confidentiality practices are comprehensive and integrated into every aspect of our operations.
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Industry Best Practices: Guidelines from organizations such as the National Committee for Quality Assurance (NCQA) and the American Health Information Management Association (AHIMA) influence our standards and ongoing improvements.
g. Implementation and Continuous Improvement
Procedural Implementation
To ensure that our confidentiality policies are executed effectively, the following step-by- step instructions must be followed:
1.
Data Collection:
– Ensure that all client and employee information is collected using secure, standardized forms and systems. – Obtain and document informed consent prior to data collection. 2. Data Storage: – Store all electronic records in the encrypted Centralized Electronic Records System. – Store physical records in locked, secure storage, and update regularly to avoid redundancy. 3. Access Control: – Implement role- based access controls; verify that each staff member’s digital credentials are current and monitored. – Staff must log out immediately after finishing work sessions, particularly when using shared computers. 4. Transmission: – Use secure, encrypted channels for electronic communication and file transfer. – Verify that all physical documents sent between offices are packaged securely and transported with chain-of ‑ custody documentation.
5.
Reporting Breaches:
– Follow immediate reporting protocols for any breaches, fill out the Incident Report Form, and notify the Privacy Officer. – Initiate a root cause analysis and implement corrective actions as outlined in the CAP. 6. Ongoing Training:
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