Welcome to the Champ Software Topical Webinar Series!

1. Welcome to the Champ Software Topical Webinar Series! Charting Security Please remember to place your phone on mute and do NOT place your phone on hold.

2. Charting Security • Agenda: • Charting • Editing Content of Charting • Locking • Program Specific Requirements • Audit Viewer • E-Signatures • Tablets/Laptops in the Field • HIPAA / System Integrity

3. Charting Editing Content:Recommendation – do not edit content of a service once it’s been locked; create an amendment or an addendum to that service by creating another service What do you do? Locking:Recommendation – Lock your service after you have completed your charting. I would not wait for auto lock. What do you do? Program Specific: Pathways help to ensure that all information required is collected Self Audits – did I forget anything? Build reports to appear at the client level of on demand report with “missing” information. This can be completed by the clinician after they have completed their charting.

4. Charting What should you do at your agency? Policy and Procedures / Guidelines How do you document your visits at your agency? What are your program specific requirements? What is your security policy for records at your agency? *Sample Guideline Why is it important? turn over; audits

5. Charting Audit Viewer: Have you looked at the Audit Viewer in Nightingale Notes? E-Signature: New feature that will be coming to Nightingale Notes!

6. Tablets /Laptops in the Field Are they safe? No Personal Health Information is stored locally on electronic device since Nightingale Notes is web based. How to safeguard yourself? Only log into one persons chart at a time. Make sure you don’t leave your laptop unattended. If you need to walk away from it, log out of the application OR Close computer in the case of a laptop. Use a charting application that includes an automatic log off feature if you are inactive for a set amount of time.

7. HIPAA How is Nightingale Notes HIPAA compliant? Each employee has a unique login to NN which is not to be shared. Nightingale Notes requires re-authentication if a user has been idle for more than 30 minutes. A Nightingale Notes user will be locked out after 5 invalid logon attempts. An admin has to unlock the account before they can attempt another logon. Need to share at least one program assignment between Employee and Client to view client record.

8. HIPAA How is Champ Software as a company HIPAA compliant? All ePHI is stored on servers hosted by BlueBox. BlueBox privacy and security policies and procedures are defined by BlueBox and outlined in the Nightingale Notes IT packet. Champ will notify an agency via certified mail if their data has been breached either through our physical or electronic property, or through that of a Business Associate, like BlueBox.

9. HIPAA What is Champ Software’s policy? This process includes assessing risk of a loss or potential unauthorized acquisition of client information ePHI, as defined below, and taking action when an actual loss or unauthorized acquisition occurs. It is the policy of CHAMP Software, Inc. to monitor, evaluate and assess risks of Information Security Breach events. It is Company policy to respond to any Information Security Breach event and to take appropriate action, notifying clients and third parties as required by law and contractual obligations and notifying law enforcement bodies when necessary or appropriate. CHAMP Software, Inc. will execute any necessary immediate mitigation immediately in the event of an Information Security Breach and as appropriate in the event of a Security Incident. The CEO, CFO, and COO will be notified if it has been determined, or there is reason to believe there has been potential access or acquisition of multiple customer/consumer ePHI by an unauthorized person such that assistance from outside law enforcement may be appropriate.

10. System Integrity Back-ups: -nightly back ups are done -if there is a crash the most you would lose would be one day’s worth of data -the back-up is stored at a separate data center location for disaster recovery preparedness purposes Server & Security Reliability: -server is hosted by BlueBox in a very secure, Class A data center -BlueBox is audited yearly to maintain their certificationData Center: -security features include multi-layerd access control points, biometric devices and badge scanners, secure cages and locking racks -hosting provider is equipped with video surveillance covering all areas of the data center and triggering round the clock monitoring alerts when motion is captured within the facility -employees undergo criminal background checks. -control data access to employees by limiting access to only those that are mission critical engineering staff.

11. Discussion / Questions / Comments?

12. Thank You for Participating & Attending Today! Stay tuned for our next webinar! Tuesday, August 26 from 10-12CT Topic: Pathways 101 If you have any suggestions for other Topical Webinar subjects please feel free to email me at: norah@savardconsulting.ca