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Protect Your Practice, Your Assets, and Your Patients with Privacy Impact Assessments – A Complete Step-by-Step Course

Posted on October 28, 2020 by Jean Eaton in Services, Training

Do you need a Privacy Impact Assessment?

Or do you need to amend an existing PIA?

Privacy Impact Assessments are just one of the requirements you need in order to fulfill your obligations in Alberta’s Health Information Act (HIA) and other legislation and are an important aspect of developing privacy best practices in your office.

And a little help along the way is always a good thing.

Practical Privacy Coach, Jean  L. Eaton of Information Managers, is constructively obsessive about privacy, confidentiality, and security when it comes to the handling of personal and health information, particularly in primary health care settings. Jean has helped hundreds of healthcare providers, vendors, and health and social service delivery organizations and associations complete their Privacy Impact Assessment which have been successfully accepted by organizations' management and regulators. Jean has customized and delivered privacy training programs for privacy officers, records management professionals, implementation teams, and healthcare providers across Canada and the US.

Now you can have access to five modules to help you learn everything you need in order to complete your own PIA.

     

**** New PIA Amendment Track ****

Each module includes a video training, as well as templates, tools, resources and case studies to build on in each lesson. You can use this scenario to guide you through the PIA process in healthcare. If you work in healthcare or privacy or records management and need to do a PIA, this e-course is for you.

 

You need a Privacy Impact Assessment (PIA) when

  • You  are opening a new clinic or establishing a new health services program.
  • You are changing administrative procedures or technology equipment, services, or vendors
  • You are changing how you collect and use personal information,
  • You are implementing or changing an Electronic Medical Records (EMR)
  • You are sharing health information with another healthcare provider, organization, Primary Care Network or other health program.
  • You want to prevent a privacy breach,
  • You have a Privacy Impact Assessment that was written more than 2 years ago (It is time to review and update this!)

 

If you are a healthcare provider, practice manager, and you need your first Privacy Impact Assessment, this e-course is for you

Are you in a group or solo practice with direct patient care, for example:

  • Physician
  • Pharmacist
  • Registered nurse
  • Optometrist or optician
  • Chiropractor
  • Physiotherapist
  • Midwife
  • Podiatrist
  • Dentist, dental hygienist or denturist
  • Audiologist
  • Mental health practicitioner
  • Laboratory, x-ray, and imaging technician
  • Paramedic

A PIA should be as common place to a healthcare practice as a business plan is to a business. BUT most healthcare practices don’t know this and often don’t know that a PIA is  usually part of their professional college requirements and often even a legislated requirement! Prevent malicious errors, omissions or attacks that could result in fines and even jail time for the business, healthcare provider, employee, or vendor by completing a PIA.

If your Privacy Impact Assessment was written more than 2 years ago this online on-demand course is for you!

The Clinic Manager and Physician Lead and Privacy Officer  must ensure its content is updated to reflect the current state of administrative, physical and technical controls.

BONUS! Checklist to update your PIA to meet recent changes to Alberta's Netcare Portal. If your practice has completed a PIA and now you need to update the PIA, you receive a checklist of items that you need to consider to refresh your PIA.

 

If you a vendor that supports healthcare practices this e-course is for you!

BONUS! One hour tele-consult with Jean, “Create a branded Privacy Impact Assessment Readiness Package”. Jean will work individually with you to review your documentation and coach you on how to prepare the package to give to healthcare practices.

BONUS! Vendor PIA live webinar includes Vendor non-disclosure agreement, Information Manager Agreement, GAP Analysis, Computer Network Narrative templates.

 

Jean has helped hundreds of physicians, chiropractors, pharmacists, and other healthcare providers complete their Privacy Impact Assessment. She has visited hundreds of practices across Canada. But time and geography limit my ability to visit each healthcare practice that needs a PIA. That's why I developed this on-line interactive course to help you learn everything you need in order to review, amend, or create your own PIA. Each module includes a video training as well as templates, tools, resources and two common case studies to build on each week. You can use these scenarios to guide you through the PIA process.

You know your practice better than anybody else. If you had the right tools, at the time most convenient for you and a mentor to help you, you can develop good office practices, meet legislated and college requirements, and successfully complete your Privacy Impact Assessment requirements.

Using a Webinar on-line interactive program, you will get great content and mentoring from Jean Eaton and once a month during the Q&A live training webinars. Learn the PIA process with these modules.

The modules include:

Module 1:

PIA to Protect Your Practice, Your Assets, and Your Patients

 

Module 2:

Information Flows–-the Foundation of Your PIA

 

Module 3:

Risk Analysis and Mitigation Strategies

 

Module 4:

PIA Format - Pulling it All Together

 

Module 5:

Complete Your PIA Submission

BONUS Module 6:

Create a Branded Privacy Impact Assessment Readiness Package

The replays, tools, and resources will be available to you right away.

If you are new to this field, I suggest that you first register for Privacy Awareness in Healthcare: Essentials to master the key definitions and concepts.

Corridor_Privacy_Awareness_In_Healthcare_banner

Privacy Awareness in Healthcare: Essentials

 

Protect Your Practice, Your Assets, and Your Patients with Privacy Impact Assessments –

A Complete Step-by-Step Course

5 Core Modules, Templates, Training, and Tools to Get Your PIA Done!

Monthly Live Q&A Training Webinars

$450.00 (plus GST)

Purchase e-course

 

You will get

  • Learning Resource Guide for EACH module – how-to explanations, templates, and resource lists
  • Checklists to help you plan your PIA
  • MindMap of the entire PIA process
  • PIA project plan timeline templates
  • Checklists of  personal and health information privacy and security policies that you need in your practice
  • Many examples of projects in medical, dental, chiropractic and more practices including new PIA project and PIA amendments.
  • Explanation and real-life examples of key terms that you need to know and include in your PIA
  • Strategies and templates of risk management assessments that you can customize
  • This E-course might qualify for CPE credits, too!

 

BONUS!  Monthly live Q&A webinar training with Jean to help you get un-stuck with your PIA.

BONUS! Checklist to update your PIA to meet recent changes to Alberta's Netcare Portal.

BONUS! Private discussion group with other registered participants of this course to network and support each other on your PIA journey and continue to help you after this course closes.

BONUS! Regular updates of privacy resources and templates that you can use.

 

If you hired a consultant to do the work of the PIA process for you it may cost you as much as $3,000!

And then…when the consultant is done, they take their knowledge out the door with them.

Invest only $450 in this course and you'll have what you need to do your first PIA project today…and every project in the future!

Jean Introduction Ecourse PIA (1)

I had the pleasure of working alongside Jean to develop a PIA for my Dental Office. I could not have completed this document without her. She was there to help me every step of the way. Her online course made it easy to communicate with her as well as having so many resources to use that were so helpful. Each Module had videos to watch that explained step by step what needed to be done. The PIA document is a lot of information to put together and if it's not enough information on its own, you also need to develop a policy and procedures manual. Jean has developed an amazing resource for this manual that was very user friendly and made a 300 page manual a lot more attainable than creating it on your own. I highly recommend taking Jean's PIA course and having her help throughout the process!”

~~Lindsey Cave, Office Manager, Orion Dental Group

 

What people are saying about our PIA e-courses and in-person workshops:

Q: What did you learn from this workshop?

Participant's Responses:

  • Understanding of need / use of Information Management Agreement's and an ‘Evaluation” agreement.
  • Lots – when / how to make amendments.
  • Compliance / requirements of PIA and their purpose.
  • PIA information; agreements, updating.

 

Q: What do you feel was the biggest benefit to attending this workshop?

Participant's Responses:

  • Understanding a PIA.
  • Having a better understanding of PIA's and everything included in requirements.
  • Gain a better overview of my PIA and what I need to add; organizational strategy.
  • Clear vision of work to be done.

“When Jean told us about the Protest Your Practice, Your Assets, and Your Patients with Privacy Impact Assessments E-course and explained how the course will help us better understand the Health Information Act, our responsibilities as healthcare providers and our relationship with our vendors and partners, I signed up right away! Thanks again – it is no doubt that we have hitched our wagon to a shining star.”
~~Bill Stowe, Business Manager Synergy Respiratory & Cardiac Care

“This was my first ever time I had to work on a PIA and I was a little nervous about doing it efficiently – but you really made it as simple and straight forward as possible. Thank you for being available for my questions when I had them. I would easily recommend Privacy Impact Assessments to Protect Your Practice course for anyone to do their own PIA's! Thank you so much!”
~~Karen Sarabura, Clinic Manager and Privacy Officer, CGA Medical Imaging, Alberta

“I attended the Privacy Impact Assessment Walk-through workshop (for ARMA members). Jean shared resources and on-going networking opportunities. The biggest benefit to me is to know that there is help out there in moving forward with our Privacy Impact Assessment responsibilities.”
~~Ellen Sauvé, Parkland County

Comments from other E-course participants:

“Learning about how all the information gathering systems interact was the most valuable part of this workshop”

“Excellent presenter – variety of learning opportunities.”

“Jean is an excellent speaker and I enjoyed the audio seminar you gave today and I learned a lot from your seminar.”
~~Annette T (AHIMA webinar, Three Mistakes in Managing a Privacy Breach”)

“Jean Eaton is one of those ‘critical suppliers' you keep in your email contacts list, no matter what company you manage. She really knows her stuff and delivers prompt, accurate information on time. Her courses are interesting, informative, and I like the opportunity to meet with classmates who have similar challenges.”
~~Kevin Morris, Shape MD, Team Leader/Office Manager

 

Buy e-course

In-Person Workshops Are Now Available 

Are you a hands-on kinda person?

Are you more likely to get things done when you schedule your time for a working meeting?

Would you like help to kick-start your PIA amendment and review with other like-minded clinic managers and privacy officers?

PIA Amendment Workshops are available. Send a request to me and let's set up a workshop near you! You also get full access to the on-line course to support you after the workshop.

 

 

Not sure if the E-course is for you?

Jean will answer your questions in the free webinar, 

 

Prevent Big Fines (or Worse!) for Your Healthcare Practice

How to Plan a Privacy Impact Assessment for Your Healthcare Practice

with Jean L. Eaton
Replay Recorded Live

This webinar is for Privacy Officers, Clinic Managers, Practice Managers and anyone else responsible for doing a PIA.

You will learn what is getting in your way of getting your PIA done!

In this free webinar, you will learn:

  • 5 Manageable Steps of every PIA
  • 3 Biggest Myths about PIA’s that is preventing you from completing your PIA
  • Questions Privacy Officers, Clinic Managers, Practice Managers and Healthcare providers should ask about PIA’s but don’t
  • Biggest fears about doing a PIA and how you can kick it to the curb so that you can finally get it done

Join us for the webinar so that you can plan your PIA for your healthcare practice!

Sign me up for this FREE webinar

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Please provide your email address below and you will be re-directed to the webinar replay right away.

Check your email in-box to confirm your registration!

 Along with your webinar registration, you will also benefit from the occasional Privacy Nugget tips by email of similar privacy resources and articles that you can use right away!

 

Alberta, amendment, breach, employee training, ePIA, ePrivacy, Health Information Act, healthcare, HIA, PIA, PIA process, Practical Privacy Coach, Privacy Impact Assessment, privacy officer training, templates

Merging Your Healthcare Practice – PIA Considerations

Posted on August 3, 2020 by Meghan in Blog

Merging Your Healthcare Practice – PIA Considerations

 

Mergers and acquisitions and closing and consolidating are activities that healthcare practices undertake at various times in the life cycle of a business.

There are many reasons why a practice may consider buying or acquiring an existing healthcare practice.

You might be expanding your practice to rapidly expand the scope of your services, location, or space. Or you might be downsizing your practice. Or maybe you're merging multiple practices into one streamlined practice so you can better manage your profit margins.

You might be looking to diversify your services or, perhaps, create an area of super-specialty that will provide a competitive advantage for your healthcare practice.

You might be wanting to acquire skilled employees or healthcare providers that you couldn't recruit in your current circumstances.

You might be acquiring or consolidating real estate infrastructure, medical equipment or electronic medical records, computer networking, or perhaps the management team. Or you might be exploring opportunities for economies of scale or cost-cutting.

As a custodian (including physicians, pharmacists, dentists, chiropractors, nurse practitioners, optometrists, and more) you need to ensure that the patient's health information remains private and secure, and that patients have continued access to their health information.

 

Thinking about merging your healthcare practice? Important privacy impact assessment steps for you to consider. #PIA #Privacy #ProtectYourPractice Click to Tweet

5 Important Steps Before You Merge Or Close Your Healthcare Practice To Ensure Your Continued Privacy Compliance

  1. Inventory All Your Existing Patient Records
  2. Patient Records Systems
  3. Agreements
  4. Existing Documents
  5. Privacy Impact Assessment Amendment Plan

 

Read the full article below!

Or listen to the podcast here

Inventory All Your Existing Patient Records

 

When you assume a new practice, you need to know where all the patient records are maintained. If you are closing your practice, you need to ensure the continued security and access of patient records to the patient.

To do this, you need to know which patient records are included in the practice. Create an inventory of the existing patient records.

Remember that you must meet the records retention period (which often is 10 years plus the age of majority) for all the patient records. Make sure that you are meeting the records retention periods and that you have correctly inventoried all of the patient records. This includes all locations and record types including paper, off-site storage, and records that have been backed up to an electronic drive or a separate memory device.

Include all types of patient records – including appointment records, appointment books or electronic scheduling software, billing records, paper records, diagnostic medical devices, electronic medical records and audit logs.

When you assume a new practice, you need to know where all the patient records are maintained.

Patient Records Systems

 

Make sure that you review all the existing patient record systems – electronic medical record, billing systems, records storage, etc. – and the associated termination clauses with the vendors. If you need to transfer the management of patient records between custodians or to a different system, you need to thoroughly explore the data migration and archiving options and the associated costs.

Remember, you must maintain the complete patient record – including the clinic notes, test results reporting, task management, internal messaging, and audit logs – for the entire retention period. Often, exporting a patient record to a PDF file format does not include the complete patient record. Instead, you may need to maintain a read-only version of the electronic medical record.

Agreements

 

Collect all the existing agreements between the custodians and the vendors and stakeholders with whom the custodian has authorized the collection, use, and disclosure of patients’ health information. This may include the EMR vendor, billing agent, custodians, Primary Care Network, and successor custodian agreements.

Existing Documents

 

Request a copy of the existing documents that support the business of managing the patient records, including the health information privacy and security policies and procedures and privacy impact assessments. This will help you to respond to inquiries about previous patient records management practices and assist you in preparing your next privacy impact assessment.

Privacy Impact Assessment Plan

 

Consider the history of the current practices and plan your new operations plan. Complete a risk assessment to ensure the appropriate reasonable safeguards of previous, current, and future patient health information. Then, complete a Privacy Impact Assessment and update the Health Information Management Privacy and Security Policies and Procedures. In Alberta, the Health Information Act (HIA) requires the custodian(s) to submit the Privacy Impact Assessment to the Office of the Information and Privacy Commissioner (OIPC) for review prior to implementing new practices.

 

If you want to know more about Privacy Impact Assessments with step by step instruction, training, and mentoring, register for the on-line training, Protect Your Practice, Your Assets, and Your Patients with Privacy Impact Assessments. 

Related Resources

Watch these Practice Management Nuggets For Your Healthcare Practice Videos:

  •  When You Close Your Healthcare Practice on YouTube
  • What to Consider Before Sub-Leasing on YouTube

Download:

  • Top 3 Agreements Your Healthcare Practice MUST Have (and Why)
healthcare practice, merging healthcare practice, PIA, privacy, Privacy Impact Assessment, protect your practice

When Do You Need a PIA Amendment?

Posted on July 23, 2019 by Jean Eaton in Blog

A Privacy Impact Assessment Is Good For Business

A privacy impact assessment (PIA) is part of a regular business process if you collect, use, or disclose personal health information in your healthcare practice. When you have a previous PIA that has been prepared, submitted to the Office of the Information and Privacy Commissioner (OIPC) and it has been accepted for use–well, that is not the end of your PIA journey.

You need to ensure that you are updating and amending your PIA as your practice matures and as you make administrative and technical changes to the procedures in your practice.

You need a PIA Amendment when you have a previously accepted PIA and any one of these common triggers below.

You Have a PIA That Was Written More Than 2 Years Ago

It is time to review and update this!

Under Section 8(3) of Alberta’s Health Information Regulation, custodians must periodically review the safeguards they have in place to protect health information privacy. This means that custodians need to regularly review the privacy risk mitigation plans set out in PIAs to ensure they continue to protect against reasonably foreseeable risks to the privacy of health information. The submission of your PIA to the Office of the Information and Privacy Commissioner (OIPC) is mandatory and must precede implementation of your new system or practice.

Change in Health Information Act (HIA) Legislation and Regulations

The HIA has undergone significant amendments in 2006, 2010, most recently in August 2018. Make sure that you have updated your privacy breach management program and include mandatory privacy breach notification to the (OIPC) and the Minister of Health (MOH). Again, ensure that your team training has been updated so that they know how to spot, stop, and report a privacy breach. (See Mandatory Privacy Breach Notification)

Changes In Your Electronic Medical Record or Computer Network

You have the same EMR database, but maybe the configuration has changed. For example, a change from a local to an application service provider (ASP) or cloud-based data centre or Software as a Service (SAS) model would trigger a PIA amendment.

Another trigger is a change in your computer network vendor or changes in wireless networking, remote access, or implementing mobile devices.

PIA amendment EMR computer network

Change in Participating Physicians / Privacy Officer

Since your original PIA, you may have new custodians, including physicians, registered nurses, chiropractors, and other health professionals named in the HIA that have joined or left your practice. Your Privacy Officer may have changed, too. Your amendment should include an up-to-date listing of custodians and privacy officers.

New Users / Information Sharing

There have been many recent information sharing initiatives in healthcare. You might now plan to participate in evaluation projects, patient panel management, or other community initiatives. Make sure that you have your PIA amendment and information manager agreements completed, too. (See – The Top 3 Agreements Your Healthcare Practice MUST Have (and Why).

A quick word of caution: if your new information sharing project includes data matching–the creation of new information by combining two or more sets of data—requires custodians to prepare a privacy impact assessment before performing data matching involving health information (HIA sections 70, 71). The custodian that carries out the data matching is responsible for preparing the Privacy Impact Assessment.

PIA amendment new users

Communicating With Patients

If you are adding new technology to keep in touch with patients for appointment reminders, on-line appointment booking, secure email or patient portals, these will trigger a PIA amendment or, perhaps, a project specific PIA. Make sure that your policies and procedures are up to date, too. (See – Can You Use Text Message With Your Patients? )

PIA Amendment Communicating with patients

Alberta Netcare Portal (ANP) / Community Integration Initiative (CII) / CPAR

ANP updated their PIA in 2016 and, therefore, you need to make sure that your corresponding policies and procedures and training have been updated, too. Remember – when you agreed to participate in ANP, you promised that you would review your threat risk analysis (TRA) and update your Provincial Organization Readiness Assessment (p-ORA) when changes occur and at least every two years.

If you want to participate in new initiatives like CII and CPAR, you need to review and update both your PIA and your p-ORA, too.

Maturing Practice

You have learned and grown since your original Privacy Impact Assessment submission. Have you implemented everything that you said that you would? Can you demonstrate that your teams have received privacy and security awareness training? Have you reviewed your Health Information Management Privacy and Security policies and procedures in the last two years?

Keeping up to date without any other significant changes to your practice may not trigger a Privacy Impact Assessment amendment. Make sure that you document your careful review so that you are prepared for your next Privacy Impact Assessment submission.

Important Business Decisions

Creating and reviewing your PIA regularly can help you to spot errors or gaps between the way that you do the work in the clinic and the way that you said that you were going to implement in your clinic.

The questions that we ask during the PIA process are important. The time that you take now to identify the potential risks and prevent those incidents from happening may save you time, money, reputation and even jail time in the future.

You Know Your Practice Better Than Anyone Else

When you have a coach to guide you through the PIA amendment process, provide you with templates, and give you feedback on your work in regular live training webinars, join me in the on-line step-by-step course, Protect Your Practice, Your Assets, and Your Patients with Privacy Impact Assessments.

Protect Your Practice, Your Assets, and Your Patients with Privacy Impact Assessments

Find out more here: Protect Your Practice, Your Assets, and Your Patients with Privacy Impact Assessments or send me an email.

Practice Management Nuggets Podcast

This topic is included in our Practice Management Nuggets podcast! Be sure to tune in to the podcast episode

When Do You Need a PIA Amendment? | Episode #078

Listen to the Podcast
#PrivacyImpactAssessment, #ProtectYourPractice, Alberta, clinic, health care, Health Information Act, healthcare, HIA, how to do a pia, medical, Netcare, PIA, Privacy Impact Assessment, privacy impact assessment amendment, training

What is a PIA?

Posted on March 11, 2019 by Jean Eaton in Blog

Have you ever been in a situation where you had a great idea that you wanted to implement and then someone asked you if have a PIA for that?

     
Enter your name and email below to watch the entire video right away! [mc4wp_form id="50026"] By entering your email address above, you are requesting about upcoming training and related resources. You can opt out at any time, and we'll never rent or sell your email address.

Click on the >> arrow above to play the video.

Maybe you wanted to add a new digital health app to make it easier for patients to book appointments with you, or get access to Alberta Netcare Portal, use the internet to get on-line consultations for your patients, or start using a new EMR.

Or maybe you have a new healthcare practice and you are excited about choosing the right location, the right equipment, the right vendors that fit your budget and your goals.

A PIA is a practical business tool in your healthcare practice.

A PIA is an important tool that you can use to help you with that project management.

It will help you anticipate risks to the project before it starts and avoid serious problems, wasted time and money.

The PIA process requires you to have written policies and procedures so that you can implement the project effectively and train your staff consistently. Sometimes a PIA is a requirement of legislation. But it is always a best practice whenever you implement a project that includes personal health information.

Watch the video now to take a look at what is a PIA, what will a PIA do for you, and when you need a PIA. Just click on the image above to play the video.

Would you like more information about Privacy Impact Assessments for your healthcare practice?

By entering your email address above, you are requesting about upcoming training and related resources. You can opt out at any time, and we'll never rent or sell your email address.

health care, Health Information Act, healthcare, HIA, Netcare, PIA, privacy, Privacy Impact Assessment, What is a PIA?, what is a privacy impact assessment

How Will Mandatory Privacy Breach Reporting Affect You?

Posted on July 24, 2018 by Jean Eaton in Blog, PMN Upcoming

Mandatory Privacy Breach Reporting is Coming to Alberta!

Do you know how this will affect your healthcare practice?

. . then this free webinar is for you!

If you are a custodian–including physicians, optometrists, pharmacists, dentists, dental hygienists, chiropractors,  nurse practitioners, podiatrists, midwives, optometrists, opticians, and more!–as defined by Alberta's Health Information Act, then  . . then this free webinar is for you!

You need to know how mandatory privacy breach reporting will affect you!

In this Free Webinar, Jean L. Eaton, Your Practical Privacy Coach will explain

  • what is a privacy breach
  • why a privacy breach is a significant problem
  • why have mandatory privacy breach reporting
  • offence and penalty provisions of the HIA
  • privacy breach notification requirements
  • what you need to do before August 31, 2018

Join us for this Free webinar

Recorded LIVE Thursday July 26, 2018

Register NOW to get immediate access to the replay and valuable resources to help you prevent privacy breach pain!

. . . available for a limited time!

Register for the FREE Live Webinar Replay!

Check your email for the link to the webinar!

You will also benefit from receiving notices about upcoming events on Privacy Nuggets and similar announcements.

We don't sell or share your personal information. Ever.

 

 

Jean L Eaton, Your Practical Privacy Coach with Information Managers Ltd.

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

As an employer and health care provider, you are responsible to provide training to all of your employees about privacy awareness. Protect your organization and your patients. Equip your staff with the information they need to confidently and correctly handle personal health information.

I am constructively obsessive about privacy and confidentiality in the healthcare sector–and I think you should be, too!

I help primary care practice managers and health care providers properly manage the risk of a privacy breach, stay out of jail, avoid fines AND keep an efficient practice!

Jean L. Eaton, Your Practical Privacy Coach Information Managers Ltd.

#PracticeManagementNuggets, amendment, health care, healthcare, mandatory privacy breach reporting, medical, privacy breach, privacy breach notification, Privacy Impact Assessment

A Privacy Impact Assessment is Easy – When You Start With a Good Plan!

Posted on July 5, 2018 by Jean Eaton in PMN Live

Do you need a PIA? or a PIA amendment?

If you are a healthcare provider or clinic manager and are not sure if you need a Privacy Impact Assessment . . . then this 30 minute free webinar is for you!

If you are a custodian–including physicians, optometrists, dentists, chiropractors,  nurse practitioners, podiatrists, and more!–as defined by Alberta's Health Information Act, then you probably need a PIA.

Jean L. Eaton, Your Practical Privacy Coach will explain

  • what a PIA is,
  • why you need it, and
  • how to start planning to prepare a PIA.

Click the arrow >> below to play the video

Click To Play

     
Get access to the course right away!

Protect Your Practice, Your Assets, and Your Patients with Privacy Impact Assessments – A Complete Step-by-Step Course

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

As an employer and health care provider, you are responsible to provide training to all of your employees about privacy awareness. Protect your organization and your patients. Equip your staff with the information they need to confidently and correctly handle personal health information.

I am constructively obsessive about privacy and confidentiality in the healthcare sector–and I think you should be, too! I designed this course to assist healthcare providers, clinic managers, practice managers, privacy officers and independent healthcare practice owners provide practical privacy awareness training that was easy to implement, consistent content, cost-effective and meaningful to your day-to-day business.

When each member of your independent healthcare practice completes this privacy awareness course, you will have clearer expectations and confidence that your team will maintain the privacy, confidentiality and security of your patient’s health information. Give your patients the gift of privacy. Improve your healthcare practice with privacy awareness education.

Jean L. Eaton, Your Practical Privacy Coach Information Managers Ltd.

#PracticeManagementNuggets, amendment, health care, healthcare, medical, Privacy Impact Assessment

A Privacy Impact Assessment is Easy – When You Start With a Good Plan!

Posted on July 5, 2018 by Jean Eaton in Blog, PMN Replay, Practice Management Nugget Interview

Do you need a PIA? or a PIA amendment?

If you are a healthcare provider or clinic manager and are not sure if you need a Privacy Impact Assessment . . . then this 30 minute free webinar is for you!

If you are a custodian–including physicians, optometrists, dentists, chiropractors,  nurse practitioners, podiatrists, and more!–as defined by Alberta's Health Information Act, then you probably need a PIA.

Jean L. Eaton, Your Practical Privacy Coach will explain

  • what a PIA is,
  • why you need it, and
  • how to start planning to prepare a PIA.

Join us for this 30-minute interactive webinar

LIVE Thursday July 5, 2018

12 Noon MDT

The replay is ready! Register for the FREE 30 minute Webinar recorded live!

to receive emails

Check your email for the link to the webinar!

You will also benefit from receiving notices about upcoming events on Practice Management Nuggets Webinars for Your Healthcare Practice and similar announcements.

We don't sell or share your personal information. Ever.

 

 

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

As an employer and health care provider, you are responsible to provide training to all of your employees about privacy awareness. Protect your organization and your patients. Equip your staff with the information they need to confidently and correctly handle personal health information.

I am constructively obsessive about privacy and confidentiality in the healthcare sector–and I think you should be, too! I designed this course to assist healthcare providers, clinic managers, practice managers, privacy officers and independent healthcare practice owners provide practical privacy awareness training that was easy to implement, consistent content, cost-effective and meaningful to your day-to-day business.

When each member of your independent healthcare practice completes this privacy awareness course, you will have clearer expectations and confidence that your team will maintain the privacy, confidentiality and security of your patient’s health information. Give your patients the gift of privacy. Improve your healthcare practice with privacy awareness education.

Jean L. Eaton, Your Practical Privacy Coach Information Managers Ltd.

#PracticeManagementNuggets, amendment, health care, healthcare, medical, Privacy Impact Assessment

Does a Dentist Need a PIA?

Posted on May 22, 2018 by Jean Eaton in Blog
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: Does a Dentist Need a PIA?

If you are a member of Practice Management Success, login and join me now on the webinar. The replay will be available in your membership area.

I’ve had a dental practice for 10 years. Do I need a PIA?

 

In Alberta, the Health Information Act (HIA) was proclaimed in 2001.

Dentists and dental hygienists were named as a designated health professional under the HIA in March 2011.

A custodian as defined by the HIA is defined

1) as a member of a Regulated Health Profession

2) the Health Profession is named in the HIA as a custodian

3) the individual is acting as a custodian

There is a ‘grandfathering’ period when custodians who were already in practice at the time are not required to submit a privacy impact assessment (PIA). The dental practice, of course, must meet all of their dental college requirements including appropriate privacy and security policies, procedures, and reasonable safeguards to protect the privacy, confidentiality, and security of personal health information.

If  (when) you have had any changes to your practice, you need to complete a PIA. For example, since 2011, have you had any changes to:

  • administrative practice, for example, changes to billing practices, third party contractors, moving to a new location, etc.
  • information system, for example, computer network changes, remote backup, or practice management or EMR software
  • practices relating to the collection, use, disclosure of personal (health) information
  • new or changes to your current information flow (for example new projects, stakeholders, Netcare)
  • legislation (i.e. research)
  • any new risks to the privacy of health information
  • custodians, for example custodians (including dentists and dental hygienists) leaving or joining your practice

The PIA is a process that assists custodians to review the impact that an implementation of a new administrative practice, information system, or change to existing practices or systems relating to the collection, use and disclosure of individually identifying health information, may have on individual privacy.

A PIA describes the information flows in the project, identifies the legal authorities that allow for the flow of information, assesses potential impacts on and risks to privacy and identifies mitigation strategies to minimize the risks.

The process is designed to ensure that the custodian evaluates the new practice or proposed change to ensure technical compliance with the HIA as well as assessing the broader privacy implications for individuals.

Often, the Privacy Officer of the dental practice completes the Privacy Impact Assessment.  However, the custodian or CEO is responsible for the Privacy Impact Assessment.

Privacy principles and legal authority determine compliance obligations.

If you don't have a PIA already for your dental practice, and you were in practice prior to 2011, you probably will need a PIA soon. If you opened your practice after 2011, or are just planning your practice now, you need a PIA.

For more information about PIA's, pop over to our resource page here:

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dental, dental hygienist, dentist, healthcare, PIA, Privacy Impact Assessment

What is an Information Manager Agreement (IMA)?

Posted on October 25, 2017 by Jean Eaton in Blog

Having a clear agreement of how patient records will be maintained to ensure privacy, security, and confidentiality in a paper based patient record or in a shared EMR database is the objective of an Information Manager Agreement. This may also be called a Data Sharing Agreement, Information Sharing Agreement, or Business Associate Agreement.

Prenuptial Agreement

In a group healthcare practice, have a clear understanding in writing that sets out how patient records will be collected, used, and disclosed during the group practice is critical to the security of the patient information, health service provider information, and good will between members of the group practice. Think of this as the ‘prenuptial' agreement in your business relationship.

Who is an Information Manager?

In Alberta, the Health Information Act (HIA) defines an information manager.  Generally, it is a special kind of an affiliate, usually a business or a vendor, who provides a service that does some specific task (authorized by the custodian) with health information.  This could be a billing agent, accredited billing submitter, outsourced transcriptionist, EMR vendor or other service provider.

If you are using an EMR vendor, the named individuals on the IMA are the only persons that the software vendor can receive instructions on how to manage the records in the database. Often, this is the physician lead and business owner.

Sometimes, the custodian is also the information manager. For example, a physician (custodian) and business owner may assume the responsibility of ensuring the security of all the patient records authored by other custodians in the group practice.  The physician / custodian / business owner / information manager must follow all the rules of the IMA and HIA.

Not every healthcare practice has an information manager.  Some group practices have many information mangers providing different services.  There are many details and options to consider.  The discussion–and then putting it in writing–is the key to positive business relationship and secure records management.

Avoid surprises – and nasty exits

Some tips to prevent surprises:

  • Take a pro-active privacy role and inform patients how their information will be protected during the routine practice operations and when healthcare providers are added to – or leave – the practice.
  • Decide how you are going to decide about the on-going operational changes to how the software will be used in your practice.
  • Identify in the EMR software who is the primary (or default) healthcare provider for each patient. Talk with your software vendor how best to record this.

It’s never too late to start! If you missed creating an Information Management Agreement or Data Sharing Agreement in your group practice, do it now!

See the Digital Resources for samples that you can use.

Infographic_IMA_Patient_Records_Image

Clinic on the Infographic to download

Download our Infographic, “What is an IMA?”

 

 

 

 

 

 

Watch the Video

business arrangement agreement, data sharing agreement, Health Information Act, HIA, IMA, information manager agreement, information sharing agreement, PIA, Practical Privacy Coach, Privacy Impact Assessment

Privacy Impact Assessment (PIA)

Posted on May 1, 2017 by Jean Eaton in Clinic Manager / Privacy Officer, Established Practice, New Practice, Services, Vendor

Does your medical practice collect personal health information?

If so, you may need to conduct a Privacy Impact Assessment (PIA).

The Health Information Act requires health providers to complete a Privacy Impact Assessment when you:

  • open a new clinic
  • establish a new health services program
  • change how you collect and use personal information
  • implement Electronic Medical Records (EMR), or transition to a new EMR provider
  • share information with a Primary Care Network or other health program
  • access health information from Netcare or other data repositories

Information Managers' Privacy Impact Assessment (PIA) consultation helps you document your practices, meet practice management best practices, and ensure compliance with regulatory legislation.

The PIA consultation includes reviewing your current practices, documenting current or new privacy and security policies and procedures, information flow, legal authority analysis, risk assessment, and Privacy Impact Analysis.  Contact us and we’ll take a look at your current office practices and let you know how we can help make your workload easier, your information secure, and meet regulatory compliance.

The ABCs of Privacy Impact Assessments

What do you know about Privacy Impact Assessments (PIAs)? If you have implemented an electronic medical record (EMR ) funded through a provincial program, you have probably had to go through a PIA. It was probably time consuming to some degree, but perhaps not as bad as you thought. Jean Eaton is a consultant and expert on Privacy Impact assessments in the medical office. She explains in this blog post, The ABCs of Privacy Impact Assessments, what you should expect when required to undertake a PIA.

Listen to the podcast with Dr. Alan Brookstone of Canadian EMR.

Document Management Tip: What is a Privacy Impact Assessment?

YouTube video: What is a Privacy Impact Assessment? Who needs a PIA? How can I tell if I have a PIA? Information about privacy impact assessments in Canada. Additional details for Alberta and Health Information Act, HIA, OIPC.

Having problems viewing the video here? Watch it on our YouTube channel: What is a PIA?

Computer Network Vendors and Privacy Impact Assessment

Video especially for vendors that supports healthcare practices

 

E-course: Protect Your Practice, Your Assets, and Your Patients with Privacy Impact Assessments

 

A PIA should be as common place to a healthcare practice as a business plan is to a business. BUT most healthcare practices don’t know this and often don’t know that a PIA is  usually part of their professional college requirements and often even a legislated requirement! Prevent malicious errors, omissions or attacks that could result in fines and even jail time for the business, healthcare provider, employee, or vendor by completing a PIA.

If your Privacy Impact Assessment was written more than 2 years ago this e-course is for you

ClinicManager_Icon

The Clinic Manager and Physician Lead and Privacy Officer  must ensure its content is updated to reflect the current state of administrative, physical and technical controls.

BONUS! Checklist to update your PIA to meet recent changes to Alberta’s Netcare Portal. If your practice has completed a PIA and now you need to update the PIA, you receive a checklist of items that you need to consider to refresh your PIA.

 

If you a vendor that supports healthcare practices this e-course is for you

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BONUS! One hour tele-consult with Jean, “Create a branded Privacy Impact Assessment Readiness Package”. Jean will work individually with you to review your documentation and coach you on how to prepare the package to give to healthcare practices.

BONUS! Vendor PIA live webinar includes Vendor non-disclosure agreement, Information Manager Agreement, GAP Analysis, Computer Network Narrative templates.

 

Jean has helped hundreds of physicians, chiropractors, pharmacists, and other healthcare providers complete their Privacy Impact Assessment. She has visited hundreds of practices across Canada. But time and geography limit my ability to visit each healthcare practice that needs a PIA. That’s why I developed this on-line interactive course to help you learn everything you need in order to review, amend, or create your own PIA. Each module includes a weekly live webinar, as well as templates, tools, resources and two common case studies to build on each week. You can use these scenarios to guide you through the PIA process.

You know your practice better than anybody else. If you had the right tools, at the time most convenient for you and a mentor to help you, you can develop good office practices, meet legislated and college requirements, and successfully complete your Privacy Impact Assessment requirements.

Consult, electronic medical record, EMR, health, healthcare, medical, Netcare, PIA, PIA completed, PIA templates, Privacy Impact Assessment
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"I had the pleasure of working alongside Jean to develop a PIA for my Dental Office. I could not have completed this document without her. She was there to help me every step of the way. Her online course made it easy to communicate with her as well as having so many resources to use that were so helpful. Each Module had videos to watch that explained step by step what needed to be done. The PIA document is a lot of information to put together and if it's not enough information on its own, you also need to develop a policy and procedures manual. Jean has developed an amazing resource for this manual that was very user friendly and made a 300 page manual a lot more attainable than creating it on your own. I highly recommend taking Jean's PIA course and having her help throughout the process!"

- Lindsey Cave, Office Manager, Orion Dental Group

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