum  Script that can be used when talking to telephone-only clients to ensure that these clients explicitly acknowledge that they have been informed about the purpose for the collection, use and disclosure of their personal information  This requirement is met by the Panorama user reading a “script” to the client and the client giving their verbal acknowledgement  The client acknowledgement is recorded in the Panorama application by the Panorama user  Steps taken prior to using the Privacy Script:  Confirm the identity of the client  Confirm the reason for their call to the client

Client Notification: Telephone Privacy Script FNSHO P&S Framework Forum  Personal information about you will be collected during this telephone call. The information collected is part of your health care record and may be shared with other health care providers to provide care to you  Your information will be collected, used and disclosed in accordance with the [B.C. Freedom of Information and Protection of Privacy Act, Personal Information Protection Act(PIPA), or Access to Information and Protection of Privacy Act] and protected under the strict security standards followed by  If you have any questions about the program or about the collection, use or disclosure of your information, you can contact:, at

Adding or Removing Panorama Users  Contact FNPIP Support to add new users  Contact FN PIP Support to remove existing users (and take steps to revoke access)  Includes support for:  BCeID User Account  Remote Access (VPN FOB)  Panorama Account FNSHO P&S Framework Forum

Removing Panorama Users - Review  Ensure removing access to Panorama is added to employee off-boarding checklist/process  Contact FNPIP Support to remove existing users FNSHO P&S Framework Forum Receive & Approve Deactivation Forms for VPN & Panorama Accts Retrieve User VPN FOB & Send to FNPIP Support Deactivate User BCeID Contact FNPIP Support

Roundtable Review  Any changes to Panorama users (add/remove) ?  Questions or concerns?  Agenda items for next meeting? FNSHO P&S Framework Forum