The COVID-19 pandemic impacts each of us.
When we work together, we will get through these unprecedented changes to our lives and our practices.
Use these policy and procedure and PIA templates to help you provide virtual care while remote working and maintain reasonable safeguards to protect the privacy and security of personal health information.
Privacy Impact Assessment Templates for Virtual Care and Remote Working
If your healthcare practice is implementing remote working or virtual healthcare, you need to notify the OIPC.
Health information is sensitive information. Reasonable efforts must be made to ensure that identifying and sensitive information is protected from unauthorized access, loss, or damage during and outside work hours. What a custodian may consider to be reasonable efforts during a pandemic may be different than reasonable efforts during normal circumstances.
In Alberta, section 64 of the Health Information Act (HIA) requires custodians to prepare a privacy impact assessment (PIA) and submit it to the Office of the Information and Privacy Commissioner (OIPC) of Alberta prior to implementing a new administrative or technical process in a healthcare practice.
The OIPC in Alberta requests in its notice of March 19, 2020, that custodians notify the Commissioner about new administrative practices or information systems.
How Do I Notify The OIPC?
If you have implemented, or plan to soon implement remote working, virtual care or other administrative or technical changes in response to the COVID-19 pandemic, send an email to the OIPC to inform them, in general terms, about your plans.
How Do I Do a Privacy Impact Assessment?
As soon as possible, submit a project specific Privacy Impact Assessment to the OIPC.
If you have a previously submitted Privacy Impact Assessment, you can complete a project specific Privacy Impact Assessment now.
I’m here to help you.
I’ve prepared a Privacy Impact Assessment template package to help you complete your Privacy Impact Assessment.
THREE BIG REASONS TO JOIN TODAY!
Save time, money, and frustration!
Prepare your good first draft in just a few hours. The fully customizable template package allows healthcare providers, clinic managers, and privacy officers to develop their own unique project specific Privacy Impact Assessment.
Confidence
These templates exceed the minimum requirements to demonstrate the reasonable safeguards required by the Health Information Act and required in the Privacy Impact Assessment submission to the Office of the Information and Privacy Commissioner in Alberta.
On-line Support
Step by step instructions and valuable implementation tips.
Steps in a Privacy Impact Assessment
Step 1
Gather information about your virtual care or remote working project.
Step 2
Customize the policies and procedures.
Step 3
Review the privacy and security risks of the project – and record your mitigation plans.
Step 4
Complete the Privacy Impact Assessment submission using the MS Word document template.
Step 5
Receive authorization by your custodians (physicians and/or other care providers).
Step 6
Submit your completed PIA to the OIPC.
Ready For You Now
Step 1 – Gather information about your remote working or virtual care project.
Checklists and resources to help you select the best virtual care options.
Project Description Template
Step 2 – Customize the procedure template.
What your team will – and won’t – do as part of this project.
Policy Information Handling for Remote Working and Virtual Care Template
Procedure Information Handling for Remote Working and Virtual Care Template
Procedure Virtual Care Workflow Template
Notice of Collection and Consent Template
Step 3 – Review the privacy and security risks of the project.
Record your mitigation plans.
Remote Working Employee Checklist
Risk Assessment Mitigation Remote Working Privacy and Security Template
Risk Assessment Mitigation Virtual Care Privacy and Security Template
Risk Assessment Mitigation Zoom for Healthcare Privacy and Security Template
Step 4 – Complete the Privacy Impact Assessment submission.
Privacy Impact Assessment Remote Working and Virtual Care During the Pandemic Crisis Template
Privacy Impact Assessment Remote Working and Zoom for Healthcare During the Pandemic Crisis Template
Step 5 – Receive authorization by your custodians.
Cover Letter to the OIPC Template
Step 6 – Submit your completed PIA to the OIPC.
PIA Submission package checklist
Email to the OIPC template
Your Remote Working and Virtual Care Privacy Impact Assessment on-line course includes instant access to:
- Checklists and resources to help you select the best virtual care options.
- Project Description Template
- Policy Information Handling for Remote Working and Virtual Care Template
- Procedure Information Handling for Remote Working and Virtual Care Template
- Procedure Virtual Care Workflow Template
- Notice of Collection and Consent Template
- Remote Working Employee Checklist
- Risk Assessment Mitigation Remote Working Privacy and Security Template
- Risk Assessment Mitigation Virtual Care Privacy and Security Template
- Risk Assessment Mitigation Zoom for Healthcare Privacy and Security Template
- Privacy Impact Assessment Remote Working and Virtual Care During the Pandemic Crisis Template
- Privacy Impact Assessment Remote Working and Zoom for Healthcare During the Pandemic Crisis Template
- Cover Letter to the OIPC Template
- PIA Submission package checklist
- Email to the OIPC template
- On-line support from Jean L. Eaton, Your Practical Privacy Coach and Practice Management Mentor with Information Managers Ltd
These policies and procedures templates will help every clinician thinking of authorizing some (or all) of your staff to remote work from home and / or provide virtual care while ensuring the privacy and security of health information.
The templates will also help you to prepare your project specific Privacy Impact Assessment to demonstrate that you are meeting the reasonable safeguards to protect the privacy, confidentiality, and security of patients’ health information.
If you are a custodian (including physician, pharmacist, dentist, chiropractor and more!) in Alberta, you must submit your PIA to the OIPC. Use these templates to make this easier and faster than you thought possible!
The custodian must respond to any questions from the OIPC. Using the templates does not guarantee that the procedures and technology that you implement in your practice is secure or that the OIPC will accept your Privacy Impact Assessment.
Take a quick tour here!
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Frequently Asked Questions
Who are these templates for?
If you have an existing practice, and have previously submitted a Privacy Impact Assessment to the OIPC, and are now implementing remote working or virtual care technologies in response to the COVID-19 pandemic, then these templates are for you.
You must work with your IT teams and vendors to gather the information specific to your chosen technology. The templates will guide you to ask good questions, and organize the information to prepare your Privacy Impact Assessment.
The templates include common solutions but do not include every solution.
Do you offer a guarantee?
This is a special offer to help you respond to a specific crisis.
The templates will provide you the structure for your Privacy Impact Assessment; you must do your information gathering and make informed decisions about the best solutions for you and your patients.
The templates will assist you to make your submission to the OIPC. The custodian (physician or dentist) of your practice is responsible to meet the reasonable safeguards to protect the privacy, confidentiality, and security of patients’ health information. The custodian must respond to any questions from the OIPC. Using the templates does not guarantee that the procedures and technology that you implement in your practice are secure or that the OIPC will accept your Privacy Impact Assessment.
Why don't you give us a try? I’m confident you are going to be delighted when you download the templates.
Get access to the Virtual Care and Remote Working Privacy Impact Assessment templates right away. If you find that the templates doesn't offer the value I've promised you here, I'll refund your purchase price.
No hassles. You have NOTHING to lose!
How are the templates and the training delivered?
No need to learn new software – use common business tools that you already have and know. I recommend using MS Word.
After your purchase, you will be directed to an on-line membership platform. You will stream the introductory videos and download the MS Word documents right away. You generate the templates and the final documents on your own computer in an editable format.
Inside the membership, you will find video training with screen shots to show you step by step how to complete the policies and procedures and the Privacy Impact Assessment.
And there is on-line support is available in the membership, too.
Do I need any specialized tools or software to use these templates?
No need to learn new software – use common business tools that you already have and know. I recommend using MS Word.
After your purchase, you will be directed to an on-line membership platform. You will stream the introductory videos and download the MS Word documents right away. You generate the templates and the final documents on your own computer in an editable format.
Is there anything else I need to buy to make this work?
Use common business tools that you already have and know. You can use the MS Word documents right away.
Remote working, virtual care, and technology supports are NOT included. You must select and implement these separately.
I’m worried about not being tech-savvy enough to use the templates.
No need to learn new software – use common business tools of MS Word that you already have and know.
After your purchase, you will be directed to an on-line membership platform. You will stream the introductory videos and download the MS Word documents right away. You generate the templates and the final documents on your own computer in editable format.
On-line support is available in the membership, too.
If technology is holding you back, the Done For You (DFY) consulting service can help you. Email Jean to discuss a complete consulting package based on time and availability.
Don't let technology be a barrier to you to meeting your obligations to submit a PIA. I'm here to help you.
Pricing
The COVID-19 pandemic impacts each of us.
When we work together, we will get through these unprecedented changes to our lives and our practices.
I’ve created these templates to help you respond as quickly as possible while maintaining reasonable safeguards.
I think that these templates provide great value. Ordinarily, you may pay a consulting fee of over $500.
I’m making these available to you at a one-time cost of $75.
But I know that business owners everywhere are making incredibly tough decisions. I want to help you to have written procedures and strategies to offer virtual care to your patients and remote working options to your employees and take reasonable steps to ensure privacy, confidentiality, and security of personal health information.
If $75 is not possible for you at this time,
please accept my offer to access these templates and training at no cost #viralkindness.
Use the coupon code ViralKindness at the checkout.
“When we know better, we can we do better.”
I know what it is like to work in a busy family medical walk-in practice.
My career started as a receptionist and transcriptionist in a busy family medical walk-in practice before I moved into health records and health information management and hospital administration. Now, I specialize my consulting practice to independent healthcare practices who want to start, grow, or fix their practice administration so that healthcare providers can focus on providing quality healthcare services.
I love surrounding myself with practice managers and healthcare providers who want to start, grow, and improve their practices. You will get great tips, tools, templates, and training that you can use right away to help you start, grow, maintain, or fix your healthcare practice.
Practice Management Success membership will help you right away. I am here to help you.
Jean L. Eaton, BAdmin, CHIM, CC
Your Practice Management Mentor with Information Managers Ltd.
Don't be shy!
If we didn't answer all of your questions, feel free to drop us a line anytime.
Guarantee
My Personal 30 Day 100% Money Back Guarantee
I’m confident you are going to be delighted when you download this program. But … I am biased. Why don’t YOU decide for yourself?
I’m confident you are going to be delighted when you download the templates. Get access to the
PIA Template Remote Working and Virtual Care
right away. If you find that the templates doesn't offer the value I've promised you here, I'll refund your purchase price.
No hassles. You have NOTHING to lose.
