1. HIPAA
Security

2. HIPAA Security Presentation
Please review this presentation on HIPAA Security. When you are finished you will receive a sign-off sheet with instructions on returning it.
If you have any questions, please contact Sheila Kline at or

3. Four
Major Requirements
Under HIPAA

4. 1. Develop Administrative Procedures
Write Policies & procedures related to security of our systems
Implement a Disaster recovery plans

5. 2. Ensure Physical Safeguards
Keep Servers in a secure location
Keep Offices and file cabinets locked

6. 3. Implement Technical Security Services
Control Access – who are the users & security levels
Audit – who can access data & who did access data

7. 4. Institute Technical Security Mechanisms
User accounts and passwords
Virus protection
Firewalls
Data transfer protocols, file encryption
Secure, monitored servers
(MIS department responsibilities)

8. What Are Electronic Files?
Information stored on
Computers
Laptops
PDA’s
Floppies
CD’s
DVD’s
Zip Disks
Flash Drives
Reasonable measures need to occur to keep these items secure. Laptops, CDs, DVD’s, Floppies and Flash drives need to be stored in a locked area if they contain PHI.

9. What can you do to help?

10. Employee Security Rules
Do not use to communicate confidential information
Depaul.org is NOT secure
AWARDS messaging is HIPPA Compliant
FAX Transmissions
Use cover sheet with the DePaul disclaimer
Know who you are faxing
Dial the correct number or use speed-dial when possible
Verify receipt of fax
Keep fax machines in private areas
Conversations in public places
Be aware of where you are and who can hear you

11. Employee Security Rules
Be aware of who can hear your Voic messages or conversations on Speaker Phone
Written Correspondence
Keep confidential and secure
Do not leave PHI out in the open on your desk
Ensure that doors, desks and cabinets are locked
If you do not have a locked area to keep PHI contact your supervisor
Be aware of who can observe data you are entering or displayed on your monitor
Do not leave confidential information on your computer screen
Lock your computer before leaving your workspace for any length of time (ctrl+alt+delete)

12. Employee Security Rules
Do not install or download any software on your computer
All software on DePaul computers must be authorized by the MIS Dept.
File transfer programs can create security loop holes
Data Minor programs installed inadvertently while surfing the internet can search for data on your computer.
Phones
Do not use speaker phone when listening to voic when PHI could be discussed
Be aware of who can hear speakerphone or conference call conversations.

13. Employee Security Rules
Passwords
Never give your passwords to another user
Change often (every 3 months or sooner)
Be creative when thinking of a password.
do not store passwords near your computer.
Never login and allow other staff to access databases under your user name and password.
If a new staff person needs rights to a database – they need to contact the MIS Department.
If a staff person does not have all the rights they need to complete their job in a database – they need to contact the MIS Department – not use another staff’s database credentials.

14. Click here to access the sign-off sheet.
If you have any questions regarding HIPAA Security, please contact Sheila Kline or
Click here to access the sign-off sheet.