1. Confidentiality AND HIPAA
A Job Shadowing in Health Careers Training Module

2. Instructions for this Course
Move through the slides by clicking on the “Next” button.
Answer all the questions and click the “Submit” button. You must get the answer correct before you will be permitted to continue through the course.
Your certificate will be ed or mailed to you.

3. Objectives When you complete this course, you will be able to:
Understand what job shadowing at a health career entails.
Identify types of confidential information.
Describe best practices for safeguarding information.
Identifying your responsibilities for protecting information.
Identifying consequences for violations.

4. Job Shadowing in Health Care
Job shadowing is a great opportunity for you as it helps you learn more about a career you are interested in, and exposes you to what a day in the life of that practitioner looks like.

5. What is a ‘healthcare career’?
There are a range of job opportunities in the health care field.
Each health career requires different skills, interests, and aptitudes.
Each involve varying degrees of patient contact.
Know your own skills & interests:
Job shadowing can help you determine your interest and career path!

6. Why choose a healthcare career?
Making a difference
Job growth & stability
Job availability at all levels of schooling
Constantly learning new skills
Income
Transferable skills

7. A few things to consider…
Job shadowing at a health care facility is a privilege.
During this learning experience, you are expected to act professionally.
Follow all policies and directions you may be instructed to follow.
Be open to job shadowing experiences in multiple areas you may be interested in.

8. A few things to consider…
Make the most of your time! Ask questions!
Prepare yourself mentally for the experience.
Health care professionals are happy to have you there, so enjoy the experience!

9. Dress for success Follow the dress code of each facility.
A few guidelines to follow:
Wear flat, comfortable, closed-toed shoes
Dress in layers: temperatures may vary at each facility.
Do not wear:
Jeans, sandals/open-toed shoes, sleeveless shirts, shorts, t-shirts,

10. Privacy and Information Security
No matter where you job shadow or what you do within the health care system, you are responsible for understanding and following all privacy and security policies.

11. Types of Confidential Information
There are different types of confidential information.
Information about patients: name, address, date of birth, medical history, SSN, pictures
Information about employees: driver’s license number, SSN, bank account numbers
Information about the facility: financial & operational information, trade secrets, system passwords

12. Protecting Confidential Information
There are two things to remember about protecting confidential information:
Access information only if you need it to do your job.
Share information only with others who need it to do their jobs.

13. Test your Knowledge-1 Which of the following is NOT confidential?
Patient or employee social security numbers
Patient age and weight
Hospital address
Organization financial data
Passwords
Plan of care
Clinical test results
Patient insurance Information
Medical History

14. Health Information
Health information is protected if it directly or indirectly identifies someone.
Direct identifiers: individual’s name, social security number, driver’s license number
Indirect identifiers: information about an individual that can be matched with other available information to identify the individual.

15. How is Information Stored?
Confidential information is stored and shared in the following ways:
Verbal communication
Paper documents
Electronic Data

16. Verbal Communication
When talking about confidential information make sure you are:
Sharing only with someone who needs to know the information to perform their job.
Speaking where others (including patient family members and friends) cannot hear, if possible.
Giving only the minimum amount of information necessary

17. Verbal Communication
When talking about confidential information, be aware of your surroundings!
Avoid discussing in public areas such as cafeterias or elevators.
Keep your voice low if the conversation has to occur in an open area.

18. Test your knowledge-2
You need to discuss test results with a patient while there are visitors in the room. Do you:
Ask the patient if it will be ok to discuss the topic in front of the visitors.
Ask the visitors to step out of the room for a few minutes while discussing the test results.
Discuss the test results while the visitors are there, they are family after all.

19. Personal Health Information
Personal Health Information (PHI) can be stored in either electronic form or paper/hard copy form.
This information is also protected, even if it is your own, and requires written authorization before it can be disclosed.

20. Test Your Knowledge-3
You have access to health records and want to see your own. Do you:
Tell your supervisor that you will access your own health records.
Access your records without informing anyone since they are your own.
Complete the authorization form and wait for approval before reviewing your own records.

21. Tips for Releasing PHI
Review information before sending to make sure you are only sending what is necessary.
Double check the address, fax number, or mailing address.
On the fax cover sheet always mark or write that the fax you are sending contains confidential information.

22. Test Your Knowledge-4
Your best friend texts you that she has forgotten the time of her appointment today. She gives you verbal authorization to look up her information.
Which of the following is correct:
Look up her appointment information and text back.
Refer your friend to the clinic or registration.

23. Test Your Knowledge- 5
A friend’s wife just had a baby at the hospital you are at. Which of the following can you do?
Look up her information to find the room number to congratulate her.
Congratulate her on Facebook.
All of the above.
None of the above.

24. Disposing Confidential Information
Never place confidential information in the trash!
Cross shred or place in secure disposal bins.
Even when getting rid of electronic equipment with PHI, these are sometimes physically destroyed (hard drives).

25. Protecting Electronic Data
Confidential information stored on electronic devises requires special measures to keep it private. Protect confidential information stored electronically by:
Avoiding internet threats
Ensure that data is encrypted
Use social media sites appropriately
Create strong passwords and those update regularly
When it comes to the internet, if you are not sure it is safe, do not click on the links, download files, or reply to s.

26. Social Media Use
As you know, social media sites allow you to easily share information with your friends and the public.
NEVER post protected health information or confidential information of any kind on social media.

27. Test Your Knowledge- 6 Which Facebook post is appropriate? A B C D
Johnnie Doe: Great day at work today! A
Susie Smith: Glad you had a great day! My “favorite” patient was in the clinic again today & still not compliant with his meds  B
Brian White: I had an awesome day too!
Betty Brown: We had a local celebrity in our unit today. I’ll text you some details! C
Jimmy Jones: John, just sent you a gruesome pic of a chest wound I saw in the ER today! D

28. Passwords Follow safe practices for your computer password:
Use strong passwords
Keep your password confidential & secure
Do not allow anyone else access to the system under your ID
Do not leave your computer station unattended without locking it first

29. Test Your Knowledge-7
True or False: A coworker forgot her password and has asked to use yours while she sorts it out with the IT department. It’s ok for her to use your login information since you are next to her watching.

30. Why does HIPAA matter?
Health information is one that people consider the most private
Every institution has their own disciplinary actions for violations
There can be civil penalties for violations
Up to $1.5 million per year per violation
There can be criminal penalties for violations
Up to $250,000, imprisonment of up to ten years, or both for intentional violations
Fines of $100-$50,000 for unintentional violations
Lawsuits

31. Test Your Knowledge- 8
Health information that contains at least ___ patient identifiers is protected under HIPAA. 1 5 10 15

32. Test your knowledge- 9
A intentional HIPAA offense may result in which of the following:
$250,000 fine
$150,000 fine
$100,000 fine
$25,000 fine

33. Reporting Breaches
If you are aware of or suspect a violation, you are required to report it to your supervisor or a compliance officer. Failure to report a violation is a violation!

34. Test Your Knowledge-10
You observed something that could be a violation. What do you do?
I’m unsure and don’t want to get anyone in trouble. I keep it to myself.
I let my supervisor know; they’ll know how to proceed.
Remind the violator of the rules and tell them not to repeat the offense.

35. Reminders Dress the part and act professionally!
Ask questions and learn as much as you can!
Do not share patient information!
Enjoy your time!
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