Network Patient Notification Toolkit Training

1. Network Patient Notification Toolkit Training Health Information Exchange (HIE) Alert Notification Process

2. Alert Notification Process • Summary of Patient notification process • State Statute 36-3801 • Sample Script for patient notification • Nurse video • What you need to know about secure sharing • Forms • FAQs

3. Summary of Patient Notification Process Arizona is an “opt-out” state Consent is not required for patient information to be shared in a health information organization(HIO). Participating providers are required to provide notice to patients of their right to “Opt-Out” of their information being shared. Patient Notification Process is required when the health care provider begins to “participate” in the HIO, that is when a provider begins to access or share data in the HIO.

4. Summary of Patient Notification Process Patient Notification Process has three (3) steps: Distribute the Notice of Health Information Practices (HIO Notice) to patients, once you begin to participate in the HIO Obtain a signature from the patient acknowledging receipt of the HIO Notice. This signature can be obtained on any form, including the health care provider’s HIPAA Notice of Privacy Practices or conditions of admission or treatment. Provide the Opt-Out Change Form or Opt Back-In Change Form to any patient who wants to change a decision regarding opting in or opting out. Send completed form to The Network via Secure Fax: (602) 324-5596 or (520) 300-8364

5. Summary of Patient Notification Process Three (3) things to remember: The Arizona HIO statute does not require that a patient receive the HIO Notice before that patient’s information is available and exchanged through the system. The Arizona HIO statute requires the signature of a patient or health care decision maker acknowledging that the patient or guardian has received, read and understands the HIO Notice. Under the Arizona HIO statute, there is no duty on behalf of the provider, to assist in gathering or completing the information on the Opt-Out Change Form, which should be used to capture a patient’s desire to opt-out of the HIO.

6. Summary of Patient Notification Process Sample language which can be placed on a Participant’s HIPAA Notice, conditions of admission or treatment, or another form prepared by the Participant: https://azhec.org/wp-content/uploads/2016/07/Summary-PT-Notification-Process_FINAL_07-2016.pdf

7. HIPAA Form • HIPAA NOTICE OF PRIVACY RIGHTS • THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY. • This Notice of Privacy Practices describes how we may use and disclose your protected health information (PHI) to carry out treatment, payment of health care operations (TPO) and for other purposes that are permitted or required by law. It also describes your rights to access and control your protected health information. “Protected health information” is information about you, including demographic information, that may identify you and that relates to your past, present or future physical or mental health or condition and related health care services. • Uses and Disclosures of Protected Health Information: Your protected health information may be used and disclosed by your emergency medical attendants, our office staff and others outside of our office that are involved in your care and treatment for the purpose of providing health care services to you, to pay your health care bills, to support the emergency medical operations, and any other use required by law.

8. HIPAA Form Treatment: We will use and disclose your protected health information to provide, coordinate, or manage your health care and any related services. This includes the coordination or management of your health care with a third party. For example, we would disclose your protected health information, as necessary, to an emergency room physician who sees you to ensure that the physician has the necessary information to diagnose or treat you. Payment: Your protected health information will be used, as needed, to obtain payment for your health care services. For example, obtaining approval for the treatment and refer services may require that your relevant protected health information be disclosed to the health plan to obtain approval for the costs. Healthcare Operations: We may use or disclose, as needed, your protected health information in order to support the business activities of the emergency medical services. These activities include, but are not limited to, quality assessment activities, employee review activities, training of emergency medical attendants, licensing, and conducting or arranging for other business activities. For example, we may disclosure your protected health information to medical school students that train with our employees. We may use or disclosure your protected health information in the following situations without your authorization. These situations include: as Required by Law, Public Health issues as required by law, Communicable Disease Health Oversight: Abuse or Neglect: Food and Drug Administration requirements: Legal Proceedings: Law Enforcement: Coroners, Funeral Directors, and Organ Donation: Research: Criminal Activity: Military Activity and National Security: Workers’ Compensation: Inmates: Required Uses and Disclosures: Under the law, we must make disclosures to you and when required by the Secretary of the Department of Health and Human Services to investigate or determine our compliance with the requirements of Section 164.500.

9. HIPAA Form Other Permitted and Required Uses and Disclosures will be made only with your consent, authorization, or opportunity to object unless required by law. You may revoke this authorization, at any time, in writing, expect to the extent that an emergency medical attendant or another of our employees have taken an action in reliance on the use or disclosure indicated in the authorization. Your Rights Following is a statement of your rights with respect to your protected health information. You have the right to inspect and copy your protected health information. Under federal law, however, you may not inspect or copy the following records, psychotherapy notes; information compiled in reasonable anticipation of, or use in, a civil, criminal, or administrative action or proceeding, and protected health information that is subject to law that prohibits access to protected health information. You have the right to request a restriction of your protected health information. This means you may ask us not to use or disclose any part of your protected health information for the purposes of treatment, payment or healthcare operations. You may also request that any part of your protected health information not be disclosed to family members or friends who may be involved in your care or for notification purposes as described in this Notice of Privacy Practices. Your request must state the specific restriction requested and to whom you want the restriction to apply.

10. HIPAA Form Buckeye Fire-Medical-Rescue Department is not required to agree to a restriction that you may request. If Buckeye Fire-Medical-Rescue Department believes it is in your best interest to permit use and disclosure of your protected health information, your protected health information will not be restricted. You have the right to request to receive confidential communications from us by alternative means or at an alternative location. You have the right to obtain a paper copy of this notice from us *upon request, even if you have agreed to accept this notice alternatively, i.e., electronically. You may have the right to have Buckeye Fire-Medical-Rescue Department amend your protected health information. If we deny your request for amendment, you have the right to file a statement of disagreement with us and we may prepare a rebuttal to your statement and will provide you with a copy of any such rebuttal. You have the right to receive an accounting of certain disclosures we have made, if any, of your protected health information. We reserve the right to change the terms of this notice and will inform you by mail of any changes. You then have the right to object or withdraw your consent as provided in this notice.

11. HIPAA Form Complaints You may complain to use or to the Secretary of Health and Human Services if you believe your privacy rights have been violated by us. You may file a complaint with us by notifying our privacy contact of your complaint. We will not retaliate against you for filing a complaint. This notice was published and becomes effective on or before January 9, 2017. We are required by law to maintain the privacy of, and provide individuals with, this notice of our legal duties and privacy practices with respect to protected health information. If you have any objections to this form, please ask to speak with our HIPAA Compliance Officer in person or by phone at our Main Phone Number. I acknowledge receipt and have read and understand the Notice of Health Information Practices regarding my provider’s participation in The Network, the statewide Health Information Exchange (HIE), Signature below is an acknowledgement that you have received this Notice of our Privacy Practices and it does not legally impact you in any other way. ______________________________ Printed Name ________________________________ Signature ________________________________ Date

12. HIPAA Signature Insert HIPAA on ZOI Screen Shot

13. Patient Signature The Notice of Health Information Practices. You should capture the signature once the Patient has read the Notice. Once the patient is informed they don’t need to read the form again but should be given the opportunity to verify that they have read it in the past. We are keeping the signatures for our own records as the Network doesn’t collect them from the Participants The two most important things to remember are: The HIE is not legally accountable for this, you are The goal is to insure your patients are aware of their rights as it relates to their PHI in the HIE.

14. Applicable State Statutes Title 36 ARS Title 36,Chapter 38, Article Sections 3801– 3809 36-3801.Definitions 36-3802. Individual rights 36-3803. Voluntary participation in health information organizations 36-3804. Notice of health Information practices 36-3805. Disclosure of individually Identifiable health information 36-3806.Required policies 36-3807.Implementing individual preference for sharing individually identifiable health information 36-3808. Subpoenas; certification requirements 36-3809. Healthcare providers; duty to maintain Medical records https://azhec.org/wp-content/uploads/2016/05/AZ-HIO-Statute_FINAL_05-2016.pdf

15. Sample Script for Patient Notification You may have noticed health care providers no longer keep paper records. Electronic medical records allow doctors & nurses to coordinate care better. Electronic medical records are shared securely by healthcare professionals PROVIDE A COPY OF THE HIO NOTICE TO THE PATIENT/GUARDIAN The HIP explains how the system works, if you like it please read and sign. If you do not want your health information shared in your care, you may opt out. HERE ARE SOME THINGS TO CONSIDER: You can prevent doctors from sharing your information, but if the doctor is part of a group it may prevent them from coordinating care in the Network. You may ask which doctors and nurses looked at your information, and you may ask to correct your health information for accuracy when care is provided. The choice is yours and it will not affect your ability to seek medical care HAVE THE PATIENT SIGN THE HIPAA NOTICE https://azhec.org/wp-content/uploads/2016/05/Sample-Script-for-Staff_FINAL_05-2016.pdf

16. Nurse Video https://vimeo.com/80005791

17. What You Need to Know About Secure Sharing Better health care can be provided by sharing your health information electronically. This sharing is done through an electronic information exchange called The Network, operated by Arizona Health-e Connection (AzHeC). Secure sharing of your health Information has many benefits: Better care during emergencies Prevention of errors and harmful drug interactions Lower overall costs due to duplicate tests https://azhec.org/wp-content/uploads/2016/05/What-You-Need-to-Know-English_FINAL_05-2016.pdf

18. Forms to be Carried Summary Patient Notification Process Notice of Health Information Practices Notice of Health Information Practices in Spanish Opt-Out Change Form English Opt-Out Change Form Spanish Release of Information Form English Release of Information Form Spanish OPT Back In Change Form English OPT Back In Change Form Spanish https://azhec.org/the-network/the-network-patient-notification-toolkit/

19. FAQs

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24. Questions Thank you for participating! Questions, contact the AzHEC for more information https://azhec.org/