Subject : Electronic Health Records and Medical Office Procedures

All of this section are the letterhead

The Peoples Clinic

1100 S. Main Street

Chicago, IL 60000-0000

Phone: 555.555.0125

Fax: 555.555.0145

www.peoplesclinic.org

May 6, 20013 Comment by Francine: Date Line

Mrs. Catherine Doe Comment by Francine: Inside Address

1209 S. Paxton Street

Chicago, IL 60000-0000

Dear Mrs. Jones: Comment by Francine: Salutation

I am writing this letter to you because you have been non-compliant with treatment. As part of the treatment process, you are required to keep your appointments and reschedule if you are not able to do so. Because the Peoples Clinic has not heard from you in over a year, we have no choice but to close your case. Comment by Francine: Body of Letter

If you decide to reopen your case now or in the near future, call our intake department. We would be more than happy to reopen it and schedule you an appointment with your primary care physician. I wish you well and much success in your future endeavors.

Comment by Francine: Complimentary Close

Sincerely yours,

THE PEOPLES CLINIC Comment by Francine: Company Name

Francine Rodgers Comment by Francine: Signature (must be original in an ambulatory care setting)

Francine Rodgers Comment by Francine: Writer’s name and title

Office Manager

FR:fr Comment by Francine: Keyboarder’s identification

cc: Medical Records Department Comment by Francine: Copy sent to

Memo

To: Peoples Clinic Employees

From: Francine Rodgers, Office Manager fr

Date: June 15, 2013

Subject: Patient Confidentiality

During the past two weeks, I have received several reports that some of you have not been protecting patients’ confidentiality. Through this memo, I want to emphasize and explain to you again the importance of confidentiality and the repercussions if you do not abide by guidelines of HIPAA. Comment by Francine: Purpose

When you leave charts at the front desk with no medical receptionist sitting there, discuss patients’ information in the employees’ lounge and break rooms, and leave protected health information and identification out for everyone to see (labels, messages, sign in sheets, and faxes), you are breaking confidentiality. According to HIPAA guidelines, health care providers or workers who do not abide by the rules of protecting health information are subject to fines, penalties, and jail or prison time. You could also be subject to termination if you do not follow the rules. Comment by Francine: Discussion

As health care employees, you would need to protect patients’ health information at all cost. How would you feel if your health information was available for the world to view? Please review the documents I gave you last week on PHIs, confidentiality, and HIPAA guidelines and regulations. You can also contact the Leslie Smith, HIPAA officer, for more information. Mrs. Smith’s phone number is 555-239-0000.

You can prevent this from happening if you perform the following: Comment by Francine: Recommendation

1. Never leave a medical record at the front desk; take it to the medial records department for filing

2. Do not discuss patients’ information in break rooms and lounges. This is a HIPAA violation. You can only discuss a case if it is related to treatment, payment, and operations in a medical environment.

3. Turn a medical record to the back on the examination room’s door while the patient is waiting to see the physician

4. Shred all labels or other identifiable information that you no longer need instead of throwing it in a regular garbage container

5. Again, ask questions if you are not clear on how to protect health information by contacting me or the HIPAA officer

Thanks for your cooperation in this matter. Please remember our patients are our first priority. Comment by Francine: Conclusion

Agenda for Staff Meeting

6/25/2013

12pm-2pm

Meeting called by: Francine

Attendees:

1. Joseph Lee, MD Medical Director

2. Linda Snow, Administrator

3. Francine Rodgers, Office Manager

4. Employees of Peoples Clinic

Please bring:

Notebook, pen, and HIPAA Manual

12:00pm-12:30PM	(Review from last staff meeting) conducted by Francine Rodgers	Room 120
12:30pm-1:00pm	(Upcoming Staff trainings) conducted by Linda Snow	Room 120
1:00pm-1:50pm	(New developments and important announcements) conducted by John Lee, MD Medical Director	Room 125
1:50pm-2:00pm	[Wrap-up] [Q&A panel: All speakers]	Room 125

Additional Information:

Lunch will be provided