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How to Process an Access Request for Security Camera Images

Posted on June 12, 2018 by Jean Eaton in Blog, Uncategorized

Have you ever said… “If only I had someone to ask!”

Each month, we discuss your questions about practice management, human resources issues, clinic management best practices, procedures, resources, practical privacy tips, and more in Practice Management Success membership.

In this Q&A, we're talking about:

How to Process an Access Request for Security Camera Images

A patient has requested access to the video security images at my clinic.

What do I do now?

I have received two inquiries from clients lately about disclosing images from surveillance cameras.

In one situation, there was a patient incident in the patient reception area. The patient requested access to the video footage.

In another situation, a patient was suspected of stealing cash from a staff members’ personal coat pocket. Charges were laid by the police, and the clinic manager was anticipating making the images available to the police if requested.

If you have a security camera in your healthcare practice, you need policies and procedures to control how the images will be used, how to advise your patients and staff that you use security cameras and how you will respond to an access request or security incident.

Here are my tips to help you to prepare your security camera policy.

Security Cameras To Provide Safety and Security

We often choose to implement surveillance cameras to provide safety and security for staff and patients. This is primarily intended to deter theft of equipment and records and to monitor for potentially wrongful and illegal activities by patients, visitors, or employees of the clinic.

Patients, staff, and visitors expect that their privacy and confidentiality will be respected and that the images will be used appropriately. As a custodian, you need a written policy and procedure to ensure good business practices, meet privacy legislation, and ensure that individuals have access to their own information.

Security Camera

Keep The Images for the Least Amount of Time Necessary

Remember that collecting and keeping the least amount of information necessary for the intended purpose is a good privacy practice.

If you have a security incident, you probably will be able to recognize it right away or within a few weeks of the event.  Keep only the images that are needed to manage a security incident and delete the remaining images. Keeping all digital images longer than is necessary is not recommended.

Many security systems will over-write the images on a 15 or 30 day cycle.

 

What To Do If An Incident Occurs

If an incident occurs, the video should be reviewed immediately by the authorized custodian.

If you think that the images will be required in the future, copy the required video to a DVD or other memory device. Store the memory device at a secure, offsite location for at least a one (1) year period under the control of the custodian.

In the event that a patient requests access to their own images or if there is the potential for involvement of other people such as the police, insurance, or the Office of the Information and Privacy Commissioner (OIPC), to access the videos in an investigation of a (suspected) security and privacy breach, take the following steps.

  • Export the video images from the security system into a video file format and stored to a separate memory device (DVD, USB, etc.)
  • Transfer the video images to still images, if needed.
  • Review the images and ‘sever’ to remove or obscure the identities of other individuals in the images. 

 

Access Requests

These recordings  probably contain personal information as defined under the Personal Information Protection Act (Alberta) (PIPA).

The patient or client can request access to their own identifying information.   Use your your current access and release of information policies to guide you to process this request.

I always prefer to have requests in writing so that I can be certain of the details of the request and can confirm the identity of the requester.

The attending custodian or business owner must authorize the release of the information.

Do you need a Security Camera Privacy Policy template?

Privacy policy templates and other tips, tools, and training for your healthcare practice, become a member of Practice Management Success!

Get Your Practice Management Success membership
access request for CCTV images, Access Request for Security Camera Images, healthcare, policy template, security camera policy template, video surveillance images

Why Third-party Vendors Are About to Become a HUGE Risk to Your Business

Posted on January 21, 2018 by Jean Eaton in Uncategorized

Why Third-party Vendors Are About to Become a HUGE Risk to Your Business

Kimberly Shutters, BCS

Founder and CEO of HIPAA alli

Recorded Live Tuesday, January 23, 2018
1030 MST (1230 EST)

Replay is ready!

Select the >> Arrow to start the replay!

If you don't have a speaker or headset, you can listen to the audio through your telephone. Dial +1(425) 440-5010 Pin Code 386568# (long distance charges may apply)

 

Click Here to Download Your Learning Resources Guide!

     10 Key Steps to Prevent a Privacy Breach

 

Questions? Send an email to Jean.

 

10 Key Steps To Prevent a Privacy Breach

Posted on January 6, 2018 by Jean Eaton in Uncategorized

Protect your business from errors, omissions, or attacks that could result in complaints, fines and even jail time!

Stop taking privacy for granted and start thinking how you can improve privacy for your business. It doesn't take a lot of effort to improve privacy in a big way.

Discover the top 10 key steps that you can make right away to prevent a privacy breach.

10 Key Steps To Prevent a Privacy Breach
10 Key Steps to Prevent a Privacy Breach

 

 

 

 

 

 

 

Get instant access here

You will also benefit from the occasional Privacy Nugget tips by email of similar privacy resources and articles that you can use right away!

 When we know better, we can do better…

Jean Eaton is constructively obsessive about privacy, confidentiality, and security especially when it comes to the handling of personal health information. If you would like to discuss how I can help your practice, just send me an email. I am here to help you.

Jean L. Eaton
Your Practical Privacy Coach
INFORMATION MANAGERS

Document Management Tip, Practical Privacy Coach, prevent a privacy breach

Thank you!

Posted on September 14, 2017 by Jean Eaton in Uncategorized

Thank you for your time and your valuable input!

Your replies will help me to design a membership group that will help you start, grow, or fix annoying problems in your healthcare practice.

 

You can download 9 Steps to Hiring Employees Into Your Healthcare Practice right away! Click on the image to start your download.

Watch your email in-box for news on the launch of Practice Management Success.

I'd like to invite you to head on over to our Facebook business page for more great information!

Invite your colleagues to answer this survey and receive their own copy of 9 Steps to Hiring Employees.

Your responses to the survey appear below:

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To Your Practice Management Success

Posted on September 12, 2017 by Jean Eaton in Uncategorized

Every single healthcare business wants to be the best at what they do. They want to provide great customer service, provide quality healthcare services, be a good employer and to make a viable and profitable business.

And sometimes you need some help to do that. When you get the right help, it makes the world of difference to you.

I want to help you with that.

To Your Practice Management Success

I am preparing to launch a new on-line membership – Practice Management Success!

Practice Management Success will have great tips, tools, templates, and training that you can use right away AND an on-line community of clinic managers, medical office managers, and practice managers just like you to help you in your practice.

Membership will be open to all healthcare practices of any size – physicians, optometrists, audiologists, dentists, chiropractors, physiotherapist, nurse practitioners and more!

Designed To Meet Your Needs

Would you help me by answering a few questions to help me design Practice Management Success to meet your needs?

Just answer the questions below.  It will take you less than 3 minutes to complete.

I really appreciate your input to design the best membership resource for you!

 


[simple_questions id=11]

 

 

 

When you complete the survey, enter your name and email address to instantly receive a free e-book, 9 Steps to Hiring Employees for Your Healthcare Practice.

 

 

 

 

 

If you have any questions, concerns or suggestions you can email me directly: 

 

To Your Practice Management Success!

Jean L. Eaton, Your Practice Management Mentor

Reasonable Safeguards – Acupuncturists

Posted on May 7, 2017 by Jean Eaton in Uncategorized

 

I am honoured that you choose to spend your time with me today. Thank you for the opportunity to share my obsession about privacy, confidentiality and security with you!

Please note: You asked me some great questions during the workshop on May 7. This Learning Resources Guide contains additional resources for you!

Jean, Your Practical Privacy Coach

 

College and Association of Acupuncturists of Alberta

Reasonable Safeguards – Myth Busters!

May 7, 2017    Red Deer, AB

Learning Resource Guide ©

Jean L. Eaton, CHIM, BAdmin, CC

Your Practical Privacy Coach

Information Managers Ltd.

www.InformationManagers.ca

“When you know better, you can do better.”

How did this workshop help you? What did you learn? Do you have any questions?

I'd love to hear from you – please send me an email with your comments and questions.

Send me an email with your feedback!

Here are your resources:

Click Here to Download Your Learning Resources Guide – Updated!

 

Evaluation

 

FREE 15-minute Privacy Breach Awareness On-line Training That You Can Share!

 


Privacy Awareness in Healthcare: Essentials – on-line training course

As an employer and health care provider, you are responsible to provide training to all  your employees about privacy awareness. If you don’t provide the training, if the employees don’t understand the policies and there is a privacy breach, then the healthcare provider is more likely to be held accountable under the legislation and face penalties including fines and even prison!

Protect your organization and your patients. Equip your staff with the information they need to confidently and correctly handle personal health information.

Healthcare businesses who want employee and supervisor level privacy awareness training to support key policies, procedures and risk management programs need a privacy awareness training program.

I am delighted to share with you a new course,

Privacy Awareness in Healthcare: Essentials

I have delivered privacy awareness training for many years to healthcare providers and their support teams.

Now, I have the great pleasure to work with Corridor Interactive to develop the course content. Privacy Awareness in Healthcare: Essentials provides a privacy awareness training program available on demand using Corridor Interactive’s technology platform to provide an efficient, integrated solution.

Understand basic healthcare privacy principles and how to handle personal health information, use safeguards, and recognize and report a privacy breach.

Developed by Corridor’s team of seasoned software specialists and instructional designers, this unique online learning application is the optimum vehicle for delivering learning content. Track annual privacy awareness training through our online platform to demonstrate your compliance with legislation.

Privacy Awareness in Healthcare Certificate – $25  per subscription

I have used Corridor's Privacy Awareness in Healthcare: Essentials online training program. The course has helped satisfy the training requirements of the Health Information Act. Staff go through the course at their own pace while we monitor to ensure completion.

Luke Brimmage, Executive Director, Aspen Primary Care Network

Includes 3-month subscription; 2-3 hours training time.

Every Corridor course includes a library of relevant resources plus practical, real-life situations that tie course concepts to on-the-job activities and performance. Interactive quizzes, final exams, policy acknowledgements, and course completion tracking are integrated to further support your policy compliance efforts.

This course is ideal for Alberta-based healthcare professionals and staff.

This course is pre-approved by the International Association of Privacy Professionals (IAPP) for 2.5 Group A Continuing Professional Education (CPE) credits for CIPP/C, CIPM, and CIPT-certified individuals.

Coming Soon! Privacy Awareness Essentials – Ontario Healthcare (PHIPA)

 Privacy Awareness Essentials – Alberta Corporate (PIPA)

Privacy Awareness Training Demo Free – No credit card required!

Order Privacy Awareness Essentials – CLICK HERE

 


Prevent Privacy Breach Pain – E-book coming soon

Don’t miss the announcement of this new 60-page Document Management Tip – multi-media resource guide!

Sign up for Privacy Nuggets Newsletter and select ‘Publications’ to receive an email as soon as the Prevent Privacy Breach Pain – Privacy Breach Management Resource Package is available!

 

This will soon be available on Amazon Kindle with links right back here to get your interactive downloadable templates that you can use right away!

Includes: 

  • privacy breach management policy template
  • incident response procedure template
  • media communications policy template
  • types of risk and level of harm matrix worksheet
  • privacy breach report template
  • privacy statements samples

 


 

 

Jean is a recognized and respected leader and expert in health information management, privacy management and legislation. An engaging workshop leader, she provides solutions that are practical and effective for today’s healthcare providers. Jean is passionate about supporting primary care practices to implement privacy by design and best practices to protect privacy, confidentiality, security of personal information.

 

Jean has helped hundreds of physicians, chiropractors, pharmacists, and other healthcare providers and privacy officers across Canada and the US develop and improve their Privacy Education programs. With over twenty years of experience, she has the knowledge and tools to help any healthcare provider or business improve their information privacy practices.

 

Book Jean for your next event and see the difference that privacy awareness can make!

Jean is available for keynotes, workshops, presentations, and seminars both in person and online.

 

Check Your Webinar System Requirements

Posted on April 30, 2017 by Jean Eaton in Uncategorized

If you have a computer or tablet (with speakers or headset) or smartphone do this now

Join the webinar at the date and time in the email.

You can always find the most current event here: https://InformationManagers.ca/pmn-podcast

You can ‘chat' during the webinar using your keyboard to type your questions.

If you have a computer or tablet (with NO speakers or headset) do this now

Join the webinar at the date and time in the email.

You can always find the most current event here: https://InformationManagers.ca/pmn-podcast

LISTEN by phone: (425) 440-5100 (long distance charges may apply)

PIN Code: 386568#

Check Your Audio

This is a good time to test your audio settings.

Click on the ‘Play' button ‘>' below. You should see the welcome message and hear the audio.

 

 

Use the link in the confirmation or reminder email to return to the webinar at the start time. If you have any questions, enter your question in the box above. I will answer your question by email.

See you soon!

Jean, Your Practice Management Mentor

You are too soon!

Posted on April 25, 2017 by Jean Eaton in Uncategorized

You are too soon!

 

That webinar hasn't started yet!

 

But now is a good time to test your audio settings. You should see the replay of a welcome message below and hear the audio.

 

 

Use this same link to return to the webinar at the start time. If you have any questions, check the email confirmation for further instructions or enter your question in the box above. I will answer your question by email.

Protected: Edmonton Dental Assistants Association

Posted on March 10, 2017 by Jean Eaton in Uncategorized

This content is password protected. To view it please enter your password below:

Edmonton Dental Assistants Association

A World of Change – National Privacy and Data Governance Congress

Posted on February 17, 2017 by Jean Eaton in Uncategorized

The Privacy and Access Council of Canada (PACC) is proud to present the National Privacy and Data Governance Congress that brings together professionals from industry, government and academia who are — or ought to be — concerned about privacy, access, security, compliance and data governance within their organizations.

Sessions are longer than usual, so that there is plenty of time for delegates to pose questions, get unscripted answers, and engage in meaningful conversations with presenters, colleagues, and decision makers. For that to be possible, attendance is strictly limited  and registration is on a first come, first served basis.

The PACC is a membership association and credentialing body for anyone in the field of information access and privacy regardless of their career progression.

[clickToTweet tweet=”Are you going? 2017 National Privacy and Data Governance Congress. #PACCongress” quote=”Learn, share and network at the 2017 National Privacy and Data Governance Congress. “]

Join industry experts, risk management professionals, thought leaders and regulatory authorities to explore critical connections between privacy, access, security and compliance. April 5-7,  2017 in Calgary, AB

National Data Governance Congress

Not sure if this is for you?

Watch the Practice Management Nugget Webinar interview with Sharon Polsky President & CEO Privacy and Access Council of Canada (PACC) to answer all your questions!

Recorded Live Thursday February 23, 2017

Replay is Ready!

Register for the Free Interview with Sharon Polsky!

Register for the webinar here! Check your email to confirm your registration and the webinar details.

 

You will receive an email with a link to watch the replay right away. The replay is available for a limited time.

Along with your registration for the event you’ll also benefit from weekly email reminders of the next guest expert on Practice Management Nuggets Webinars for Your Healthcare Practice. You can unsubscribe at any time.
Sharon Polsky is the president of AMINA Corp. and a Privacy by Design Ambassador with more than 30 years’ experience advising corporations, governments and organizations about privacy and access implications and unintended consequences of emerging laws, technologies and global trends. She is also president of the Privacy and Access Council of Canada, the nonpartisan national non-profit association of privacy and access professionals in Canada’s private and public sectors.

In 2007, Sharon founded The Winston Report, the foremost quarterly journal devoted to information access, privacy protection and data governance in Canada, and serves as its Editor-in-Chief.

Sharon is passionate about the importance of effective data protection and information risk management, and has extensive knowledge and demonstrated ability for researching, analyzing, interpreting and applying Canada’s privacy and access legislation, and for assessing relevant business and technical issues.

Ms. Polsky is frequently invited to write and speak about data governance and information security, and is a frequent speaker and lecturer in the areas of data privacy, information security, cyberliability, and the privacy implications of emerging laws and technologies, and her insights are frequently sought by conference organizers and by media including CTV, CBC, CPAC, the National Post, Montreal Gazette, Toronto Star, Calgary Herald, Edmonton Journal, Edmonton Sun, Calgary Sun, iPolitics, Blacklock’s Reporter, Corus Entertainment, Times of London and professional journals including Canadian HR Reporter.

Join speakers, delegates and thought leaders with shared interests in privacy, access and security. Colleagues from public and private institutions, federal, provincial and territorial governments, industry, academia and regulatory authorities will meet in a relaxed setting to enjoy workshop, breakout, keynote and plenary sessions.

Congress 2017 takes a refreshingly practical approach. Breakout sessions are longer than at most conferences, but formal presentations are shorter. Speakers offer practical examples and case studies, but are discouraged from using PowerPoint or similar tools (or distractions).

The Congress has been approved for Continuing Professional Development credits applicable by the Law Society of Saskatchewan and the PACC Certification Board, and may qualify for CPD credits from other organizations as well.

Who should attend the National Privacy and Data Governance Congress?

  • privacy officer
  • security officer
  • access and disclosure administrators
  • compliance officer
  • FOIP Co-ordinators
  • human resources manager
  • insurance agents
  • healthcare administrators, health information management
  • medical ethicists and genetics

Conference workshops include “Managing a Privacy Breach”  with Jean L. Eaton, Your Practical Privacy Coach with Information Managers Ltd.

Register with PACC for the National Congress

You will be directed to the PACC website to register.

The Congress has been expanded to three days (April 5, 6 and 7), with workshops on Wednesday April 5, 2017. Workshops are included in the registration.

The Congress Agenda is now available here.

#PACCongress, compliance officer, FOIP Co-ordinator, National Privacy And Data Governance Congress, Practical Privacy Coach, Privacy and Access Council of Canada, privacy officer, security officer, Sharon Polsky
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I have used Jean Eaton’s Privacy Impact Assessment consulting services on multiple projects at a very reasonable cost. Information Managers also provides a plethora of privacy information, education and training tools for minimal costs. One thing that has helped satisfy the training needs of staff for the PIA is paying for her in service program that is online and staff go through at their own pace while we monitor to ensure completion.

- Luke Brimmage, Executive Director, Aspen Primary Care Network

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