UAMS ADMINISTRATIVE GUIDE

NUMBER: 3.1.30
DATE: 04/01/03
REVISION: April 2007

SCOPE

UAMS Workforce

DEFINITIONS

UAMS Workforce means employees physicians, volunteers, residents, students, trainees, visiting faculty, and other persons whose conduct, in the performance of work for UAMS, is under the direct control of UAMS, whether or not they are paid by UAMS.

POLICY

UAMS will provide to the UAMS Workforce the appropriate education and training necessary to comply with the HIPAA Regulations, and the UAMS HIPAA-related policies and procedures related to the individual’s role and specific job duties at UAMS. See HIPAA Training Matrix for additional information. Materials for the mandatory HIPAA training must be approved by the UAMS HIPAA Office.

PROCEDURE

All HIPAA training completed by any of these individuals will be recorded in the UAMS  Training Tracker System or manually maintained by the UAMS office assigned to the specific training.

A.  General HIPAA Training:   All Physicians and other Healthcare Professionals with FGP or AHEC provider billing   numbers, Fellows and Residents must complete the HCCS HIPAA Intranet Training Module within sixty (60) days of their appointment date.  User IDs and Passwords for this training may be obtained by contacting the FGP Compliance Office at (501) 603-1219. The link for HCCS training is at http://intranet.uams.edu/hccs 

• All employees who attend New Employee Orientation will receive HIPAA training-at that time. Employees will be required to sign an Attestation establishing that the employee completed the required HIPAA training.
• All other employees of UAMS who do not attend Orientation must complete an officially sanctioned UAMS HIPAA training program. Employees are required to sign an attestation establishing that the employee completed the required training program within 30 days of hire date.
• All UAMS students will receive HIPAA training instructions as part of Orientation. Students will either sign an attendance sheet for the HIPAA Office to use to sign-off as completing the HIPAA training requirement or sign a Review and Acknowledgment of Completion and return to the UAMS HIPAA Office #829 within 2 weeks after Orientation.
• All Volunteers sponsored by UAMS will receive HIPAA training coordinated through the appropriate Office of Volunteers and approved by the UAMS HIPAA Office.
• All UAMS Official Visitors will receive HIPAA training. The UAMS Sponsor of the Visitor must provide HIPAA training materials and obtain a signed UAMS Confidentiality Agreement from the Visitor.

For all other persons, including affiliated students, refer to the HIPAA Training Matrix.

B.  Research HIPAA Training:    UAMS  workforce  working  with  human subjects  for  research  purposes  should  complete  the  HIPAA  research  training along with the IRB Human Subjects Training. http://www.uams.edu/rsra/Training/Training.htm  This includes the principal investigator, co-investigators and research staff including, but not limited to, research associates, research assistants and study coordinators.

C.  HIPAA Related Policy and Procedures Training:  It is the responsibility of the individual’s supervisor to provide employee training on UAMS HIPAA-related policies and procedures specific to the individual’s area of responsibility.