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HIPAA Compliance Information

This page offers information regarding the Health Insurance Portability and Accountability Act (HIPAA) of 1996

 

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Division's Position

The Division is committed to upholding the standards of HIPAA through the everyday monitoring of communication with our participants, parents/guardians, and providers.

The Division utilizes the Secure Mail function to communicate between all stakeholders.  

Q: How do I use Secure Email and when should I use it?
A: To send a secure E-mail to the Division, you can contact a Division staff and request that they send you a secure E-mail link, so that you may reply in a secure fashion and submit a message or attachments in accordance with the HIPPA privacy standards. You must reply in the secure portal and attach any files to send the secure E-mail to the Division. Replying to a secure message in your own E-mail browser, such as Yahoo, will NOT send a secure E-mail. It is important to remember that in order for a secure E-mail to function properly, the [SECURE] text that goes before the subject must be in ALL CAPS.
To clarify, the Division’s secure E-mail function shall be used when protected health information is shared in electronic files and attachments. This information includes any Participant’s:
• Full name
• Address
• E-mail address
• Birth date (except year)
• Social Security number
• Health plan beneficiary number (including Medicaid ID number).
• Claim number
• Admission date
• Discharge date
• Telephone numbers
• Fax numbers
• Medical record numbers

The following items must be sent secure to and from the Division:
• Preapproval forms or plan of care documentation, if sent electronically
• E-mail with participant’s full name included or social security number, initials or birth date.

In order to address these concerns the Division is implementing the following changes:
• Providers sending an E-mail to the Division that includes protected health information will be notified immediately by the recipient of the E-mail that the E-mail includes protected health information and the provider must immediately stop sending E-mails with protected health information.  If the provider believes the E-mail is secure, the Division will work with the provider and the Department of Health IT unit to verify the E-mails are secure.

Instructions on the secure E-mail function is available on request from the Division.