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NAPHSIS ANNUAL MEETING 2013 PHOENIX, ARIZONA NAPHSIS Security Committee Security Reminders Sue Bordeaux-Oklahoma Gary Thompson-West Virginia. SECURITY COMMITTEE RESPONSIBILITIES
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NAPHSIS ANNUAL MEETING 2013 PHOENIX, ARIZONA NAPHSIS Security Committee Security Reminders Sue Bordeaux-Oklahoma Gary Thompson-West Virginia
SECURITY COMMITTEE RESPONSIBILITIES Examine security issues as they pertain to the needs of NAPHSIS members and recommend solutions or best practices to address them. Update the NAPHSIS website-Security Section providing resources to assist the membership.
SECURITY COMMITTEE ACTIVITIES Monthly Committee Calls Establish Security Guidelines Assist jurisdictions with security/fraud issues Bring awareness to the membership of possible security/fraud issues Update the NAPHSIS Security Site-State Fraud Contact List, National Notary List, Federal Contact List Participate in NAPHSIS Regional/Annual Meetings
SECURITY GUIDELINES Section 1-DELAYED REGISTRATION Section 2-OUT OF INSTITUTION BIRTHS Section 3-CERTIFICATION OF BIRTH Section 4-ACCESS TO VITAL RECORDS Section 5-ISSUANCE OF CERTIFICATION OF BIRTH Section 6-PHYSICIAL SECURITY MEASURES Section 7-DESTRUCTION OF ORIGINAL VITAL RECORDS & OTHER DOCUMENTATION CONTAINING CONFIDENTIAL & SENSITIVE INFORMATION Section 8-CORRECTION & AMENDMENT TO BIRTH RECORDS
GUIDELINES-QUICK REVIEW DELAYED REGISTRATION Proper searching Validation of the event/documentation OUT OF INSTITUTION BIRTHS Proper searching Validation of the event/documents DO THE FACTS ADD UP?
GUIDELINES-QUICK REVIEW CERTIFICATION OF BIRTH (Safety Paper) Layers of Security Trusted Vendor ACCESS TO VITAL RECORDS Authorization Eligibility to Obtain Identification Requirements Application Requirements
GUIDELINES-QUICK REVIEW ISSUANCE OF CERTIFICATION OF BIRTH Authorization Eligibility to Obtain Identification Requirements/Validation Application Requirements Safety Paper Security PHYSICIAL SECURITY MEASURES Validation of Identification Confidentiality/Maintenance Security Process/Facility/Paper Validation of documentation
GUIDELINES-QUICK REVIEW DESTRUCTION OF ORIGINAL VITAL RECORDS & OTHER DOCUMENTATION CONTAINING CONFIDENTIAL & SENSITIVE INFORMATION Maintaining Original Records Retention and Preservation of Paper Records Backup production issuance systems-tested/ready Shredding Outside Vendors for Destruction Other Confidential & Sensitive Information CORRECTION & AMENDMENTS TO BIRTH RECORDS Corrections Amendments
SEGREGATION OF DUTIES Processes where fraud has been detected: Receipt of Monies vs. Printing vs. Issuance Fraudulently filed Delayed Registrations Fraudulently filed Out of Institution births
GET INVOLVED • Train your employees • Review your processes • Stay alert and aware • Participate by reporting events of possible security/fraud issues to NAPHSIS
GET INVOLVED • Share your experiences • Request NAPHSIS assistance • Keep us current on the security/fraud contact person for your State • Become a member of the NAPHSIS Security Committee
SECURITY COMMITTEE PARTICIPANTS Robin Rodriguez-AZ Cheryl Roland-AR Debbie Balsley-CA Linette Scott-CA Diana Peters –CA Ronni Vasconcellos-CA Theresa Gonzalez-CA Joel Wade-CO Monica Davis-DC Sylvia Luna-Lopez-DC Stephanie Lockridge-GA Ken Bramlett-GA Donna Calabrese-KS Tammy Weaver-MI David Brown-MS Michelle Zeilman-MO Lexi Hall-MO Jim Meany-NY Geraldine Harris-TX Rich McCoy-VT Janet Rainey-VI Gary Thompson-WV Linda Langlois-WI Patricia Potrzebowski-NAPHSIS Will Whitman-NAPHSIS Mark Flotow-IL-NAPHSIS Kelly Baker-OK-NAPHSIS Garland Land-NAPHSIS Chuck Hardester-NAPHSIS
CONTACT INFORMATION naphsis.org Security Committee Sue Bordeaux-OK Chair sueb@health.ok.gov 405-271-8552 Chuck Hardester-NAPHSIS NAPHSIS Security hcpnjl@aol.com