HIPAA Hints Accessing Educational Not All Materials for Your Shredders Patients is Simple are Created By Carol Smith, BSN, RNC-NIC Equal Finding and sharing good resources with you as you work with our patients and families is one of the most important things we do in Patient Education. Providing supportive written materials is a top priority. As we have all become more familiar with using Lexi-Comp to access our drug information we have begun to branch out and use this as a resource for condition/procedure information as well. Lexi-Comp contains a variety of documents that are routinely updated and may be used in addition to the documents found in the UAMS Patient Education database (that is accessed through Adobe Acrobat). In order for us to combine the use of these two programs we are trying to minimize duplications. Each year, we review the documents we create in the Patient Education database. As we review the general condition/procedure documents that we created, we will delete documents that are also contained/ duplicated in the Lexi-Comp program. Documents that are UAMS-specific or are not available in LexiComp will remain in our database. If you find that a document has been deleted from the database, that you still need, contact the Patient Education Department at (501) 686-8084 and let us know. If you want to request the creation of a document, we will review what is available through Lexi-Comp before we start. This will also help minimize duplications. To access Lexi-Comp through Sunrise, follow these steps: 1. Click the wrench (next to the exit door) in the toolbar. 2. In the Clinical Resources box click “Drug Education for Patients and Families” —OR— under Common References click on “Lexi-Comp.” 3. In the upper left corner, click the patient education box. 4. Choose either “condition/procedure lookup” or “medication lookup.” Patient Education Continued Page 9 UAMS has a contract with ShredSmart to provide shredding to the campus, and locked shred bins are available throughout the campus for the disposal of Protected Health Information (PHI). Personal shredders may also be used by employees, but not all shredder models are effective for destroying documentation. Avoid using strip cut shredders. While these are no longer as available as other models, strip cut shredders cut paper into ribbons. The resulting cuts are easier to reassemble. Cross cut shredders have blades that will cut a document crossways resulting in diamond shaped paper clippings that are very difficult to reassemble. Finally, there are confetti shredders. The blades on these machines will cut a document into very small rectangular cuts. Reassembly of documents cut in this manner would require the resources of a forensics lab. If you are using a shred machine in your work area or home, make sure it is a cross cut or confetti shredder. Consider the following when disposing of paper PHI in your work area: • Use locked shred bins for disposal. • It is never acceptable to dispose of PHI in the regular trash without properly shredding. • Place shredder machines in a convenient location. If you plan to purchase a shredder, a “cross cut” or confetti shredder is recommended as the security standard. • Encourage all staff to use the shredder machines. • Shred daily. For further information consult UAMS Policy 3.1.38Safeguarding PHI. If you have any questions or concerns about HIPAA, e-mail us at HIPAA@uams.edu or call (501) 603-1379.
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