Policy 1111: Medical Records Electronic

YAKIMA COUNTY FIRE DISTRICT 12

10000 ZIER ROAD

YAKIMA, WA 98908

POLICY # 1111

COMMISSION CHAIR SIGNATURE: s/b Ken Eakin, Chair

EFFECTIVE DATE: 03/01/05

REVISED DATE: 06/10/08

POLICY TITLE: ELECTRONIC PATIENT CARE REPORTS

1.0 PURPOSE

To insure that all employees of Yakima County Fire District 12 properly dispose of all “paper” used in the preparation of a Medical Incident Report (MIR), and to secure and restrict MIR accessibility.

2.0 DIVISIONS AFFECTED

All divisions.

3.0 REFERENCES

Health Insurance Portability and Accountability Act of 1996 (HIPAA)

4.0 POLICY

4.1 Yakima County Fire District 12 maintains strict requirements on the security and access of all MIR’s, as well as the initial documentation created by the field providers in their preparation of a MIR.

4.1.1 All preliminary documentation used by a member to assist in the creation or modification of a MIR is the sole property of Yakima County Fire District 12.

4.1.2 Each member will be given a password to use the District’s computer systems.

4.1.3 No member may disclose his/her password to any other member.

4.1.4 Each member is to access ONLY his/her MIR’s unless directed otherwise by the Privacy Officer or as permitted by the Fire Chief.

4.1.5 No member is to log onto any computer or password protected software under any user name other than his/her own.

4.1.6 A member, upon approval by the Privacy Officer or the Fire Chief, may amend a MIR.

4.1.7 Printed or written MIR’s are to go immediately to a secured lock box, one is provided at each station.

4.1.8 All scratch paper used by a member in the preparation on a MIR must be shredded immediately.

4.1.9 Inappropriate access or retention of a MIR may result in disciplinary action, up to and including termination.

4.1.10 In order to facilitate the security of PHI, all MIR’s will be completed within 72 hours of the incident.